A_SAMPLE_HOTEL_MANAGEMENT_SYSTEM_PROJECT.pdf

NAME: MARK BULUMA EUGINE INDEX MUMBER: 500008004 YEAR OF EXAMINATION: 2009 SCHOOL NAME: UTUMISHI ACADEMY SCHOOL CODE: 500008 PROJECT TITTLE: ABC HOTEL MANAGEMENT SYSTEM SUBMITTED TO: KENYA NANTIONAL EXAMINATION COUNCIL SUBMOISSION DATE: OCTOBER 2009 ACKNOWLEDGEMENTS The system analyst stops shortly to thank all those who devoted their energy, resources and time to the success of this project. The foremost ultimate thank you goes to my determined and ever encouraging computer studies teacher MR. S. MBALUKA. No words can explain my gratitude for your ever helping hand through this process. However, I can’t forget the support that both my school administration and my family have granted me through this process. In conclusion, the system analyst will ever treasure the help from both mentioned and non-mentioned well-wishers deeply in his heart. DEDICATION The project is dedicated to my home place BUDALANG’I in memory of my loving parents PETER O. and CONSOLATA A. BULUMA. Your vision of a flood free Budalang’i is becoming a reality through the seed you planted on this planet EARTH. TABLE OF CONTENTS Dedication Dedication 1. Introduction 1 2. System analysis 2 Problem definition The current manual system The proposed system Fact finding report. 3. System design 3.1 Dataflow diagram 3.2 System flowchart 3.3 File data fields 3.4Output design 3.5 Input design 3.6 Storage design 3.7 Processing requirements 3.8 System controls, backup and security 3.9 Normalization 4. System construction 4.1 Tables 4.2 Queries 4.3 Forms 4.4 Reports 4.5 Macros 4.6 Vba codes 5. System testing and debugging 1. Normal data 2. Exceptional data 3. Extreme data 6. System implementation 7.0 user manual Instillation requirements Loading procedure 3 Navigation guide Report generation procedure 8. Conclusion 9. Recommendations 10. Glossary 11. Bibliographies 12.0 Appendices 12.1 Data gathering tools 12.2 Forms screen shots 12.3 Reports screen shots 12.4 Booking web page screenshot12.5 Macros shots 1.0 INTRODUCTION ABC HOTEL MANAGEMENT SYSTEM was developed following system development stages for smooth running and management of ABC hotel. The seven months provided by the Kenya national examination council enabled the system analyst recognize and define the problem in the current manual system at the hotel. After an information gathering process from several hotels managed by manual and computerized systems, the system analyst saw that the hotel indeed needed a computerized management system. After a close analysis of samples collected during the problem definition stage the analyst found that all the hardware and software requirements needed for implementation and maintenance of the system are readily available in the market and cheaply affordable by the hotel. The system was carefully designed to ensure maximum efficiency of the system at the hotel. The system was skillfully and carefully coded to seal any possible loopholes in the system. The system was developed using visual basic for applications (Microsoft access) language. This system will indeed help the hotel management and the esteemed staff members to manage and steer the hotel’s functionality and transactions to realize its maximum potential in addition to its competence in the hotel business field. 1 ABC 2.0 SYSTEM ANALYSIS 2.1 PROBLEM DEFINITION. ABC Hotel offers accommodation, meals, additional facilities and other services. Accommodation services are offered as follows: CATEGORY BED AND HALFBOARD FULLBOARD BREAKFAST (KSH) (KSH) (KSH) SINGLE ROOM 2500 3900 5100 DOUBLE ROOM 2900 4300 5500 SINGLE ROOM SELF CONTAINED 3100 4500 5700 DOUBLE ROOM SELF CONTAINED 3700 5100 6300 Meals, other services and facilities offered includes: Breakfast; Lunch, dinner, tea, Laundry, Ironing, transport and room service. The services are offered as outlined below: ITEM COST BREAKFAST 1000 LUNCH 700 DINNER 1500 TEA 250 LAUNDRY:HEAVY LINEN 300 MEDIUM LIGHT 200 100 TRANSPORT:MILEAGE, VEHICLE Although the hotel is of an international class and quality, it’s not realizing its maximum potential due to delay of activities by the current redundant manual system. Due to huge losses suffered by the hotel from the frequent errors in the current system, the hotel management opted for a computerized system, which would: 1. Be friendlier to customers and the staff. 2. Improve customer care and service at the hotel. 3. Increase the hotel performance. 4. Reduce the operational costs of the hotel. 2 ABC 2.2 THE CURRENT MANUAL SYSTEM 2.21 SYSTEM DESCRIPTION The current manual system uses paperwork and direct human language communication by mouth to manage the hotel. This delays information transmission in the hotel. Booking is done through phone calls or through visit to the hotel booking office. The guest’s personal details such as Name, Age, Nationality, and Duration of stay, are input during booking in. The booking office orders for preparation of the guest’s room before his/ her check in date. The documents are transferred manually to the filling department for compilation of the guest’s file. On the reporting date the file is transferred to the reception. On checking in the guest is given the key to his allocated room, he also specify if he needs room service. The receptionist hands over the guest’s file to the accountant on the next table. Here the guest pays accommodation and meals fee. The guest’s file is updated on daily basis of his expenditure costs. The accounts department generates the bills on daily basis and delivered to the guests in their rooms at dusk by the service maids. The guest pays at the accounts desk, where the receipts are generated. For a one meal customer the bill is generated immediately after ordering and he pays at the accountant desk before leaving. During checking out of guests, their expenditure outlines are generated a day before check out date. The guests receive their outlines at the accounts desk as they check out, where they pay for bills balances if any. 3 ABC 2.22 THE MANUAL SYSTEM STRUCTURE. BOOKING BY PHONE CALL & VISIT BOOKING OFFICE ACCOMMODA TION DEPARTMENT ACCOUNTING RECETION GUEST BILLS & EXPENDITURE OUTLINES GUEST FILES STORAGE 2.23 PROBLEMS IN THE MANUAL SYSTEM 2. Difficulty in location of guest files: due to the large number of guests’ files, location of guest files during checking in, updating of daily expenditures, receipt generation and checking out is extremely difficult for the hotel employees. 