Hotel Information Management System (HIMS)
Specification Document
Table of Contents
1.
INTRODUCTION..........................................................................................................................................1—1
1.1.
1.2.
1.3.
PURPOSE .........................................................................................................................................................1—1
SCOPE..............................................................................................................................................................1—1
DEFINITIONS, A CRONYMS............................................................................................................................1—1
1.3.1.
Entity Relation Diagram (ER Diagram) ......................................................................................1—1
1.3.2.
Data Flow Diagram (DFD)............................................................................................................1—1
1.3.3.
Record ...............................................................................................................................................1—1
1.3.4.
Data Base Management System (DBMS)...................................................................................1—1
1.3.5.
Entity .................................................................................................................................................1—1
1.3.6.
Relationship......................................................................................................................................1—1
1.4.
1.4. A CRONYMS.............................................................................................................................................1—2
2.
FUNCTIONAL DECOMPOSITION ........................................................................................................2—3
2.1.
2.2.
2.3.
2.4.
2.5.
2.6.
2.7.
2.8.
2.9.
2.10.
RESERVATION................................................................................................................................................2—3
SERVICES ........................................................................................................................................................2—3
A CCOUNT SERVICES .....................................................................................................................................2—4
EMPLOYEE M ANAGEMENT ..........................................................................................................................2—4
M ANAGEMENT SERVICES.............................................................................................................................2—4
CANCELLATION .............................................................................................................................................2—5
CHECK-IN .......................................................................................................................................................2—5
CHECK-OUT ...................................................................................................................................................2—6
BILLING...........................................................................................................................................................2—6
M AINTENANCE ..........................................................................................................................................2—6
3.
DIAGRAMS .....................................................................................................................................................3—7
3.1.
3.2.
ER DIAGRAM .................................................................................................................................................3—7
DATA FLOW DIAGRAM.................................................................................................................................3—8
3.2.1.
User login and menu display DFD ...............................................................................................3—8
3.2.2.
User login DFD ...............................................................................................................................3—8
3.2.3.
Application Menu DFD..................................................................................................................3—9
3.2.4.
Reservation DFD...........................................................................................................................3—10
3.2.5.
Management DFD.........................................................................................................................3—11
4.
I/O SPECIFICATION................................................................................................................................ 4—12
4.1.
4.2.
4.3.
5.
5.1.
INPUT FILES..................................................................................................................................................4—12
REPORTS.......................................................................................................................................................4—12
FORMS...........................................................................................................................................................4—12
PRELIMINARY DATABASE DESIGN ............................................................................................... 5—13
CUSTOMER TABLE ......................................................................................................................................5—13
5.1.1.
Table Description..........................................................................................................................5—13
5.1.2.
Table Detail ....................................................................................................................................5—13
5.2.
A CCOUNT TABLE.........................................................................................................................................5—13
5.2.1.
Table Description..........................................................................................................................5—13
5.2.2.
Table Detail ....................................................................................................................................5—13
5.3.
RESERVATION TABLE.................................................................................................................................5—14
5.3.1.
Table Description..........................................................................................................................5—14
5.3.2.
Table Detail ....................................................................................................................................5—14
5.4.
ROOM RATE TABLE ....................................................................................................................................5—14
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Hotel Information Management System (HMS)
Specification Document
5.4.1.
Table Description ..........................................................................................................................5—14
5.4.2.
Table Detail ....................................................................................................................................5—14
5.5.
TRANSACTION TABLE.................................................................................................................................5—14
5.5.1.
Table Description..........................................................................................................................5—14
5.5.2.
Table Detail ....................................................................................................................................5—14
5.6.
SERVICES TABLE .........................................................................................................................................5—15
5.6.1.
Table Description..........................................................................................................................5—15
5.6.2.
Table Detail ....................................................................................................................................5—15
5.7.
FOOD TABLE ................................................................................................................................................5—15
5.7.1.
Table Description..........................................................................................................................5—15
5.7.2.
Table Detail ....................................................................................................................................5—15
5.8.
ROOM TABLE ...............................................................................................................................................5—15
5.8.1.
Table Description..........................................................................................................................5—15
5.8.2.
Table Detail ....................................................................................................................................5—15
5.9.
LOGIN TABLE...............................................................................................................................................5—16
5.9.1.
