VIETNAM NATIONAL UNIVERSITY HO CHI MINH CITY

UNIVERSITY OF INFORMATION TECHNOLOGY FACULTY OF

INFORMATION SYSTEMS

TEAM MEMBER :
1. QUACH BAO HUNG –
2. TRUONG VI HAO –
3. VU THI QUY – 18521317
4. NGUYEN DUY PHUONG –
5. PHAN HOANG NAM -

HO CHI MINH CITY – 2021

OBJECTIVES, SCOPE OF THESIS

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OBJECTIVES:

Based on the knowledge learned from Information System Analysis and Design, the project will

analyze and design a hotel management system for the purposes of:

- System survey

- Data modeling

- Process modeling

- Data design

- Handle design

- Design the theme

SCOPE:

Survey, analysis and design of hotel management information system with small and medium

model: Nhat Anh Hotel, address: 242/11 Tay Thanh Street - Tay Thanh Ward - Tan Phu District,

Tan Phu, Ho Chi Minh City Chi Minh.

I. SYSTEM SURVEY

The group implemented the survey methods: direct observation, interview and obtained

the following results:

1.1. SYSTEM STATUS

 Customer management:

Each customer is managed by the hotel with the following information: Full name, gender,

address, phone, Email, ID number (or other identification).

Room manager:

The hotel rooms are managed based on room number, room type, basic price. Manage room

availability

 Room rental management:

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All booking information is managed based on registration number, full name of registered

guest, arrival date, arrival time, departure date, departure time, number of adults, number of

children and booking amount pile.

 Check-out management:

Based on registration information and check-in information, check-out is managed by the hotel

with the following information: Check-out number, check-out date, check-out time, payer's full

name (can check out before the registration deadline) sign). If customers want to extend their

stay at the hotel, they must re-register. Besides the guest's check-out, the hotel will check the

room status.

 Manage unsubscribe information:

As well as the management of the above tasks, the cancellation of registration is managed with

the following information: Unsubscribe number, date of unsubscription, time of deregistration,

full name of the person who canceled the registration.

 Employee manager:

All employees working at the hotel are managed with the following information: Employee's full

name, Employee's position.

 Service information management:

Name of service, facilities. At the hotel, there are many types of services such as: telephone,

dining, laundry, shuttle service, transport for guests (on request)...

1.2. OPERATION PURPOSE

 Customer Management

 Employee Management

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  Manage the status of each room

 Manage room booking and check-out phòng

 Management of hotel services provided sạn

 Financial management of the hotel's revenue and expenditure

1.3. MAJOR PROCESSES

ORGANIZATIONAL CHART:

PRESIDENT

RECEPTIONIST SECURITY ACCOUNTING SERVICER

 GENERAL DIRECTOR

Responsible for direct management of the hotel, all issues of the hotel must go through the
director and the director has the right to decide all information handled in the hotel.

 RECEPTION DEPARTMENT:

Responsible for receiving room tenants, answering inquiries for customers, managing
information about rooms and customers. Make a registration form when guests rent a room,
receive requests when customers want to use the service. Prepare payment slip details when
customers check out and transfer to accounting department to make payment invoices.

 GENERAL ACCOUNTANT

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Manage financial information, revenue and expenditure in the hotel, responsible for invoicing

customers, making payment slips when the hotel needs to spend on repairs or shopping for

business. Every month, the accountant must conduct a financial inventory of revenues and

expenditures and pay business taxes for the hotel.

 SECURITY ROOM:

Security guards are responsible for keeping cars, carrying luggage and maintaining security and

order in the hotel. Monitor hotel equipment and be responsible for lighting systems.

 SERVICE ROOM:

Check and clean the room. Serving food, drinks, laundry, shuttle guests by the hotel's car upon

request.

1.4. DEFINITIONS OF THE OLD SYSTEM AND REQUIRED SOLUTIONS

The old system did not have a monthly payroll management system, the rooms were not clearly

divided by area.

Therefore, a solution is to divide each type of room by area so that employees can easily

manage it. And perform time attendance management, payroll for employees directly on the

system.

II. ERD – ENTITY RELATIONSHIP DIAGRAM

II.1. CORRESPONDING ENTITIES AND PROPERTIES

Entity: CUSTOMER

Each entity represents a registered customer

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Attributes: Customer code, customer name, date of birth, nationality, phone number, ID

number, address

Entity: EMPLOYEE

Each entity represents an employee

Attributes: Employee code (used as login name for account), employee name, date of birth,

address, phone, date of employment, password, image (save avatar).

Entity: POSITION

Each entity represents the employee's position

Attributes: Title code, title name

Entity: ROOM

Each entity represents a rental room.