3. Large storage space: the physical files occupy too much space of about two rooms full of storage cabinets. This occupies the hotel’s space that could have otherwise been used for income generation by the hotel. 4 ABC 4. Human and computational errors: many errors enabled by the system due to tedious computations required during data processing cost the hotel management heavily. 5. Poorly generated records: poorly generated records encourage omission of some important data by the employees. Such data as the guests’ luggage is omitted. This leads to security problems at the hotel such as armed robberies. 6. Complains from guests: due to poor management of documents encouraged by the manual system, several cases were reported where guests complained of overcharging, charging of services not used by the guests. 7. Poor communication: due to poor communication between the departments, guests are often served with services they didn’t order. 8. Difficulty in data analysis: The accountants usually found it difficult to analyze the guests’ data during generation of expenditure bills due to missing of some records. 2.25 ADVANTAGES OF THE MANUAL SYSTEM. 1. Employees don’t need special computer skills to run the manual system 2. No reliance on computer devices which may fail since they are machine in nature. 3. Relatively low running costs as the system requires no electricity, internet services as the computerized system would. 2.26 DISADVANTAGES OF THE MANUAL SYSTEM. 1. Guest files can easily get lost or mix up with other guest file documents. 2. Files occupy a large storage space 3. Unnecessary duplication of data. 4. Files are prone to theft unauthorized modification due to low data security levels and standards. 5. Due to easy access to guest data by unauthorized users, guest data is extremely unconfident. 6. Retrieval of guest records is extremely difficult. 7. Data entry procedure is prone to errors. 5 ABC 8. Guest records are extremely difficult to modify since modification generates dirty and unpresentable reports. 2.3 THE PROPOSED SYSTEM. 2.31 OBJECTIVES OF THE PROPOSED SYSTEM To enable online booking via the internet. To enable automated data entry methods. Ensure efficient and reliable communication within the hotel. Avoid data entry errors by use of input masks. Enable easy authorized modification of data. Enforce security measures to avoid unauthorized access to guest records. Enable fast and easy retrieval of guest records and data for fast reference activities. 2.32 SCOPE OF THE SYSTEM. The system will cover; booking, accommodation, meals, and accounts details. Moreover, special services such as laundry, ironing and room service will be automated by the system also, not to forget the additional facilities information that will be efficiently handled by the system. To help the system smoothly carry out its intended purpose to meet the hotel management needs, the following tables will be used to store data: 1. booking table The table contains guest details that will be input when the guest books into the hotel. For booking, the system will give room for online booking, personal visit to the booking office, telephone calls or facsimiles. For online booking, the guest will have to log on to the hotel’s website and fill his/her personal details in the booking web page provided by the system. For telephone call the guest provides his personal details over the phone as the hotel’s booking staff do the actual entry of the details into the system. For personal visit to the hotel, the guest provides his details verbally which the booking staff enters into the computer system. The table has the following fields: (regno, fname, sname, nationality, id card no, gender contacts, address, email, Date) 2. Accommodation table. The table contains the accommodation details of a guest. These details help 6 ABC uniquely identify the guest with his room and services offered for the room. These details include: (regno, fname, sname, id card no, Room no, Category, Telephone ext, charges, amount charged, Total charge, Rcpt no, Payment, Nationality) 3. Admission table The table contains guest details input on admission of the guest into the hotel at the reception. This information keeps track of the duration that the guest has stayed at the hotel. If the guest intends to stay for more than a day, he has to book in for accommodation in advance; else, his information will be input into the system at the reception. The guest luggage information is entered in the system to ensure maximum security of luggage at the hotel. For this to become a reality, the following fields have been used :( room no, out date, in date, luggage, Id card no, nationality, sname, fname, regno) 4. Meals table The table contains the hotels catering transactions information. This information is vital as this department is the backbone of any hotel aspiring to achieve its goals and realize its maximum potential. The table contains the following records:( date, regno, fname, sname, id card no, Meal, charges, rcpt no, payment, Nationality, Amount charged, Total amount, Room service). The system will enable automatic calculation of the total amount charged for the meals offered to guests. Room service refers to provision of meals to guests in their rooms. Room service is charged 5% of the charge of the meal. 5. Laundry table. The table contains laundry details for clothes washed at the hotel laundry. The table contains the following fields (date, fname, sname, regno, id card no, linen, type, charges, rcpt no, payment, Nationality, Number of clothes, Amount charged, Total amount) 6. Ironing table This table contains the ironing service information for the clothes washed both at the hotel and outside the hotel. Payment is done on clothes that are washed outside the hotel. Clothes washed at the hotel laundry are not charged. The table contains the following fields (Total amount, Amount charged, Number of clothes, payment, Rcpt no, charges, type, linen, Nationality, id card no, sname, fname, regno, date) 7. Transport table. The table contains information of the transport services offered to the guests at an extra cost. The guest is charged depending on the type of vehicle used. The following is a list of 7 ABC fields used to store transport department information (Date, Regno, Fname, Sname, Rcpt No, id card no, vehicle, Nationality, payment, Charges, commission, Total amount) 8. Ambulance table The table contains information on the ambulance facility services offered by the hotel to local, foreign individuals and groups. The table stores information on charges and can be used to generate