A Micro Project On 2020-21

HOTEL MANAGEMENT SYSTEM

BY

Vaibhav Rajendra Patil.

Under the Guidance of,

Ms.J.S.Sawant.

Department of Computer Engineering,

Sau. Shantidevi Chavan Polytechnic,Bhoras

2020-2021

Sau. Shantidevi Chavan Institute of Polytechnic,

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 Bhoras Chalisgaon – 424101

CERTIFICATE
This is to certify that Mr.Vaibhav Rajendra Patil has successfully
completed the micro Project on “Hotel Management System” under
my supervision in the partially fulfillment of diploma of engineering
(computer)of Sau.Shantidevi Chavan Institute Polytechnic,Bhoras.

Date:

Place: BHORAS

kProf.J.S.Sawant. Prof.Y.K.Pardeshi Prof.D.A.Patil

Project Guide HOD PRINCIPAL
Abstract
This project examines the aspect of the hospitality industry which is Hotel
management. In the 21st century the use of the internet, computers and other

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electronic devices have made handling different jobs and aspects of management
very easy. This project is the design and implementation of an electronic hotel
management system that provides proper management of data and transactions in a
centralized and organized manner and also provides a user friendly interface with
which the user can interact easily with the just little or elementary knowledge of
operating computers.

This project is designed to create a platform that allows booth the user and
administrator to keep track of transactions like room reservations, room booking,
financial administration of the hotel, staff record keeping, online reservation and
other day to day activities involved in the running and management of a hotel. The
implementation is based on the requirements for a hotel management system. The
project work is divided into five major categories which are; Front Desk,
Accommodation, Catering, Finance & Account and Personnel Staff Record
(Human resource management).

This project accomplished the task of building a system that ensures accurate
record maintenance which was done through proper identification of customers
and the proper designation of user functions with most of the processes being done
automatically. An electronic hotel management information system is required to
assist management of data in the hospitality industry and also to make the entire
hotel management process easier.

Acknowledgement

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 We Would take this opportunity to express my sincere Thanks & gratitude my
teacher Prof.J.S.Sawant for his vital support & guidance completing this project.

We also express our gratitude to all the facility members,parents and our
fellow Mates who have helped me in making this project a success. We also thank
our almighty God for his showed on me during this period.

Sr.No Topic Page

No
1 Abstract 3

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 2 Acknowledgement 4
3 Introduction 6
4 Information Gathering 9
5 Scope Of Study 12
6 Hotel Management 13
7 Benefits Of Hotel Information Management System 15
8 Development Of Management System 16
Program Activity 17
9 Conclusion 18

10 References 19

index

Introduction

1.1 BACKGROUND OF STUDY

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One major challenge in Business management in Nigeria is ineffective utilization
of resources and lack of proper record keeping leading to wastages and outright
fraud by the staff. This is particularly true in the hospitality industry.

The Hotel management information system is a system that aids the management
of the Customers’ data, Hotel staff data, customers’ registration, Customer
accommodation or allocation into specific rooms, room reservation and Personnel
staff management.

Sacoba Lodge uses manual method for Customer registration and allocation and
record keeping by filling up the forms provided by the Hotel Staff and then the
filled forms are kept in file-folders. For the hotel staff to know which rooms are
free and available they would have to check through their various files or keys and
this system is a bit cumbersome and even more so for a business that is trying to
expand . The registration is based on manual work and all the processes are done
manually. The same manual process is involved in staff record, roster keeping and
payroll.

1.2 STATEMENT OF PROBLEM

The phase of system analysis process deals with problems that are affecting
the current manual system. The problems are those, which are affecting the hotel in
its daily routine work. As the growing trend in most business in InfoTech World of
Computers, need of accuracy, perfectness, speed and high memory data storage is a
must. Each and every problem must be solved with least amount of time and
energy.

The problems faced by the existing system and hope to be solved by the Hotel
Management System are described below:

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  Difficulty in maintenance of records
 Time consuming
 Editing of data becomes a tedious job
 No security of data
 Mistakes occurring in Calculation of funds
 Lack of efficiency
 Data redundancy
 Data inconsistency
 Incidence of Fraud

 Difficulty in maintenance of records: It is very difficult to maintain data record

in the system as all the records are entered in the register or the perspective
record books. There are chances of the record books or files in which all the
Data are stored may be torn or wearied out or some other damages result or files
may even be misplaced.

 Time Consuming: It is very time consuming and difficult to write each and
every entry and exit of customers into the hotel in the register. Also it takes a lot
of time if all the entries are to be repeated say to keep in another record for safe
keeping. It is also time consuming to check for data quickly. In the current
system processes such as making different types of reports, preparing merit
lists, and tedious calculations are examples of time consuming processes.

 Editing of data: Manually written data cannot be changed or edited once

written. If there is a mistake and the administrator tried to cancel it out and
write it again this would make the entire register very dirty and disorganized. If

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 data is entered incorrectly the entire system gets incorrect while editing wrongly
entered data cannot easily solve errors.

