Hotel Management System

A synopsis submitted in partial fulfillment of

The requirements for the degree of
Bachelor of Vocational Course
In
Artificial intelligence and Robotics

By
Jyoti Kushwah
Naaz Khan

Electrical Department,
Faculty of Engineering and Technology
Dayalbagh Educational Institute
(Deemed to be University) , Agra

Submitted by:
Submitted to:
Jyoti Kushwah (2105853).
Mrs Sarika Ma'am
Naaz Khan (2105820).
 Introduction of Project
Hotel Management System is a software system where the management of
entire hotel is computerized. The hotel management system is designed using
VB.net as the rich GUI for front end and SQL Server as the secured backend
database.

In this project the details are maintained like customer details, reservation
details, Booking details and billing details The reservation process of reserving
rooms for the customers, canceling the reserved rooms, booking the rooms ,
vacating the rooms, the restaurant management, billing process, etc all are
computerized and the management is done without any difficulty.

The reports can be viewed completely and the head of the management
daily or weekly or monthly can review it. For company auditing it will be more
useful. This Proposed System will be interactive, faster and user-friendly for the
end users. Using the hotel management system, the following activities can be
performed.

o Room Service

o Check In

o Check Out

o Staff Master

o Staff Attendance

o Login

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Mission of the Project

The mission is to facilitate easy management and administration of a hotel

with capabilities to do Booking or reservations of the rooms, Cancellation of the
rooms, Cash billing, Room service, Restaurant service, Restaurant billing, Total
billing, Travels arrangement etc. using the automated hotel management
software. One can keep detailed records or info on an unlimited amount of
customers. The system lets the user know which all rooms are available for
occupancy at any point of time. This makes the booking considerably faster. And
thus helps the hotel in better management and reduce a lot of paper work as
well as manpower.

EXISTING SYSTEM

Hotel Management involves maintaining various operations of the hotel like

Booking or reservations of the rooms, Cancellation of the rooms, Cash billing,
Room service, Restaurant service, Restaurant billing, Total billing, Travels
arrangement etc. The existing system is a manual one and there is lot of issues
like erroneous data, slow process, lack of security etc. Finding out the final
payment amount completely relies on the hotel manager and if he is absent, it
takes a long time to find out the details during check out and is prone to errors.

Drawbacks of the Existing System

 Manual entry consumes more time.

 It is difficult to maintain bulk of record in manual.
 Restrictions in the users.
 Not easy to prepare the daily reports.
 Lack of accuracy and error prone.
 Overall efficiency is less.

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 Lot of paperwork.
 Non-secure.
 No perfect maintenance of report.
 No method to trace details
 Human errors
 The manual system is too slow
 Searching is more time consuming

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Advantages of proposed system

The following are the objectives and highlights of the proposed system

 Secure data
 Faster process
 Error Free
 Better management
 Save a lot of manpower
 Can easily make the daily reports
 Elimination of Paper work.
 High reliability and security.
 Fast and economical.

Modules

 Room Enquiry and Reservation

 Check In/Check-out Module

 Bills and Payments Module

 Staff

 Staff Attendance

 Reports

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MODULE DESCRIPTION

Room Enquiry and Reservation Module

This module deals with reservation enquiry and reservation. During

reservation, the details of the customers, type of room required and number of
room required are fed in to the system. Once these in formations are entered,
the system searches for the unoccupied rooms and displays the result. In
reservation enquiry, customer can get the information such as rent of rooms and
details of rooms available.

Check In/Check-out Module

This module deals with the reservation checkin (i.e., allocating room for the
customer who has already reserved) Direct checkin (i.e., checking in without
reservation), handling checkout of guest and Bill payment.

Bills and Payments Module

This module deals with the generation and tracking of bills and payments
made by the guest. The bills are classified into lodging bills and Restaurant Bill.
The lodging bill is calculated using the check in and checkout details of the
person. The Restaurant bill is generated based on the food items consumed by
the guest during his stay in the hotel.

Reports

This module deals with the generation of the reports for the various
modules. The customer list can be generated. Room status list can be retrieved
for reference. The check in and checkout registers can also be retrieved for any
future queries.

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Software Requirement Specification

VB.NET
Visual Basic (VB) is a programming language based on the original DOS
language called BASIC (Beginners' All-purpose Symbolic Instruction Code).
VB.NET 2008, an offshoot of Visual Basic, is an object-oriented programming
language based on VB that is implemented using the Microsoft .NET framework.
The basic syntax of the Visual Basic language remains unchanged in VB.NET
2008, but includes additional features such as structured exception handling and
short circuited expressions to enhance the infrastructure of the programming
language.

Developers have found VB.NET to be controversial as some of the

software and developmental changes clash with the original language within VB
and have caused compatibility issues. Visual Studio .NET is the predominant
integrated development environment (IDE) that VB.NET developers employ.