detailed reports on request by the management. The following fields aid the table efficiently and reliably perform its functions to the expectations :( date, type, fname, sname, regno, amblreg no, duration (days), charges, payment, Rcpt no) 9. Conference table. This is a facility table that contains information on the conference facility services offered to the customers at an extra cost. The table keeps track of the hotel’s conference rooms in use and the amount generated from the facility per meeting. The following are the fields that help the table fulfill its purpose at the hotel: (date, type, fname, sname, regno, amblreg no, Rcpt no, duration (days), charges, payment) 10. Swimming pool facility table. Swimming pool facility table contain information on the swimming facility services offered o customers at an extra cost. The table can be used to generate reports on the daily activities in the swimming department, on request by the management. The table has the following fields to enable it perform the above described functions :( date, guest type, regno, sname, Nationality, duration(hrs), charges, payment, no of guests, Total amount, Rcpt no) 11. sporting facility table This table ensures that the information of those who are lovers of physical fitness both as a career and as a hobby is well managed. The table holds their information safely and ensures maximum data integrity values. To enable the table accomplish its intended purpose successfully, the table contains the following fields (date, Rcpt no, Total amount, payment, charges, duration, facilities, sport activity, Nationality, regno, sname, fname, type) 12. Employees details table The table contains valuable and delicate information about the employees. The table is for use by the hotel management to keep track of the employee records and performance at the hotel to enable the hotel realize its maximum potential and reduce any possible irrelevant expenditure. The table has the following fields that enable it ensure maximum operability and co-operation (residence, mobile no, account no, salary, position, department, position, office tel, office number, email, address, contacts, id card no, staff names, staff no) 8 ABC 2.32 THE ADVANTAGES OF THE SYSTYEM. The system enables easy and fast access to the guest files. The system provides better data management facilities. The system enable online booking of guests into the hotel hence international guests can easily book into the hotel. The system provides performance evaluation of the employees to ensure maximum output from the employees. The system provides security measures to access to the hotel’s information lowering data security threats. The system help reduce the congestion of guests ensuring best service output for customer satisfaction purposes. Easy update of the guest records. High customer service standards attract more guests to the hotel. Reduction 0of data entry and processing errors. Greatly reduce paper use at the hotel. 2.33 THE DISADVANTAGES OF THE SYSTEM. The system will undergo system entropy hence an extra cost of updating will be incurred to keep the system competitive in the ICT and BUSSINESS world. The hotel will incur an extra cost on the electricity and internet bills due to computerization of the hotel management. The hotel will be required to train its employees on how to manage the system hence the hotel output capacity will reduce a bit during this period 2.34 FEASIBILITY STUDY A feasibility study was carried out to determine the benefits of the current manual system and the proposed computerized system. The system is indeed viable: 2.341 Economic feasibility. The estimated costs of the system will indeed outweigh the estimated costs of development of the system. The estimated costs of the system are as shown below: Item Estimated costs(kshs) System development 100000 Hardware installation 910000 System software 50000 9 ABC Licenses 25000 Training 50000 Total costs 1135500 The estimated profits and benefits are as follows: Item Previous monthly Proposed monthly Amount cut expenditure expenditure down monthly Paper work 500000 10000 40000 Salaries 20000000 16000000 4000000 Guest complaints 350000 100000 250000 Grand total 16110000 4740000 20850000 The following shows the monthly net profits of the current manual and proposed computerized system: Manual system Computerized system Gross profit 50000000 115000000 Expenditure 20850000 19145500 Net profit 95854500 29150000 2.342 Technical feasibility study The system will be easy to maintain for the technical staff. The system structure is easy 0to 0imodify 0by the experts in order to meet the hotel needs and maintain its competence in the business world in the future. 2.343 schedule feasibility The system development process will meet the delivery deadline of seven months provided by the hotel management team. The following is a break down of the activities as anticipated to be carried out: March-April Problem definition, Data collection, Problem description, system analysis, interpretation of collected data May-July System design and construction August-September System testing and debugging October Submission to the KNEC 2.4 FACT FINDING REPORT. In order to ensure that the system will meet management, employees and customer needs once 10 ABC implemented, the team of experts conducted a thorough data collection process using the following methods: 1. Observation method. The team closely observed the hotel’s activities as the guests are served at the hotel and how the management carried out its managerial activities. The team found out that the hotel indeed was in a dire need for automation of its activities to realize its maximum potential. The guest admission and booking process was not well managed by the current manual system, hence, the team came up with this system to clearly outline the management boundaries of the two departments. The guest payment process also needed an urgent check up as it led to congestion on the accountant’s desk leading to time wastage. The team also observed that the guest records were not well protected from unauthorized access as ill-motivated guests could easily gain access to the other guest files by posing as the real guest. From our observation we noted that the manual system denied the hotel of international guests who would have rather been potential customers through online booking. 