Table Description..........................................................................................................................5—16
5.9.2.
Table Detail ....................................................................................................................................5—16
5.10.
CALL TABLE ............................................................................................................................................5—16
5.10.1. Table Description..........................................................................................................................5—16
5.10.2. Table Detail ....................................................................................................................................5—16
5.11.
EMPLOYEE TABLE...................................................................................................................................5—16
5.11.1. Table Description..........................................................................................................................5—16
5.11.2. Table Detail ....................................................................................................................................5—16
5.12.
M OVIE TABLE..........................................................................................................................................5—17
5.12.1. Table Description..........................................................................................................................5—17
5.12.2. Table Detail ....................................................................................................................................5—17
5.13.
ROOM SERVICE TABLE...........................................................................................................................5—17
5.13.1. Table Description..........................................................................................................................5—17
5.13.2. Table Detail ....................................................................................................................................5—17
5.14.
EMPLOYEE SCHEDULE TABLE...............................................................................................................5—17
5.14.1. Table Description..........................................................................................................................5—17
5.14.2. Table Detail ....................................................................................................................................5—17
5.15.
EMPLOYEE TIME CARD TABLE.............................................................................................................5—18
5.15.1. Table Description..........................................................................................................................5—18
5.15.2. Table Detail ....................................................................................................................................5—18
5.16.
PART TIME SCHEDULE TABLE ..............................................................................................................5—18
5.16.1. Table Description..........................................................................................................................5—18
5.16.2. Table Detail ....................................................................................................................................5—18
5.17.
REFUND TABLE .......................................................................................................................................5—18
5.17.1. Table Description..........................................................................................................................5—18
5.17.2. Table Detail ....................................................................................................................................5—18
6.
BUSINESS RULES AND CONSTRAINTS ......................................................................................... 6—19
6.1.
BASIC SPECIFICATIONS...............................................................................................................................6—19
6.1.1.
Client requests reservation...........................................................................................................6—19
6.1.2.
Client requests room with no reservation..................................................................................6—19
6.1.3.
Client requests room service .......................................................................................................6—19
6.1.4.
Client requests to cancel reservation..........................................................................................6—20
6.1.5.
Managing Rates (Managers Only) .............................................................................................6—20
6.1.6.
Requesting Maintenance..............................................................................................................6—21
6.1.7.
Client is Checking Out of the Hotel...........................................................................................6—21
7.
HARDWARE REQUIREMENT............................................................................................................. 7—22
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Hotel Information Management System (HMS)
Specification Document
7.1.
7.2.
7.3.
SERVER .........................................................................................................................................................7—22
FILER.............................................................................................................................................................7—22
W ORKSTATION ............................................................................................................................................7—22
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Hotel Information Management System (HMS)
Specification Document
1.
Introduction
1.1.
Purpose
The purpose of this document is to provide the requirement analysis and specification for the
Hotel Management System software. This document is intended for software engineers.
1.2.
Scope
This document describes the high level and detailed design of the Hotel Management System
(HMS) including the functional decomposition of the system, preliminary database design, I/O
specifications, hardware requirements and various diagrams. In addition, business rules and
constraints of the software package are included in this section of the document.
1.3.
Definitions, Acronyms
1.3.1. Entity Relation Diagram (ER Diagram)
A data-oriented technique for specifying a product, most often used for specifying
databases. The emphasis of an ER Diagram is on the data itself, the actions performed
are of secondary concern.
1.3.2. Data Flow Diagram (DFD)
A diagram that determines the logical data flow as opposed to the physical data flow
(what happens rather than how it happens).
1.3.3. Record
A field of data usually pertaining to a data base system.
1.3.4. Data Base Management System (DBMS)
A database management system (DBMS), sometimes just called a database manager, is
a program that lets one or more computer users create and access data in a database.
A DBMS can be thought of as a file manager that manages data in databases rather than
files in file systems.
1.3.5. Entity
An entity, in relation to a database, is a single person, place, or thing about which data
can be stored. In data modeling, a first step in the creation of a database, and entity is
some unit of data that can be classified and have stated relationships to other entities.
1.3.6. Relationship
The relationship is the interaction between entities. A relationship may be represented
by a diamond shape, or more simply, by the line connecting the entities. In either case,
verbs are used to label the relationships.