 Incidence of Fraud: Fraudulent acts can be perpetuated by the staff arising from
record insecurity. The continuous incidence of fraud in the hotel organization
may lead to non-profitability of the business and the hotel involved may
eventually fold up.

 Data Insecurity; As the data is stored in files or registers, it is not a secure place,
As the storage media here are files and books or registers, there are chances of
getting this storage media lost, torn, or it may go in the hand of the wrong
person which can destroy the database or it can also be destroyed accidentally.
Also in the system, data should be shown to the person according to his position
on the establishment; everybody should not be allowed to use all the data.
If the Data goes into the hand of the wrong person he or she may take
advantage of the data. So security is the major aspect of the Hotel Management
System.
 High Data Redundancy: As mentioned in the current system. Due to
maintenance of so many registers there is a high redundancy of data i.e. same
data is recorded repeatedly.

 Data Inconsistency: Here as mentioned in the above step the same information
is written in more than one place that creates the problem, where there is a
change or deletion in the recorded data.
INFORMATION GATHERING

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 Information gathering and record keeping in the hotel system is a crucial aspect
that is carried out in an organized way so that.
 No system details are left out.
 Right problems are identified
 Repetitive work is avoided
 Wrong or incomplete details are not collected.

To do this, a proper search algorithm must be incorporated; the method involves

using specific search criterion to select information from sources. The overall
methods which are used while gathering information are:

1. Interviewing
2. Record Inspection
3. Observation

These methods are used in system analysis and design stage.

1. Interviewing: interview allows the analyst to collect or gather the information from
the individual or group who are generally the current user of the existing system or
potential user of the proposed system. This is a basic source of qualitative and
helpful information. It also allows the analyst or developer to discover areas of
misunderstanding and problems. User interviews are conducted to determine the
qualitative information. These interviews which were instructed interviews,
provided opportunity to gather information from the respondents who are involved
in the process for a long time.
These interviews provided information such as:
 Activities involved in process allocating room to customers
 Activities involved in the process of verification of rooms
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 Preparing all the various reports
 Limitation of the existing system
 Problems faced by the user in the existing system.

2. Record review: It is said to better to believe in records than in people. Thus a good
analyst always gets facts from documents. An existing system can be better
understood by examining existing documents, forums and files. Records may
include:
 Written policy manuals
 Rules and regulations
 Standard operating procedures used in Hotel Management System
 Forms and Documents

To gather details about Hotel management System, many kinds of records and
reports will be reviewed including: Standard operating procedure, Reports
generated by the existing system, Document flow (input/output) of Hotel
Management, Process of allocating of rooms to customers.

3. Observation: Observation can bring in missed facts, new ways to improve the
existing procedures, duplicate work done inadvertently. It can also bring in what
other fact finding methods cannot. But his task is delicate because some people do
not like to be observed when they work. Observation gives analysts the opportunity
to go behind the scenes in a Hotel to learn how things work. Observation should
look for:

 Operational inefficiencies
 Alternative routes and procedures

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 Interruptions in normal flow of work
 Usages of files and documents
 Informal communication channels.

SCOPE OF STUDY

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 The study is focused on the critical operations carried out within the
hotel administrative system. These major operations include

 Front-desk operations (customer management, room allocation, cashier posting)

 Accommodation (Hotel room management, staff schedules, inventory).
 Assets management (Fixed, Floating asset).
 Staff record Management.
 Restaurant & Bar operation.
 Staff payroll (Pay slip).
 Accounts Receivable &Payable.
The goals are achieved based on ability of the computer to store large amounts of
data which is very useful to store information regarding the transactions of Sacoba
Hotel. The study is limited to the following:
 RECEPTION MODULE: The Reception module covers all the customer allocation
and booking with the sub-fields (Customer Details, Room Allocation, and Cashier
Posting).
 ACCOMODATION MODULE: The Accommodation covers all Room
Maintenance, Housekeeping Schedules and room inventory.
 FINANCE & ACCOUNT: Covers the staff payroll, assets register, accounts
receivable and accounts payable.
 CATERING MODULE: Covers the food ordering maintenance and bar
transactions

 ADMINISTRATION & GENERAL SERVICES: Covers Personnel staff record

keeping and the stores with inventory.

HOTEL MANAGEMENT
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 Hotel Management refers to the process, agency or level of
management which handles the various business duties and day-to-day
concerns of a given hotel establishment. Hotel management is responsible for
employing, managing and paying the various staff. Hotel Management also
involves taking care of paying bills and taxes associated with the hotel and
the property where it is located.
The size and magnitude of a hotel management structure varies
significantly depending on the size and function of the hotel. A small hotel
normally consists of a small core management team consisting of the
General Manager and a few key department managers who directly handle day-
to-day operations. On the contrary, a large full service hotel often operates more
like a large corporation with an executive board headed by the General Manager
and consisting of key directors serving as heads of individual hotel departments.
Each department normally consists of subordinate line-level managers and
supervisors who handle day-to-day operations.
Activities carried out by the Hotel Management vary depending on the size and
type of hotel, but may include:
 Planning and organising accommodation, catering and other hotel services
 Promoting and marketing the business
 Managing budgets and financial plans as well as controlling expenditure
 Maintaining statistical and financial records
 Setting and achieving sales and profit targets
 Analysing sales figures and devising marketing and revenue management
strategies
 Recruiting, training and monitoring staff

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 Planning work schedules for individuals and teams
 Meeting and greeting customers
 Dealing with customer complaints and comments
 Addressing problems and troubleshooting
 Ensuring events and conferences run smoothly
 Supervising maintenance, supplies, renovations and furnishings
 Dealing with contractors and suppliers
 Ensuring security is effective
 Carrying out inspections of property and services
 Ensuring compliance with licensing laws, health and safety and other
statutory regulations.