2. Interview method. This was the most exhaustible method of data collection. The team used their data superior collection skills to extract data out of the hotel management team, the hotel employees and the hotel’s guests at the moment of data collection. The interviewers created a conducive environment in which the interviewees could feel free to let out the best they could that helped the team come up with the most effective system to fulfill their needs. Among the data collected the following was highlighted to be of a great consideration: The guests’ feelings about the current management of the hotel, the employees’ comfortability with the proposal of introducing a new computerized system. Many computer illiterate employees had fears of replaced pr displaced by the computer literate employees but they were assured of their survival should they be ready to prove their competence in their activities. The management’s dire need for management of the hotel’s proceedings was pu8t into consideration by the system developers. 3. Questionnaire method Questionnaires were sent to several guests and the hotel’s staff members into whom they filled in the information that greatly aided the team to come up with a system that would be user friendly to all the hotel users. The questionnaires were conducted orally to the users who were present at the hotel during the time of data collection and sent to appropriate staff members who were away at the time of data collection. The questions exhaustively dealt with how the system would ensure maximum output of the hotel to fully realize it’s potential. The responses were used to develop this system accordingly. 11 ABC 4. Document revision Both the guest and staff documents were revised. Several data entry errors and retrieval problems were encountered. The system has put into consideration an error recovery strategy that will ensure maximum data integrity. 3.0 THE SYSTEM DESIGN. The system was designed in Microsoft Access package. The system design phase describes the functional capabilities of the proposed system. This is divided into the following design phases: System flowchart, System dataflow diagram, Input design, processing design and output design. 3.1 Dataflow diagram SYSTEM DATAFLOW DIAGRAM RECEPTION: GUEST INFORMATION AND ORDERS INPUT BOOKING OFFICE: GUEST BOOKING Guest admission in and out Facilities and services details Input of guest details GUEST FILES THE ABC HOTEL MANAGEMENT SYSTEM Guest orders Report update MAIN SERVICES Guest orders GUEST FILES BACKUP FACILITIES Departmental reports Departmental reports REPORT GENERATION 12 ABC 3.1 System flowchart Online booking Personal visit Phone call/ fax Guest details input N Ironi ng N N Laund ry? Input orders N accommo dation YE YE YE N Trans port? YE YE Input orders unavaila ble Avail N able? yes N charg Restaura nt? N YE Input orders Input orders Input orders Washed at the hotel? ndry N Facilities? unavaila ble Avai lable ? unavaila ble unavaila ble Availa ble? N Availa N ble? unavaila ble N Avail able? YE YE YE YE Input orders N YE charges Nationality =local? Back up files Payment=local ? N Amount charged=1.1*charges N Total amount=1.05*Amount YE Total Guest files Report and receipt generation stop 13 ABC print 3.3 File data fields The following are the designs of the tables that shall be used to store the data in the system: 3.31Booking table Field name data type description Date Date/Time date of booking regno Number registration number Fname Text first name Sname Text second name nationality Text Citizenship id card no Number national id card number gender Number guest gender Contacts Number telephone number Address Memo box office address email Hyperlink email account Field name Data type description Regno Number registration number Fname Number first name Sname Number second name Nationality Number Citizenship id card no Number national id card number luggage Memo Luggage in date Date/Time check in date out date Date/Time check out date room no Number room number 3.32 Admission Table 3.33 Accommodation table Field name Data type description Fname Number first name 14 ABC Sname Number Second name Id card no Number national id card number Room no Number room number Category Number room category Charges Currency accommodation charges Rcpt no Auto number Receipt number payment Number mode of payment Amount charged Currency amount charged nationality Number nationality Total charge currency total charge 3.34 Meals table Field name Data type description Regno Number Registration number Fname Text First name Sname Text Second name Id card no Number National ident8ity card number Room no Number Room number Category Text Room category Charges Currency Meal charges Rcpt no AutoNumber Receipt number Payment Text Mode of payment Amount charged Currency Amount charged Nationality Text Citizenship Total charge Currency Total charge 3.35 Laundry table. Field name Data type description Date Date/time date of the transaction Fname Number first name 15 ABC Sname Number second name Regno Number registration number id card no Number national id card number Linen Text cloth linen i.e. heavy Type Text type of cloth i.e. skirt, shirt, trousers, etc Charges Currency laundry charges Payment Text mode of payment Nationality Text nationality Number of clothes Number Number of clothes Amount charged Currency Amount charged Total amount Currency Total charge Rcpt no Auto number Receipt number Field type Data type description Date Date/Time date of transaction Regno Number registration number Fname Number first name Sname Number second name id card no Number national id card number Nationality Text nationality Linen Text linen of the clothe ironed Type Text type of cloth i.e. trousers, 3.36 Ironing table skirt,etc Charges Currency ironing charges Payment Text mode of payment Number of clothes Number number of clothes Amount charged Currency amount charged for ironing Total amount Currency total amount Rcpt no AutoNumber receipt number 16 ABC 3.37 Transport table. Field name Data type description Date Date/Time date of transaction Regno Number registration number Fname Number first name Sname Number Surname id card no Number national id card number Vehicle Text vehicle used Nationality Text Nationality Payment Text mode of payment Charges Currency charges for each vehicle Commission Currency commission on payment in foreign currency and cheque Total amount Currency total chares for transport service Rcpt No AutoNumber receipt number Field name Data type description Date Date/Time date of transaction Type Text Guest type Fname Number First name 3.38 Ambulance table 17 ABC Sname Number second name Regno Number registration number amblreg no Text