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Hotel Information Management System (HMS)
Specification Document
1.4.
1.4.
Acronyms
1.4.1.1.
HIMS
Hotel Information Management System. This is the software
that controls the functions of the hotel.
1.4.1.2.
SSN
Social Security Number
1.4.1.3.
DFD
Data Flow Diagram
1.4.1.4.
ER
Entity-Relationship
1.4.1.5.
DBMS
Database Management System
1—2
Hotel Information Management System (HMS)
Specification Document
2.
Functional Decomposition
Below is a list of the basic functions of the HMS software. Each function is then subdivided into separate
categories of what the function does.
2.1.
Reservation
2.1.1.
Reservation Identification
A unique identification number that is given to each reservation. These can be
used to pull up reservations from the system for easy access.
2.1.1.1 System will automatically produce reservation identification number.
2.1.2.
Enter Customer Information
The fields that are required for each reservation including name (business or
personal), address, telephone etc.
2.1.3.
Enter Assigned Room Number
The room number assigned to the specific reservation. This can be set ahead of
time or given at the time of the reservation (walk-in).
2.1.4.
Enter Date of Reservation
The date the room will begin to be utilized by individual(s).
2.1.5.
Enter Date of Check-Out
The length of time that a person/company will be using the room for.
2.1.6.
Type of payment
Types of payment include check, cash and credit card. Businesses have the
option of leaving a credit card on file to allow easier transaction processing
including, but not limited to, paying balance at the end of the month as an
accounts payable.
2.1.7.
Enter Deposit Information
Credit Cards are the only acceptable form of deposit.
2.1.7.1 Determine Credit Card type.
2.1.7.2 Enter in amount for deposit.
2.1.7.3 Validate credit card information
2.1.7.4 Enter authorization code
2.2.
Services
2.2.1.
Service Identification
A unique identification number that is given to each service request. These can
be used to pull up service requests from the system for easy access.
2.2.1.1 System will automatically produce unique identification number to go
along with each service request.
2.2.2. Enter Room Number
System will cross reference room number with customer information currently
staying in that room
2.2.2.1 Enter date of service request
The specific date that the particular service is being requested.
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Hotel Information Management System (HMS)
Specification Document
2.2.3
Enter service details
2.2.3.1 Enter service description.
2.2.3.2 Retrieve rate of service.
2.2.3.3 Bill service to room number entered.
2.3.
Account Services
2.3.1.
Account Identification
A unique identification number that is given to each account. These can be used
to pull up accounts from the system for easy access.
2.3.1.1. System will automatically create Account Identification number as
each new account is entered.
2.3.2.
Account Management
2.3.2.1. Edit Information
This allows a user to edit account information such as address,
telephone, name and credit card numbers.
2.3.2.2. Charge Account
Allows a user to run a transaction for a specified account based upon
the account information.
2.3.3.
Customer History
2.3.3.1. Retrieve History
The user inputs the account identification number and is able to retrieve
the customer history. This includes all previous times the customer or
business has rented rooms, requested services, or generally conducted
business at the hotel.
2.3.4.
Retrieve Billing Information
A form will display all pertinent information regarding billing statement; name,
address, and balance for upcoming bill.
2.4.
Employee Management
2.4.1.
Enter Employee Identification Number
Employees will login into the system using their SSN as their login. Upon their
first login to the system, they will be prompted to supply a password.
2.4.2.
Select Security Access
Allows the setting of an employee to one of two levels of security: manager or
clerk.
2.4.2.1 Validate Access
SSN will be cross-referenced with employee record to determine if access is
granted for security setting selected. If not, employee will be asked to select
security level again until validated.
2.4.3.
Time Cards
Upon logging into the system, the employee's time card will be punched. The
employee must then log off the system prior to leaving work. The system will
then calculate the number of hours worked and send the information to payroll.
2.5.
Management Services
2.5.1.
Access Employee Records
2—4
Hotel Information Management System (HMS)
Specification Document
Here a user with manager security level can access and edit employee records.
Contained within these records are fields such as address, name, telephone etc.
2.5.1.1 Create New Employee Record
Manager can input the information for a newly hired employee.
2.5.1.2 Edit Employee Information
Manager has the ability to change the current information of an
employee when necessary.