Attributes: Room code, status, room phone number, maximum number of people

Entity: ROOM TYPE

Each entity represents the room type. There are 3 types of rooms:

Standard Room (Standard Room), Deluxe Room (Deluxe Room, VIP Room (VIP room).

Attributes: Type code, type name, details

Entity: UNIQUE PRICE

Each entity represents the unit price of each room type for the duration of stay.

Attributes: Price code, time, amount

Entity: AREA

Each entity represents an area of the hotel.

Attributes: Area code, area name

Entity: ROOM LEASE REGISTRATION FORM

Each entity represents the registration slip when the customer comes to rent the room.
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Attributes: Registration voucher code, arrival time, departure time, number of people staying

Entity: SALARY

Each entity represents the employee's payroll

Attributes: Salary code, salary coefficient, base salary, allowance

Entity: TERMINATED

Each entity saves information for its monthly employee payroll records.

Attributes: Timekeeping code, number of working days, timekeeping date, food received.

Entity: BILLING DETAILS

Each entity represents an invoice detail for a room.

Attributes: Invoice detail code, room charge, service charge, arising, tax.

Entity: BILLING WOMAN

Each entity represents an invoice that is generated when the customer checks out.

Attributes: Invoice code, date made, total amount

Entity: SERVICE

Each entity represents a table of services that the hotel provides: Airport transfers,

Reservations, Babysitting services, Tour assistance, Massage, Spa, Sauna...

Attributes: Service ID, service name, inventory

2.2 ERD MODEL

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 III. DFD – DATA FLOW DIAGRAM
III.1. FRAME MODEL SYSTEM (DFD LEVEL 0)

3.2. FUNCTIONAL DIFFERENT DFD MODEL

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3.3. DFD MODEL FOR ROOM RENTAL FUNCTION

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3.4. DFD MODEL FOR CHECK-OUT FUNCTION

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3.5. DFD MODEL FOR SERVICE USE MANAGEMENT FUNCTION

3.6. DFD MODEL FOR EMPLOYEE MANAGEMENT FUNCTION

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3.7. DFD MODEL FOR COLLECTION STATISTICS FUNCTION

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IV. DATA DESIGN

4.1 PHYSICAL LEVEL DATA DESIGN MODEL

V. DESIGN PROCESSING
5.1. DISTRIBUTION SYSTEM

System division is based on grouping by function.

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5.2 DESIGN – BATCH PROCESSING – ONLINE

5.2.1. ONLINE PROCESSING

The functions of system management, reservation, check-out, staff management, service

management. Because: This information can be processed directly when the user manipulates

the data.

5.2.2 BATCH PROCESSING

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Used for statistical management function, because the revenue and expenditure statistics must

be based on the input and output of the system in a predetermined period of time.

For example, collect information on room rental invoices within 1 month to calculate monthly

revenue.

5.3 PROCESSING SPECIFICATION

Use pseudocode to specify processing:

Some key queries in the hotel management system:

a. Search for unoccupied rooms:

Choose PHONG so that ph.HIENTRANG = 'Not yet rented'

b. Enter room rental information after finding a suitable room (eg room with

MAPHONG='PH003')

Add a KHACHHANG customer.

Select PHONG so that ph.MAPHONG = 'PH003' and reset ph.HIENTRANG='Rented'

Add a PhieuDK_ThuePhong pdk with MAKH and MAPHONG respectively.

c. Find the right service for your customers Select dv DICHVU such that dv.MADV='Magical
service' and dv.TONKHO > 0

d. Charge for service use

Select SUM( sdv.SoLuong * sdv.DonGia) from SuDung_DichVu sdv

such that sdv.MAKH = 'Customer ID' and sdv.MACTHD = 'detail code hd'

e. Calculate room rate

Select (pdk.THOIGIANDI – pdk.THOIGIADEN)/dg.THOIGIAN*dg.SOTIEN

From DONGIA dg, LOAIPHONG lp, Phong ph, PHIEUDK_THUEPHONG pdk

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Such that dg.MALOAI = lp.MALOAI and lp.MALOAI = ph.MALOAI

And ph.MAPHONG = pdk.MAPHONG

f. Check out payment

- Reset room status: Select PHONG so that ph.MAPHONG = 'room code' and reset

ph.HIENTRANG='Not rented'

- Calculate the total amount to be paid by the customer

Select (TienPhong + TienDV + PhatSinh + Thue)

From ChiTietHD, HOADON hd so that ChiTietHD.MAHD = hd.MAHD

H. Calculate employee salary

Select LuongCoBan * (HeSoLuong + HeSoCV)/ [Number of days in a month] * SongayLam +

PhuCap

From NHANVIEN nv, LUONG l, CHAMCONG cc, CHUCVU cv

Such that nv.MALUONG = l.MALUONG and nv.MACV=cv.MACV and nv.MANV=cc.MANV

i. Revenue and expenditure statistics

-Revenue:

Select SUM(TONGTIEN) from HOADON so that NOWLAP from 'Start Time' to 'End Time'.