ambulance registration number duration(days) Number duration of using the ambulance charges Charges Currency Ambulance charges Payment Text mode of payment Rcpt no AutoNumber receipt number Field name Data type description date Date/time date of transaction Fname Number first name Sname Number organizer’s second name Regno Number registration number id card no Number national id card number duration(hrs) Number duration of the conference hall no Number hall number Charges Currency conference charges Payment Text mode of payment Rcpt no Auto number receipt number Field name Data type description Date Date/time date of transaction Type Text type of guest Fname Number first name Sname Number second name Regno Number registration number Nationality Text Nationality sport activity Text sporting activity Facilities Memo facilities used 3.39 Conference table 3.310 Sporting table 18 ABC Duration Number duration for the sporting activity Charges Currency sporting charges Payment Text mode of payment Total amount Currency total charges Rcpt no auto number receipt number Field name Data type description Date Date/time type of guest guest type Text registration number Regno Number first name Fname Number second name Nationality Text Nationality duration(hrs) Number swimming duration Charges Currency swimming charges Payment Text mode of payment no of guests Number number of guests Total amount Currency Total amount Rcpt no Auto number receipt number Field name Data type description staff no Number the employees staff number staff names Text full names of the staff member Contacts Number mobile phone number of the 3.311 Swimming pool table 3.312 Employees details table employee id card no Number national identity card number of the staff member Address Memo post box address of the employee Email Hypertext email address of the employee office number Number employee office number a the hotel office tel Number the office phone number 19 ABC department text the department under which the employee is working Position Memo employee position account no Memo employee account number salary number Salary 3.4Output design The system will use reports to output the information. The reports shall be created from tables. The following reports shall be used: 3.41 Foreign guests Date Reg No Fname Sname Gender Id Card No 7/6/2009 6795 Jane Jaoko Female 5556 7/6/2009 6759 Melow Luvinzisco Female 25623 3.42 Local guests Date Reg No Fname Sname Id Card No Gender 7/6/2009 5642 Makern Njoroge 52669 Male 7/6/2009 4365 Jack Okoyo 125663 Male fname sname meal Room 3.43 Room serviced guests Reg no date Room no service 1562 7/6/2008 James Kankokovic Break fast 3.5 Input design 20 ABC yes 1 The information will be input into the system by use of forms. The system has the following forms: 3.51 Booking form Date regno Fname Sname nationality id card no gender Contacts Address email 3.52 Admission form Regno Fname 21 ABC Sname Nationality id card no luggage in date out date room no 3.53 Accommodation form Fname Sname Id card no Room no Category Charges Rcpt no payment Amount charged nationality Total charge 3.54 Meals form Regno Fname 22 ABC Sname Id card no Room no Category Charges Rcpt no Payment Amount charged Nationality Total charge 3.55 Laundry form Date Fname Sname Regno id card no Linen Type Charges Payment Nationality Number of clothes Amount charged Total amount Rcpt no 3.56 Ironing form Date Regno 23 ABC Fname Sname id card no Nationality Linen Type Charges Payment Number of clothes Amount charged Total amount Rcpt no 3.57 Transport form Date Regno Fname Sname id card no Vehicle Nationality Payment Charges Commission Total amount Rcpt No 3.58 Sporting form Date Type Fname Sname 24 ABC Regno Nationality sport activity Facilities Duration Charges Payment Total amount Rcpt no 3.59 Swimming pool form date Fname Sname Regno id card no duration(hrs) hall no Charges Payment Rcpt no 25 ABC 3.510 Ambulance form Date Type Fname Sname Regno amblreg no duration(days) Charges Payment Rcpt no 3.511Empployee details form staff no staff names Contacts id card no Address Email office number office tel department Position account no salary 3.512 Conference form Date 26 ABC guest type Regno Fname Nationality duration(hrs) Charges Payment no of guests Total amount Rcpt no 3.6 Storage design This sub-topic outlines and explains the files, file organization methods and the storage devices required for storage of the information at the hotel. 3.61 Files used Master file: This involves relatively permanent files such as the employee details files and the guest files. Transaction files: This includes accounts, guest orders and payment details. Report file: This consists of the departmental reports on their daily transactions. 3.62File organization methods Direct file access organization method will be used. This is to enable fast and efficient access and retrieval of information from the system by authorized users. 3.63 Storage devices The files with the highly valuable information to the hotel are to be securely stored in a hard disk of not less than 80 gigabytes. Back up will be done using a 50 gigabytes hard disk that should be secure from any data security threats. The area of backing up should be very far away from the hotel premises. The data storage room temperature should be maintained to as low temperatures as 283 Kelvin. 27 ABC 3.7 Processing requirements To realize the targeted achievements at the hotel the system will require the following necessities. Although at a high cost, the benefits are outstanding. 3.71 Type of computers It’s highly advised that the most convenient computers to be used should be minicomputers from authorized dealers most advisedly DELL. This will ensure maximum compatibility, user friendliness, and reliability. 3.72 Operating system The system analyst advices that the hotel should install WINDOWS VISTA with an OFFICE 2007 package to realize the maximum potential of the system. The operating system’s high functionality value and the big deal of beneficial tools prompted the system analyst to recommend it as the most advantageous operating system. 3.73 Data processing modes Online data processing mode shall be applicable with the room booking, hall reservation and guest orders replies. Batch processing shall be applied at accounts department to generate daily reports for the hotel transactions. 3.74 Networking requirements Since ensuring efficient and reliable communication at the hotel is one of the objectives of the system, the system will rely on a network. It’s recommended that fibre optic cable be used to connect the computers. This is because; the cable is immune to tapping, fast data rates and high bandwidth. 