2.5.1.3 Set Employee to Inactive
After employee is terminated or otherwise discontinues working for the
hotel, managers can set their username (SSN) to inactive thus they will
no longer be able to login to the HIMS.
2.5.2.
Hotel Rates
Allows a user with manager security level to edit hotel rates.
2.5.2.1 Edit Room Rates
Selecting this field allows the manager to change the rates of any given
room and for any selected amount of time.
2.5.2.1.1
Enter Start Date for Change of Rates
2.5.2.1.2
Enter Ending Date for Change of Rates
2.5.2.1.3
Select Continuous Change of Rates
Continuous Change of Rates allows manager to change
the rates of rooms for duration of hotel existence.
2.5.2.2 Edit Service Rates
Selecting this field allows the manager the change the rates of any
given service for any selected amount of time.
2.5.2.2.1
Enter Start Date for Change of Rates
2.5.2.2.2
Enter Ending Date for Change of Rates
2.5.2.2.3
Select Continuous Change of Rates
Continuous Change of Rates allows the manager the
change the rates of service for duration of hotel existence.
2.5.3.
Pay Rate
A user with manager level of security can edit an employee’s pay rate and type.
2.5.3.1 Edit Employee Payment Type (Hourly/Salary)
2.5.3.2 Edit Employee Salary
2.5.3.3 Edit Employee Hourly Wage
2.6.
2.7.
Cancellation
2.5.4.
Enter Customer Information
2.5.5.
Get Room Requested
2.5.6.
Get Check-In Date
2.5.7.
Cancel Reservation
2.5.8.
Determine Refund of Deposit
Check-In
2.7.1
Enter Customer Information
2.7.2
Retrieve Room Requested (for reservation clients)
2—5
Hotel Information Management System (HMS)
Specification Document
2.8.
2.7.3
Enter Room Number (for walk-in clients)
2.7.4
Enter Check-In Date
2.7.5
Enter Check-Out Date
Check-Out
2.8.1
Enter Customer Information
2.8.2
Retrieve Room Requested (for reservation clients)
2.8.3
Enter Room Number (for walk-in clients)
2.8.4
Enter Check-In Date
2.8.5
Enter Check-Out Date
2.8.6
Enter Customer Information
2.8.7
Retrieve Room Requested (for reservation clients)
2.8.8
Enter Room Number (for walk-in clients)
2.8.9
Enter Check-In Date
2.8.10
Enter Check-Out Date
Enter Customer Information
2.8.10.1 Retrieve Room Rented
2.8.10.2 Retrieve Check-In Date
2.8.10.3 Enter Check-Out Date
2.8.10.4 Retrieve Rate for Room
2.8.10.5 Retrieve Services Billed to Room
2.8.10.6 Retrieve Rate for Services Billed to Room
Send Rate Information to Billing
2.9.
Billing
2.9.1
Enter Customer Information
2.9.2
Enter Room Number
2.9.3
Enter Check-Out Date
2.9.4
Verify Balance
2.9.5
Receive Payment
Bill Payment to Customer
2.10.
Maintenance
2.10.1
Search for dirty rooms
2.10.2
Enter request for services on dirty rooms
2.10.3
Enter request for repairs
2.10.4
Retrieve history of selected rooms
2—6
Hotel Information Management System (HMS)
Specification Document
3.
DIAGRAMS
3.1.
ER Diagram
3—7
Hotel Information Management System (HMS)
Specification Document
3.2.
Data Flow Diagram
3.2.1. User login and menu display DFD
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3—8
Hotel Information Management System (HMS)
Specification Document
3.2.3. Application Menu DFD
3—9
Hotel Information Management System (HMS)
Specification Document
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Hotel Information Management System (HMS)
Specification Document
4.
I/O Specification
4.1.
Input Files
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4.2.
Reports
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4.3.
Emp loyee
Login
Employee schedule
Part time schedule
Employee time card
Customer
Reservation
Services
Account
Transaction
Room
Reservation
Services
Refund
Call
Movie
Food
Room Service
Customer info.
Reservation info.
Account info.
Bill breakdown
Employee info.
Employee time card
Open rooms
Dirty rooms
Refund info.
Login Info.
Forms
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Login (new/delete)
New reservation
New customer
New account
Get room info
Get customer info.