In which the start time and the end time are the time period for which the revenue statistics are

desired.

- Expenses:

Select SUM(ct.TienDV) + SUM (CHAMCONG.LuongTL)

from ChiTietHD ct, HOADON hd, CHAMCONG

So that ct.MAHD = hd.MAHD and hd.NGAYLAP from 'Start Time' to 'End Time' and (Month) of

ChamCong.NhatCham must be within the start time and end time.

VI. DESIGN THE THEME

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6.1. SYSTEM MANAGEMENT FUNCTION

Home screen interface when opening the application

Create an employee account

Fill in personal information, Job Combobox will load information from CHUCVU table, Salary

code combobox will load information from LUONG table.

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Click the Create button, this information will be saved in the NHANVIEN table.

Password change interface

The data will be updated in the NHANVIEN table

System backup interface

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Because for normal users, they don't understand how to backup Full backup, differential

backup, log backup. So the best way is to give FULL backup of all data that will make it easy for

users to use.

To perform data recovery, just select the Full Backup file that was backed up last time, then

click Restore and you're done.

Login to the system:

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Login will perform access from the NHANVIEN table, compare the employee code and

password.

If it matches the information in the NHANVIEN table, the login is successful.

If the employee enters the wrong password, the login failed line will appear

Otherwise, the screen will appear as below.

Screen after employee successfully logged into the system

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After successful login, the menu “Functions” is activated (Enable) allowing staff to perform

hotel management operations.

6.2. ROOM RENTAL FUNCTION

Go to Menu Function>Rent room

Hotel room rental management interface

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Combobox Room type will get information from LOAIPHONG table.

The Find button will find information based on the FEATURE and LOAIPHONG tables

When a guest asks to choose a room type with the number of occupants, the staff will enter

these 2 information into the software and press the Find button.

The room selection form appears, the rooms that already have tenants will be disabled

(Disable).

When selecting the appropriate room, the Room Selection window will close, and send the

Room Code information to the Room Management form as shown above.

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Then the staff will enter the remaining information, and customer information.

Finally click Sign Up. The information will be temporarily stored in the DataGridView below,

allowing you to edit it directly on the grid, or delete it and re-enter it.

Clicking Save will save data in the tables KHACHHANG, PhieuDK_ThuePhong and will

automatically update the status of the newly rented room in the PHONG table as "rented".

6.3 CHECK-OUT FUNCTION

The customer requests to check out, the staff asks for the room number and then enters the

room code software .

Clicking Find will find the nearest tenant information (based on the PhieuDK_ThuePhong table),

along with the details of the guests using the services (getting information from the

SuDung_DichVu table).
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The departure time frame can be modified, as guests can stay longer, or return earlier than

when registering the rental.

Enter additional costs if any (such as damage to room amenities…etc)

Enter taxes if applicable. Then click Calculate the amount to pay.

Invoice code and CTHD code are automatically generated.

If you click Save, the data will be saved to HOADON, CHITIETHD, and will update the status of

PHONG as “unrented”

Invoice printing will issue an invoice to the customer. The invoice information is as follows:

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6.4. FUNCTION OF MANAGEMENT USING SERVICES

The employee selects the service name in the combobox (loaded from the DICHVU table)

according to the customer's request, enters the quantity, and then clicks Check.

If the service is available, it will announce the Status: Available and show the GroupBox

customer information. Enter the customer code or customer name, click search to display the

latest room code and rental date to check it correctly.

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Click Sell services, a DataGridView will display information about newly registered customer

services, and previous services.

Clicking Save will put the data in the SuDung_DichVu table and update the Inventory on the

DICVHU table

6.5. EMPLOYEE MANAGEMENT FUNCTION

Timekeeping tab: Perform timekeeping every month for employees.

After entering employee code, number of working days. Clicking Calculate salary will display the

information of Salary coefficient, position coefficient, allowance, basic salary (taken from the

table NHANVIEN, CHUCVU, LUONG.

And the data will be temporarily saved to a dataGridView, Salary is calculated based on the

information above.

Clicking Save will save the information from the dataGridView to the CHAMCONG table.

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Tab Edit employee information:

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Successful login can correct employee information. Particularly, Managers do not need to log in

to edit all employees.

6.6. STATISTICAL FUNCTION

The revenue statistics will be taken from the HOADON table, and filtered by the time needed to

calculate the total revenue.

Statistics of expenses will be taken from the table CHAMCONG (Salary paid to employees) and

CHITIETHD (Service fees and arising money), also based on the statistical time to calculate the

total expenditure.

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