3.75 Minimum hardware requirements Requirements 2-80GB hard disks Computer memory of >1.5GB and processor speed of 3.0GHz Windows vista operating system Input devices: Keyboards, Mouse, An OMR 28 ABC Output devices: Flat panel monitors, speakers, Printers 3.8 System controls, backup and security 3.81 Protection from viruses Installation and frequent updating of latest Antivirus programs is recommended to ensure the most security against viruses. 3.82 Data security measures During data transmission data should be encrypted and decrypted at the back up centre. Access privileges shall be enacted to control access of users to valuable data and information to uphold data security. Burglar proof windows should be installed on data storage and backup rooms. Guards should be employed to watch over both hardware and software resources at the hotel. Alarm systems should be installed to detect and alarm the security of unauthorized entry into the information storage rooms. Direct capture (CCTV) cameras should be used for surveillance at the hotel. 3.83Audit trial Serious study and –revision of the system has been –done, checking for any loophole which could be a possible weak point into the hotel management system. 3.84 log files The logs files shall be used to keep record on which employee accessed the system at what time what the employee accessed and modified. The employees shall only access the system resources using their passwords. 3.85 Policies The system analyst recommends that the hotel management should enforce the following policies: No transfer of guest information from the system at any time under any circumstances without written permission from the management. No opening of any mail attachment without scanning for viruses and threats. No use of diskettes within the hotel. 29 ABC 3.9 Normalization Table Field name Accommodation Fname client Sname Id card no Room no Category Charges Rcpt no payment Amount charged nationality Total charge Restaurant customer Regno Fname Sname Id card no Room no Category Charges Rcpt no Payment Amount charged Nationality Total charge Laundry customer Date Fname Sname Regno id card no 30 ABC Linen Type Charges Payment Nationality Number of clothes Amount charged Total amount Rcpt no Ironing customer Regno Fname Sname id card no Nationality Linen Type Charges Payment Number of clothes Amount charged Total amount Rcpt no Transport customer Date Regno Fname Sname Rcpt No id card no vehicle Nationality, 31 ABC payment, Charges, commission, Total amount Ambulance customer date, type, fname, sname, regno, amblreg no, duration (days), charges, payment, Rcpt no Conference guest date, type, fname, sname, regno, amblreg no, Rcpt no, duration(days), charges, payment Swimming pool facility date, guest guest type, regno, sname, Nationality, duration(hrs), charges, payment, no of guests, 32 ABC Total amount, Rcpt no sporting facility date, guests Rcpt no, Total amount, payment, charges, duration, facilities, sport activity, Nationality, regno, sname, fname, type 4.0 SYSTEM CONSTRUCTION The system analyst used the following database components to construct the system: Tables Queries Forms Reports Macros 4.1 Tables 33 ABC The system analyst created tables for both data entry and storage. The tables are: 1. accommodation table 8. sporting table 2. meals table 9. swimming pool table 3. laundry table 10. conference table 4. ironing table 11. employee details table 5. transport table 12. ambulance table 6. booking table 7. admission table 4.2 Queries The system analyst used queries to filter data and update tables with calculations performed using expression builders. The following are the queries: select queries update queries 1. local guests query 1. meals 2. foreign guests query 2. accommodation 3. room service guests 3. laundry 4. ironing 5. transport 6. sporting 7. ambulance 8. swimming pool 9. conference 4.3 Forms The system analyst created forms from tables. The forms shall be used to enter data and records into the system. The following forms have been used: 1. Booking form 2. Admission form 3. Accommodation form 4. 34 Meals form 34 ABC 5. Laundry form 6. Ironing form 7. Transport form 8. Sporting form 9. Ambulance form 10. Swimming pool form 11. Employee details form 4.4 Reports The system has the following reports; the reports are generated from tables. 1. Ambulance 2. Meals 3. Accommodation 4. Laundry 5. Ironing 6. Transport 7. Sporting 8. Conference 9. Swimming 10. local guests 11. Foreign guests 12. Room service guests 4.5 Macros The macros are used to perform repetitive operations in the database. The following macros have been used: 4.51 Update tables macro The system analysis constructed this macro to run the update queries. The update queries update all the calculated records into the tables. 4.52 Run update tables macro The macro runs the update table’s macro fifty times in order to update all the records at a go. After updating the macro displays a text message ‘DATABASE UPDATED’ N.B Before running the macros by using the tab on the switchboard the user should remember to; 1. Go to tools menu 2. Select options command 35 ABC 3. Select generals 4. Uncheck the action queries button 5. Close the dialog box 4.6 VBA CODES The following are the codes created by the system analyst to construct the system: 4.61 Accommodation code Private Sub save_record_Click () On Error Go To Err_save_record_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_save_record_Click: Exit Sub Err_save_record_Click: MsgBox Err.Description Resume Exit_save_record_Click End Sub 4.62 meals code Option Compare Database Private Sub Command29_Click() On Error GoTo Err_Command29_Click DoCmd.GoToRecord, acNewRec Exit_Command29_Click: Exit Sub Err_Command29_Click: MsgBox Err.Description Resume Exit_Command29_Click End Sub Private Sub Command30_Click () On Error GoTo Err_Command30_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_Command30_Click: Exit Sub Err_Command30_Click: MsgBox Err.Description Resume Exit_Command30_Click 36 ABC End Sub Private Sub Command31_Click () On Error GoTo Err_Command31_Click DoCmd.Close Exit_Command31_Click: Exit Sub Err_Command31_Click: MsgBox Err.Description Resume Exit_Command31_Click End Sub Private Sub Command32_Click() On Error GoTo Err_Command32_Click DoCmd.Close Exit_Command32_Click: Exit Sub Err_Command32_Click: MsgBox Err.Description Resume Exit_Command32_Click End Sub 4.63 transport