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BENEFITS OF HOTEL INFORMATION MANAGEMENT
SYSTEM
Hotel Information management system is able to automate the process of
Hotels. It is useful for the authorities which keeps track of all the users registered
in a particular state. The authority can add hotel packages, room details, and
availability of rooms, online booking and other packages.
The following steps that give the detailed information of the need for electronic
management items are:
 Performance: During past several decades, the records are supposed to be
manually handled for all activities. The manual handling of the record is
time consuming and highly prone to error. To improve the performance of
the Hotel management System, the computerized system is to be
undertaken.
 Efficiency: the basic need of this application is efficiency. The website
should be efficient so that whatever the user submits any detail the
application is updated immediately and automatically. This record will be
useful for others instantly.

 Control: The complete control of the electronic system is under the hands
of authorized persons only who have the password to access the system
and illegal access is not permitted. Control is entirely in the hands of the
administrator and the other members have the rights to see the records
not to change any transaction entry.

 Security: Security is the main criteria for electronic hotel management

system. Since illegal access may corrupt the database and ensure
protection of the sored data.

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 DEVELOPMENT OF MANAGEMENT SYSTEM
One project relating to the proposed system was titled “Development Of
Management System”. The project was done by students of Ajayi Crowther
University named Matti Olarenwaju M. and Jenfa Abayomi J. in partial fulfilment
to their bachelor degrees in Computer Science. The system is a web based system
for management of a hotel and its day to day activities. The technologies used to
design and implement this system were: Microsoft Visual Studio, Visual Basic.net
and .NET framework Platform Architecture.

As rightly observed by Matti Olarenwaju M. and Jenfa Abayomi J. (Ajayi

Crowther University, 2011), Hotel Information Management System is a technique
that is used in the hospitality industry to provide satisfactory services to
Customers, improve company performance and make Hotel management easier.
They also noted that the ability to manage a hotel through electronic means by
multitude of choices such as web and mobile technologies is instantly attractive.
Such facilities should also overcome constraints associated with the existing
manual method of managing a hotel. There is no doubt that electronic hotel
management offers a convenience that would be appreciated by many people but it
also has many challenges such as security issues within the system itself, large
scale deployment of the software and also protecting the server from malicious
attacks especially when the service is opened to the internet.

This project study underwent few challenges such as the lack of e-payment system
on the customer booking portal, lack of centralized management services (Asset
Register, Staff Records, and Payroll System).

PROGRAM ACTIVITY
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 Start

Authentication
For Admin
Password Invalid
Username &
Password

Is Password &
Username Valid

Yes

Choose Module

No No
Check In Customer Manage Rooms No No Admin & General
Catering/Food Delivery Finance & Account Mgt
(Reception) (Accommodation) Services

Yes
Customer Personnel Staff
Add Hotel Generate Staff
Information Catering Record
Room Payroll
Maintenance Maintenance

Addition Addition Addition Addition Saved

Successful Successful Successful Successful Successfully

Food Ordering Accounts

Hotel Room Security
Room Booking Schedule Receivable
Maintenance Maintenance
Maintenance

Addition Saved Addition Addition Addition

Successful Successfully Successful Successful Successful

Cashier House-keeping
Restaurant & Accounts
Posting schedule
Bar posting Receivable
Assignment Maintenance

Saved Saved Saved

Successfully Successfully Successfully Saved
Successfully

Room Inventory
Maintenace Assets
Register

Addition Addition
Successful Successful

Stop

Figure 3.3 Program activity for Hotel Management Information System Modules

CONCLUSION

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 In conclusion we believe this project if properly utilized will save time,
reduce the amount of work the administration has to do, and will replace the
stationery material with electronic apparatus. The system should also serve as a
major tool to improving the efficiency in Hotel management. Hence a system with
expected results has been developed but there is still room for improvement.

In terms of experience gained through the duration of this project study, the
students have been able to have broader knowledge about the management of
Hotel organization using manual and automated procedures. The students have also
been able to improve their knowledge in developing enterprise applications.

REFERENCES

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 file:///C:/Users/PCP/Downloads/METHODS_and_EFFECTS_OF_M
ANPOWER_TRAINING.pdf

 https://www.grossarchive.com/project/124/manpower-training-
as-an-aid-to-management-in-business-enterprises

 https://www.academia.edu/search?page=1&q=Training%20Man-
Power%20as%20an%20Aid%20to%20Management%20in
%20Business

 file:///C:/Users/PCP/Downloads/Management_Simulation_as_an_
Instrument_t.pdf

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