Get employee info
Get reservation info
Do refund
Order room cleaning
New employee
Schedule employee hours
Employee info.
4—12
Hotel Information Management System (HMS)
Specification Document
5.
Preliminary Database Design
There would be approximately seventeen tables in the Hotel Management System Database. The detail of
each table will be listed in the following sub-sections.
5.1.
Customer Table
5.1.1. Table Descri ption
Enter Table Information over here.
5.1.2. Table Detail
Customer
PK
Cust ID
Account #
Name
Address
Phone #
5.2.
Account Table
5.2.1. Table Description
Enter Table Information over here.
5.2.2. Table Detail
Account #
Billing Address
Credit Card #
Expiration Date
Balance
account
PK
5—13
Hotel Information Management System (HMS)
Specification Document
5.3.
Reservation Table
5.3.1. Table Description
Enter Table Information over here.
5.3.2. Table Detail
Reservation
PK
Cust ID
Reservation ID
PK
Employee ID
Rate ID
Room #
Start Date
End Date
5.4.
Room Rate Table
5.4.1. Table Description
Enter Table Information over here.
5.4.2. Table Detail
Rate ID
room_rate
PK
Type
enum('Single','Double',etc)
Movie Rate
Phone Rate
5.5.
Transaction Table
5.5.1. Table Description
Enter Table Information over here.
5.5.2. Table Detail
cust ID
Service ID
Payment Method
Transaction
PK
PK
(Cash/Check, Credit,
A/R)
balance
5—14
Hotel Information Management System (HMS)
Specification Document
5.6.
Services Table
5.6.1. Table Description
Enter Table Information over here.
5.6.2. Table Detail
Services
Reservation
ID
Service ID
PK
PK
type
enum('food','movie','phone',etc)
value
food id, movie id, phone id…
timestamp
5.7.
Food Table
5.7.1. Table Description
Enter Table Information over here.
5.7.2. Table Detail
Food
Food ID
PK
Name (of item)
Price
5.8.
Room Table
5.8.1. Table Description
Enter Table Information over here.
5.8.2. Table Detail
Room #
Occupied
Room
PK
if occupied, this is the
reservation ID
Clean
Type
5—15
Hotel Information Management System (HMS)
Specification Document
5.9.
Login Table
5.9.1. Table Description
Enter Table Information over here.
5.9.2. Table Detail
Login
Employee ID
PK
Username
Password
Security Level (access)
5.10.
Call Table
5.10.1. Table Description
Enter Table Information over here.
5.10.2. Table Detail
call ID
number
duration
5.11.
call
PK
Employee Table
5.11.1. Table Description
Enter Table Information over here.
5.11.2. Table Detail
Employee ID/SSN
Name
Address
Phone
Title
Salary
Employee
PK
If yes, rate is taken as
yearly salary. If no, rate
is hourly wage
rate
5—16
Hotel Information Management System (HMS)
Specification Document
5.12.
Movie Table
5.12.1. Table Description
Enter Table Information over here.
5.12.2. Table Detail
movie
PK
title
rating
5.13.
Room Service Table
5.13.1. Table Description
Enter Table Information over here.
5.13.2. Table Detail
room service ID
room_service
PK
room #
food id
when ordered
5.14.
Employee Schedule Table
5.14.1. Table Description
Enter Table Information over here.
5.14.2. Table Detail
Employee ID
day of week
start time
end time
employee schedule
PK
PK
PK
5—17
Hotel Information Management System (HMS)
Specification Document
5.15.
Employee Time Card Table
5.15.1. Table Description
Enter Table Information over here.
5.15.2. Table Detail
employee ID
in
out
5.16.
employee time card
PK
PK
Part Time Schedule Table
5.16.1. Table Description
Enter Table Information over here.
5.16.2. Table Detail
employee ID
date
start time
end time
5.17.
part time schedule
PK
PK
PK
Refund Table
5.17.1. Table Description
Enter Table Information over here.
5.17.2. Table Detail
cust ID
service id
amount refunded
reason
refund
PK
PK
5—18
Hotel Information Management System (HMS)
Specification Document
6.
Business Rules and Constraints
6.1.