code Option Compare Database Private Sub CLOSE_FORM_Click () On Error GoTo Err_CLOSE_FORM_Click DoCmd.Close Exit_CLOSE_FORM_Click: Exit Sub Err_CLOSE_FORM_Click: MsgBox Err.Description Resume Exit_CLOSE_FORM_Click End Sub Private Sub Command29_Click () On Error GoTo Err_Command29_Click DoCmd.GoToRecord, acNewRec 37 ABC Exit_Command29_Click: Exit Sub Err_Command29_Click: MsgBox Err.Description Resume Exit_Command29_Click End Sub Private Sub Command30_Click () On Error GoTo Err_Command30_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_Command30_Click: Exit Sub Err_Command30_Click: MsgBox Err.Description Resume Exit_Command30_Click End Sub 3.64 Laundry code Option Compare Database Private Sub Command31_Click () On Error GoTo Err_Command31_Click DoCmd.GoToRecord, acNewRec Exit_Command31_Click: Exit Sub Err_Command31_Click: MsgBox Err.Description Resume Exit_Command31_Click End Sub Private Sub Command32_Click () On Error GoTo Err_Command32_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_Command32_Click: Exit Sub Err_Command32_Click: MsgBox Err.Description Resume Exit_Command32_Click 38 ABC End Sub Private Sub Command33_Click () On Error GoTo Err_Command33_Click DoCmd.Close Exit_Command33_Click: Exit Sub Err_Command33_Click: MsgBox Err.Description Resume Exit_Command33_Click End Sub 3.65 ironing code Option Compare Database Private Sub Check36_Click () End Sub Private Sub Command30_Click () On Error GoTo Err_Command30_Click DoCmd.GoToRecord, acNewRec Exit_Command30_Click: Exit Sub Err_Command30_Click: MsgBox Err.Description Resume Exit_Command30_Click End Sub Private Sub Command31_Click () On Error GoTo Err_Command31_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_Command31_Click: Exit Sub Err_Command31_Click: MsgBox Err.Description Resume Exit_Command31_Click End Sub Private Sub Command32_Click () On Error GoTo Err_Command32_Click 39 ABC DoCmd.Close Exit_Command32_Click: Exit Sub Err_Command32_Click: MsgBox Err.Description Resume Exit_Command32_Click End Sub 3.66 sporting form code Option Compare Database Private Sub Command25_Click () On Error GoTo Err_Command25_Click DoCmd.GoToRecord, acNewRec Exit_Command25_Click: Exit Sub Err_Command25_Click: MsgBox Err.Description Resume Exit_Command25_Click End Sub Private Sub Command26_Click () On Error GoTo Err_Command26_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_Command26_Click: Exit Sub Err_Command26_Click: MsgBox Err.Description Resume Exit_Command26_Click End Sub Private Sub Command27_Click () On Error GoTo Err_Command27_Click DoCmd.Close Exit_Command27_Click: Exit Sub Err_Command27_Click: MsgBox Err.Description 40 ABC Resume Exit_Command27_Click End Sub 3.66Ambulance code Option Compare Database Private Sub Command25_Click () On Error GoTo Err_Command25_Click DoCmd.GoToRecord, acNewRec Exit_Command25_Click: Exit Sub Err_Command25_Click: MsgBox Err.Description Resume Exit_Command25_Click End Sub Private Sub Command26_Click () On Error GoTo Err_Command26_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_Command26_Click: Exit Sub Err_Command26_Click: MsgBox Err.Description Resume Exit_Command26_Click End Sub Private Sub Command27_Click () On Error GoTo Err_Command27_Click DoCmd.Close Exit_Command27_Click: Exit Sub Err_Command27_Click: MsgBox Err.Description Resume Exit_Command27_Click End Sub 3.67 swimming pool code Option Compare Database Private Sub Command29_Click () 41 ABC On Error GoTo Err_Command29_Click DoCmd.GoToRecord, acNewRec Exit_Command29_Click: Exit Sub Err_Command29_Click: MsgBox Err.Description Resume Exit_Command29_Click End Sub Private Sub Command30_Click () On Error GoTo Err_Command30_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_Command30_Click: Exit Sub Err_Command30_Click: MsgBox Err.Description Resume Exit_Command30_Click End Sub Private Sub Command31_Click () On Error GoTo Err_Command31_Click DoCmd.Close Exit_Command31_Click: Exit Sub Err_Command31_Click: MsgBox Err.Description Resume Exit_Command31_Click End Sub 3.68 conference form code Option Compare Database Private Sub add_record_Click () On Error GoTo Err_add_record_Click DoCmd.GoToRecord, acNewRec Exit_add_record_Click: Exit Sub Err_add_record_Click: 42 ABC MsgBox Err.Description Resume Exit_add_record_Click End Sub Private Sub Command25_Click () On Error GoTo Err_Command25_Click DoCmd.DoMenuItem acFormBar, acRecordsMenu, acSaveRecord, acMenuVer70 Exit_Command25_Click: Exit Sub Err_Command25_Click: MsgBox Err.Description Resume Exit_Command25_Click End Sub Private Sub CLOSE_FORM_Click () On Error GoTo Err_CLOSE_FORM_Click DoCmd.Close Exit_CLOSE_FORM_Click: Exit Sub Err_CLOSE_FORM_Click: MsgBox Err.Description Resume Exit_CLOSE_FORM_Click End Sub 43 ABC 5.0 SYSTEM TESTING AND DEBUGGING. The system analyst used the following test data to check for errors from the system: 4. Normal data This is the correct and valid data that was input into the database. The system accepted the data and updated the tables appropriately. The following is an example of normal data entered without any error text message displayed by the system: Normal data from accommodation form 5. Exceptional data The system analyst used invalid data to test whether the system obeyed the syntax of the program. The following is an example of exceptional data used by the analyst: Exceptional data from accommodation form. When an data that is not part of the list in the record is entered, the system displays the following error message: 44 ABC 6. Extreme data The system analyst used extreme data to test whether the system obeyed the validation rules and displayed the validation text. The following is an example of a form with validation rule and text: Accommodation form illustrating detection of extreme data. When number of clothes entry is more than 50, the system display the following validation text: 45 ABC 6.0 SYSTEM IMPLEMENTATION This is a phase in which the system analyst did an evaluation of the changeover method that should be used to switch from present manual system to the developed computerized system. After a close analysis the analyst came up with parallel changeover method as the most appropriate for the system. Parallel method is whereby the computerized system will run concurrently with the manual system before discarding the manual system. Although expensive the changeover method will prove to be the most efficient because: Parallel changeover provides time for one the database administrator to update all the guest files before a total changeover to the new system. It’s possible to troubleshoot any errors arising from loading process without affecting the hotel’s transactions as the manual system will still be in place to carry out the hotel activities smoothly. Provides time for employees to learn and adapt to the new system. Lowers the risk to the management in case of a technical hitch or breakdown as the manual system will still be in place as the analyst fixes the technical hitch. 