Visual Basic programmers supporting VB.NET indicate that language

constructs and user interface features in the newer system have caused
programming issues within the original VB system. Developers using VB.NET
recognize that the upgraded VB system incorporates contemporary object
oriented programming paradigms in a more stable environment than was
originally thought possible.

Visual Basic .NET is a programming language that can be used to

create win forms or web applications and create programming based in any
object-oriented programming language (OOP), ADO.NET, Multithreading or
Windows Services. VB.NET programming utilizes concepts connected to string
encryption, forms inheritance, regular expressions and deployment.

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 Hardware Specification:-

Processor : Pentium IV

Clock Speed : 2 GHz

RAM : 512 MB

Hard disk Capacity : 80 GB

Keyboard : 101 Keys

Mouse : Optical Mouse

Software Specification:-

Front End : VB.net 2008 with Crystal Report

Back End : SQL Server

Operating System : Windows XP or above

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Data Flow Diagram

The data flow diagram (DFD) is one of the most important tools used by system
analysts. Data flow diagrams are made up of a number symbols, which represent
system components. Most data flow modeling methods use four kinds of
symbols. These symbols are used to represent four kinds of system components
such as Processes, data stores, data flows and external entities.

Circles in DFD represent processes. Data Flow is represented by a thin line

in the DFD and each data store has a unique name and rectangle represents
external entities. Unlike detailed flow chart, Data Flow Diagrams do not supply
detailed description of the modules but graphically describes a system ’s data and
how the data interact with the system.

An arrow identifies the data flow in motion. It is a pipeline through which

information is flown like the rectangle in the flowchart. A circle stands for process
that converts data into information. An open-ended box represents a data store,
data at rest or a temporary repository of data. A square defines a source or
destination of system data.

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 DATA FLOW DIAGRAM

DFD for Hotel Management System

DFD for Overall System:

Data and Data

User
Hotel Database
Management
System
Commands

DFD for Authentication:

Alert
Invalid User Message

User User Name &

Validate the
Password
User

Valid User

Data Data
Processing Databas e

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 DFD for modules in the Hotel Management System:-

Restaurant Billing
Hotel Bill
Details

Food Entry
Food Details

Bill Entry
Bill Details

Enquiry Entry

Enquiry Data

Room Entry D a t a
Room
User Process Data
the User Management
Request Database

UserCustomer Data D a t a
Customer Entry
Data
Reservation Data

Reservation Entry

Check-in Data

Check-in Entry

Checkout Data

Check-Out Entry

Report Data
Reports
Report Generation

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DFD for user Entry:

Generate ID
Request
New ID
Last ID

Data
Add
Data

Data
Reco
Modified Data
Users
User Data

Data
rdRecord Valid Data

Data
Delete Record Validate
Data Data
Invalid Data
Data
View Record
Alert
Message

Users
Report

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DFD for Room Entry:

Room Status
View
Room No Room Status
Stat
Data us
Add
Data

Room
Data Reco
Modified Data
Room_Master

Data
rd
Record Valid Data

Validate
Data Data
Invalid Data
Data
View Record
Alert
Message

Rooms
Report

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 DFD for Customer Entry:

Generate ID
Request
New ID
Last ID

Data Add Data

Customer Data Reco

Modified Data
Customer

Valid Data
rd
Data Record
Data
Data
Delete Record Validate
Data Data
Invalid Data
Data
View Record
Alert
Message

Customer
Report

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 DFD for Room Enquiry:

Room Status Room Type

Room_Master Generate ID

Request

New ID
Last ID
New Enquiry_Det

Data Enq Data

uiry Enquiry
Enquiry Data

Valid Data

Data
Status Validate
Data

Change Status
Invalid Data

Alert
Message

Data

Enquiry
Report

DFD for Room Booking:

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 Room_Master

Room Status Room Generate ID

Request
New ID
Last ID

Data New Data Reservation

Reservation Rese
Valid Data
rvati
Data

Data

onChange
Status Validate
Data
Invalid Data
Reservation
Status
Alert
Message

Data

Reservation
Report

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 DFD for Check-in and Checkout and Billing:

Room ID
Get Room Room_Master
Status

Room ID

Customer & Status Hotel_Bill

Generate Bill
Data

Get Details

Room No & C
Data Request for bill CheckinID Checkin Details
ID
Check-in Details

Check_in_Out
Check-in.
Details Valid Data

New Check in Data to be Validated

Validate
the data

Checkout
Details
Invalid Data
Checkout

CheckinID Alert Message

Data

View Details

Check-in &
Checkout
Report

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 Entity Relationship Diagram

adult

child
dt
roomno

nm time
date roomtype
addr
srno
pin

checkin room

city
am
t state

tim
pin
e

ph

Checkout

dt

roomno

roomty time
pe amoun
t

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Database Structure

Check In:-

Check Out:-

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Room Master:-

Staff master:-

Login:-

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Staff Attendance:-

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