Basic Specifications
The software package must be able to handle multiple users accessing, updating, and
editing the database at the same time. Queries should be answered promptly to ensure
displayed data is current. Scenarios
6.1.1. Client requests reservation
6.1.1.1.
The user must be able to access available rooms dependent on
date of request from client.
6.1.1.2.
From the selection of available rooms, the user must be able
to give information regarding the room such as rate of room
and amenities that are provided.
6.1.1.3.
If the client agrees to reserve the room, the user must be able
to enter in the customer information and deposit information
while holding the room in an unavailable setting.
6.1.1.4.
This makes certain that another user does not reserve the
same room to another client at the same time.
6.1.2. Client requests room with no reservation
6.1.2.1.
If a client requests a room with no prior reservation the user
must be able to access available rooms for the duration of the
client's stay.
6.1.2.2.
From the selection of available rooms, the user must be able
to give information regarding the room such as rate of room
and amenities that are provided.
6.1.2.3.
If the client agrees to rent the room, the user must be able to
enter in the customer information while holding the room in
an unavailable setting.
6.1.2.4.
This makes certain that another user does not reserve the
same room to another client at the same time.
6.1.3. Client requests room service
6.1.3.1.
If a client requests room service, the user must be able to
access the client's account one of two ways.
6.1.3.1.1. First, a client may only give their last name. This information
will bring up their information regarding their room. In the
6—19
Hotel Information Management System (HMS)
Specification Document
case that multiple client's have the same last name, a display
of all client's with the last name will be displayed and the user
will have to then ask for a room number.
6.1.3.1.2. Secondly, a client may give their room number. This
information will display the client's information and the user
will ask for information from the client such as their last name
to verify the client's request.
6.1.3.2.
The room service display menu will then be displayed and
their order will be taken by the user.
6.1.3.3.
The room will be billed the proper amount and will be paid
upon checking out of the hotel
6.1.4. Client requests to cancel reservation
6.1.4.1.
User must request either confirmation code and/or client's
information to retrieve reservation information
6.1.4.2.
After confirming with client reservation information provided
user cancels client's initial reservation.
6.1.4.3.
Canceling client's reservation immediately returns the room
number to the status of available allowing other users to
reserve the room for other clients.
6.1.4.3.1. A fee may be assessed by the hotel if desired.
6.1.5. Managing Rates (Managers Only)
6.1.5.1.
The software will allow managers to edit rates regarding hotel
charges.
6.1.5.1.1. Selecting this area will prompt the user for information
regarding the duration of time that the rates will be in effect.
6.1.5.1.2. Immediately after user updates rates, all users will be notified
of price changes by displays on screen.
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Specification Document
6.1.6. Requesting Maintenance
6.1.6.1.
Selecting this window will automatically start a query for
rooms that have not been cleaned for three days. This may be
due to unoccupied rooms or occupied rooms that have
requested not to be cleaned.
6.1.6.2.
A maintenance request can be filled from this window
notifying maintenance that cleaning and/or repairs need to be
completed on particular rooms.
6.1.6.3.
A history of maintenance orders can also be conducted on
particular rooms or the entire hotel.
6.1.7. Client Is Checking Out of the Hotel
6.1.7.1.
As the client notifies the user that he/she wishes to check out
of their room, the user enters the check-out window
6.1.7.2.
The user enters in the room number and confirms the name of
the client to verify balance of stay.
6.1.7.2.1. The user will then go over any discrepancies with the bill that
the client may have
6.1.7.3.
The user then receives the payment and enters in the payment
received.
6.1.7.3.1. If the client is an account customer or wishes to be billed, the
user must enter the account information number to be billed
later.
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Hotel Information Management System (HMS)
Specification Document
7.
Hardware Requirement
7.1.
Server
?
?
?
?
?
?
7.2.
Filer
?
?
?
?
?
7.3.
Dual Intel PIII 700 MHz
512 MB RAM
Dual 100 base-t network cards
20GB boot drive
Free BSD
MySQL 3 DBMS
Intel PIII 700 MHz head unit
2GB RAM
1TB RAID 4 2 shelf Array
Proprietary Linux build with journaling file system (NetApp)
NFS file sharing
Workstation
? Any Windows 9x+ compatible PC
? Persistent broadband internet connection
? Standard I/O devices (mouse, keyboard, mo nitor)
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