46 ABC 7.0 USER MANUAL This phase outlines what the user needs to maximize the potential of the system and how to use the system. Instillation requirements Operating system- Windows XP or Vista Microsoft office 2007 or 3003 package 3 GHz processor 512 MB RAM 80 GB hard disk DVD/ CD drive Antivirus Loading procedure The computer technician should use the following procedure to load the system unto the hotel’s computers: Copy the ABC hotel management system directory unto the hard disk drive from the CD. Double click on the directory to open the folder. In the folder, double click on the ABC hotel access project icon to open the system. Click YES in the dialog box that appears to display the system’s objects. Select the forms object. Double click the ABC Hotel main switch board. From the main switch board the user can access the other forms. 47 ABC Navigation guide The system analyst used the following navigation tabs to help the system accomplish its activities more efficiently. NAVIGATION BUTTON ACTIVITY PERFORMED Opens a form that displays accommodation, transport, meals, laundry, ironing services tabs Opens the booking form Opens the employees form Opens the admission form Opens a form containing ambulance, sporting, swimming pool and conference form opening tabs Opens the Run update tables macro Closes the switchboard form Opens the accommodation form Opens the transport form Opens the ironing form Opens the laundry form Opens the meals form Creates an empty space for entry of new records Closes a form Saves a record Creates an empty space for entry of new records Books in new guests Return the user to the switch board 48 ABC Opens the ambulance form Opens the sports form Opens the swimming pool table opens the conference form Report generation procedure Reports are generated from both tables and queries. For a user to accomplish this he/she should follow the following procedure: 1. From the system database window, select the REPORT object. 2. Click on CREATE REPORT BY USING WIZARD then click on the DESIGN command. 3. In the wizard dialog box, select the TABLE/QUERY to create report from. 4. Move the records you want to appear in the report from the left column into the right column. Click FINISH... 5. Wait as the report wizard finishes creating the report. It displays the report in the print preview mode. You can print the report. 49 ABC 8.0 CONCLUSION With the mandate from the Kenya National Examination Council, to develop a system that would computerize the ABC hotel activities, the system analyst has been able to come to a successful end of a journey that has seen him through ups and downs, hills and valleys that even seemed impossible to climb. By God’s grace the system analyst has accomplished the dreams that he had when he wrote down the objectives of this system. As he concludes, he is grateful that the system will be able to serve its intended purpose and meet its objectives to the satisfaction of the hotel management, the staff and guests. 50 ABC 9.0 RECOMMENDATIONS For the system to function to its best capability, the analyst recommends the following: 1.0 Networking of the hotel’s computers to enable data communication at the hotel. 2.0 The hotel server be connected to the internet. In addition the hotel should have a web site onto which the booking page will be loaded to enable online booking over the internet. 3.0 The system should be troubleshoot and updated to maintain the high competence standards of the system. This is because, being a system, the ABC HOTEL MANAGEMENT SYSTEM is bound to undergo system entropy. 4.0 High security measures should be upheld in order to avoid theft crimes at the hotel. 5.0 The latest versions of antivirus be installed and updated frequently in order to detect the many virus programs that are emerging daily in the IT society. 6.0 Every employee of the hotel is identified uniquely by a user name and password to his/her office computer. 51 ABC 10.0 GLOSSARY The following is a list of abbreviations used in the documentation and their full forms. 1. KSH Kenya shillings 2. regno registration number 3. fname first name 4. sname second name 5. id card no identity card number 6. email electronic mail 7. Room no room number 8. ext extension 9. Rcpt no receipt number 10. amblreg no ambulance registration number 11. hrs hours 12. tel telephone 13. ICT Information communication technology 14. KNEC Kenya national examination council 15. etc et cetera 16. GHz gigahertz 17. MB megabytes 18. RAM random access memory 19. GB gigabytes 20. CD compact disk 21. DVD digital versatile disk 22. ILRI international livestock research institute 23. Dr doctor 52 ABC 11.0 BIBLIOGRAPHY The analyst’s journey would have never realized its destination had the resources listed below been unavailable. The below mentioned have shaped the destiny of this project, either directly or indirectly: Mr. David B. Oniang’I ILRI Mr. Simon Mbaluka Utumishi Academy Mrs. Mary Gathoni computer programmer-Kenyatta University Miss. Jane Koech System analyst-Mwananchi online The following books played a vital role throughout the system development stage, giving a guideline to the analyst whenever he went wrong: BOOK TITTLE AUTHOR Longhorn Computer studies Book 3 and Book 4 G. Chemwa and S. Mburu Dr. Onunga computer studies bk3 &bk 4 Dr. Onunga High Flier Revision Series 53 ABC 12.0 APPENDICES. 12.1 Data gathering tools The following is a copy of a questionnaire used to collect data from the employees: 12.2 Forms screen shots 12.21 Booking form 12.22 Admission form 54 ABC 12.23 Accommodation form 12.24 Meals form 12.25 Laundry form 55 ABC 12.26 Ironing form 12.27 Transport form 12.28 Sporting form 56 ABC 12.29 Conference form 12.210 Ambulance form 12.211 Swimming pool form 57 ABC 12.212 Employee details form 12.3 Reports screen shots 1. Accommodation report 58 ABC 2. Meals report 3. Laundry report 4. Ironing report 59 ABC 5. Transport report 6. Sporting report 7. Conference report 8. Swimming report 60 ABC 9. local guests 10. Foreign guests 11. Room service guests 61 ABC 12. Ambulance report 12.4 Booking web page screenshot 12.5 Macros shots Update tables macro 62 ABC Run update tables macro 63 ABC