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Jeebun Laxmi Natasha 0513644
Govinden Sara 0514538
Dosemahamed Sufyaan 0510158
Boolaky Vidoushee 0510646
Beelatoo Vikash 0511524
MANAGEMENT WITH INFORMATION SYSTEMS
Introduction to Information Systems [CSE 1006]
Hotel Management Information System
USER DOCUMENTATION
Lecturer: Miss S.J. Adeline Date: 05 May 2006
1
Hotel Management Information Systems
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524
ii
TABLE OF CONTENTS
Page
1. Introduction 1
2. Problem Recognition 2
3. Proposed solution/ System Planning 4
4. User Requirement 5
5. System Analysis & System Design 5
6. Conclusion 11
List of Figures:
Figure 1 6
Figure 2 7
Figure 3 8
Figure 4 9
Figure 5 10
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 1
1. INTRODUCTION
The world is changing at a very fast pace; yesterday’s technology and information
systems are becoming obsolete overnight. What was being used yesterday can no more be
used in this competitive environment, as it leaves its users at a disadvantageous position.
The hotel industry is no exception to this cutthroat environment. This implies that any
hotel should be able to adopt new technology and new systems to facilitate its day-to-day
activities.
Thus efficient and effective management of any course of action in each of its field-
concerning reservation of its customers and their transportation from the harbour or
airport and also information concerning employees- is very important for any hotel; it
will determine its competency in the hotel industry. Without any qualms, a manual
information system is out of date and developing a computerized information system for
the afore-mentioned courses of action is primordial.
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 2
2. PROBLEM RECOGNITION
Before that the management of Hotel Glamorous has decided to introduce a new
information system to manage their database, it was using a manual form of recording
data. They made this important decision due to the numerous limitations of the former
system, that is, the manual one.
In this contemporary society, each and every business is going with the pace of
technology, that is, each enterprise is implementing high tech in their activities and work
methods. There is a common assertion in Mauritius that says “INNOVATE OR
EVAPORATE”, this demonstrates the ultimate importance of using these evolution.
Therefore, lack of these innovations might lead the business to failure or shut down in the
long term.
Using the manual system proves to be very costly in terms of money as more employees
are required. Moreover, the load of paperwork is much bigger and hence, leading to
mistakes and uncertainty as some bookings done on paper can be misplaced. And digging
a deep grave for Hotel Glamorous is the fact that it is very time consuming to retrieve
information about a customer or employee. Hence, frequent blunders might displease the
customers of the hotel; the latter might look for another hotel for future visits. It has been
proved that a dissatisfied customer will tell many others about their discontent about a
product or service. This will, without any qualm, affect the reputation of the hotel.
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 3
It is also acknowledged that in a manual system, the management of Hotel Glamorous
has to keep details about reservation, employees and transport in books of accounts. Just
imagine how many books will be obtained at the end of a particular year. Concerning the
security aspects, it can be said that everybody can have access to these information and
tamper them. Also, there might be duplication of data, which will also increase the space
in books.
Furthermore, file management, which is, keeping data up-to-date by modifying data
regularly, is difficult if not impossible in a manual system. Alteration of data comprises
of three main procedures:
1. Adding
For instance, if an employee whose name starts with J is recruited on 22nd of the
month of May, adding such a record on the pay list is impossible. This will bring
a disorder in the list, which is supposed to be arranged alphabetically.
2. Delete
On the contrary, if an employee is dismissed or voluntarily quits his job, all his
records from date of recruitment till date of dismissed will be equal to the wastage
of paper in the manual system.
3. Modify
If an employee changes address or name, the use of correction pens will be high.
It does not look professional in the books of a prestigious hotel, in our case Hotel
Glamorous.
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 4
3. PROPOSED SOLUTION/ SYSTEM PLANNING
In this assignment, our team members are proposing to develop software that will
comprise of modules with regards to the following:
1. Reservation
2. Employee
3. Transport [Of customers from the airport or harbour]
The system will be designed in such a way that it will record the information of
customers and employees mechanically and also very easily; the system will also be such
that it will allow users to view data, search/modify data, update and delete particular
records.
The security aspects have also been taken into consideration and as such a menu has
been developed where the user has to enter the user name and password so as to have
access to the main menu.
Such a software or system becomes primordial because of the afore-mentioned problems
with the existing system. Therefore the gains from using the software are:
Easy and rapid recording of data
Accurate information entered
Quick access to required information
Better organization and presentation of data
Better service to guests
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 5
4. USER REQUIREMENT
In order to use the developed software, the user needs to have a personal
computer system and the software at his disposal.
5. SYSTEM ANALYSIS & SYSTEM DESIGN
The method used to develop the software is rapid prototyping. This is because it reflects a
normal way of managing the reservation system. Any hotel using the software can
eventually ask for any change that will make the software specific to its management
systems.
The software has been developed by using Microsoft Access as backend and Microsoft
Visual Basic 6.0 as front end. The Microsoft Access consists of three tables namely
GuestsDetails, EmployeeDetail and Transport. These three tables constitute the backend
of the program, that is, it is where all the records will be saved.
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 6
As aforementioned, Visual Basic 6.0 has been used as front end, that is the user will have
on his/her computer screen forms which have been developed using Visual Basic.
Subsequently, the user will initially have a user validation screen as shown in figure 1.
FIGURE 1
In order to have access to the main menu, the user will have to enter “group” both as the
user name and the password. (Please note that an error message will be shown upon
wrong entry of the two above mentioned information.)
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 7
FIGURE 2
Whenever the right user name and password are entered a main menu will be displayed,
as shown in figure 2. The latter is linked to three forms namely the reservation form,
employee record and transport service. Additionally there will also be a “Quit” command
which will exit the user from the main menu to the user validation menu and finally from
the system.
With a quick click in the “Reservation Form”, the user will be able to add, save,
search/modify, update or even delete a record. Similarly, the two other forms will also
perform the same functions as illustrated in figure 3, 4, and 5.
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 8
FIGURE 3
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 9
FIGURE 4
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 10
FIGURE 5
Each of the six command buttons ADD, SAVE, MODIFY/SEARCH, UPDATE,
DELETE and QUIT have their unique features. For instance, ADD will allow for entry of
new data and SAVE will be used to save the new record in the respective tables.
MODIFY/SEACH button will ask the user to specify an existing passport number or
identity number, in whichever case, the entire record will be visible and modifiable. It is
important to note that an error message will be displayed in case the passport number or
identity number does not exist in the relevant tables.
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 11
Subsequently, the UPDATE button is used to save the changes made in the record, if an
existing passport number or identity number was entered upon request of the
COMMAND/SEARCH button.
DELETE button will also ask the user to specify an existing passport number or identity
number whose record is to be deleted. Here also an error message will be displayed upon
entry of a non-existing passport number or identity number. Finally, the QUIT button will
enable the user to return to the main menu, then to the user validation menu and finally
exit from the system.
6. CONCLUSION
The software has been developed in view of the existing competitive environment of the
Hotel industry. The software will help in the better management of the reservation
system, transport system and the employee records. However, the user needs to be
computer literate, in order to make efficient use of the system. Indeed this is a
requirement for the use of any other software developed up to now.
HOTEL MANAGEMENT INFORMATION SYSTEM
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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 12
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