DESIGN AND IMPLEMENTATION OF HOTEL RESERVATION SYTEM

USING

MICROSOFT ACCESS AND VISUAL BASIC .NET

CASE STUDY: HIDDIG HOTEL- GARISSA

BY

YUSSUF ABDULLAHI MOHAMED

BCS/i1058162/DF

A Graduation Project Report Submitted to the

School of Computer Studies

In partial fulfillment of the requirements for the award of the degree of

Bachelor of Computer Science

Of

Kampala International University

JUNE2010

DECLARATIONI do hereby declare with truth that this project is my original work and has never been presented

to any academic institution for any award or certificate whatsoever.

The literature and citations from other people’s work have been duly referenced and

acknowledged in the text and bibliography.

Date:

v-~°7.[2-

Signed

YUSSUT ABULLAffi MORAMED

MR KIMANI NJOROGE

Supervisor Oao~ ~Date

Signed: ~

Dedication

To my dear parents, Maryan and Abdullahi without whom my education would not have

been a success. For all the love, understanding, encouragement, material and moral

support I appreciate. To my dear brothers and sisters, Leila,Abdirabman,omar, and

Asma’a I love you all.

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Acknowledgements

First I would like to acknowledge the divine presence of the Almighty ALLAH without

whom this research study would not have been successful. His love, care, protection,

comfort, supports and provision is just overwhelming. All the Glory belongs to Him.

I would like to thank my friends who played a role in one way or the other to the

completion and success of this project. Abdifatah, Abayle, Musa, Qorane and Keinan,

and all members of my class. Thanks for every support and encouragement.

My sincere appreciation goes to my dear parents for all the support they have shown me

through all hardships and struggles till this far. May the Almighty grant you more

strength to move on.

To the special one Fatma Mahad, Your love, care, hopes and courage are always

appreciated am very grateful.

Finally, I give special thanks to my supervisor, Mr. Kimani Njoroge. Your support,

guidance and encouragements were effective for the completion and shaping of this

edition. Thank you for your patience and bearing with me in the wake of deadlines

missed.

111

Abbreviations

CASE Computer-aided Software EngineeringDBMS Database Management system

DBA Database Administration

E-R Model Entity-Relationship Model

DFD Data Flow Diagram

DB Database

DDL Data Definition Language

DML Data Manipulation Language

GUI Graphical User Interface

GB Gigabyte

ICT Information Communication Technology

IT Information Technology

MIS Management Information System

MB Megabyte

RAM Random Access Memory

SDLC System Development Life Cycle

VB Visual Basic

iv

Table of Contents

Declaration

Approval H

Dedication H~

Aknowledgement iv

Table of Contents V

1.0 CHAPTER ONE 1

1.0 Introduction 1

1.1 Background. .. 2

1.2 Statement of the problem 2

1,3 Objectives of the study 2

1.3.1 Main objective 2

1.3.2 Specific objectives 3

1.4 Scope of the Study 3

1.5 Justification of the Study 3

1.6 limitations of the study 4

1.7 Conclusion 7

CHAPTER TWO 6

2.1 Introduction 6

2.2 Hotel 6

2.3 information system 6

2.3.1 Role of information systems 72.3.2 Management Information System 8

2.4 Database 9

2.4.1 Benefits of Database... 10

2.5 Database management system.. 11

2.5.1 Components of DBMS 12

2.5.2 Advantages and Disadvantages of DBMS 142.6 Tools Used 142.6.1 Visual Basics 16

V

2.6.2 Microsoft Access .162.6.3 Sytem development lifecycle 16

2.7 Conclusion 18

CHAPTER THREE 19

3.Olntoduction 19

3.1 population of the study 19

3.2 Sampling technique 19

3.3 Data collection techniques 20

3.3.1 Primary Methods 20

3.3.2 Secondary storage 21

3.4 Analysis Of The Current System 21

3.4.1 Strengths of the current System 21

3.4.2 Weaknesses of the Current System 22

3.5 System specifications 22

3.6 System requirements 23

3.6.1 User requirements of the new system,,,,,, 23

3.6.2 Security requirements 24

3.7 Functional requirements 24

3.8 Feasibility study 25

3.8.1 Benefits of the fisibility study 25

3.8.2 Fisibility report 25

3.9 Conclusion 26

CHAPTER FOUR 27

4.1 Introduction 27

4.2 Context Model Diagram 27

4.3 Activity Diagram 28

4.4 Logical Design 28

4.4.1 Database design 284.4.1 Entity Relationship Diagram 31

4.5 Physical Design 32

4.5.1 Activities involved in Physical Database Design 32

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4.5.2 Data input Design .34

4.5.3 Data output Design................. .................... 34

4.6 conclusion 34

CHAPTER FIVE 35

5.0 introduction 35

5.1 Program Testing 35

5.2 Program Implementation 36

5.3 User Interface 37

5.4 User Training and Documentation 42

5.5 Operation and Support 43

5.6 Adapting the System to new equirements 43

5,7 Conclusion 44

CHAPTER SIX 45

6.1 Introduction 45

6.2 Recommendations ,.,...,, .,.,.,.,,,, , , ,,,, 45

6.3 Conclusions 46

6.4 Areas of further study 46

Appendices 47

Work Plan 47

Budget plan 48Interview guide 49Questionnaire 50

Bibliography 53

vii

List of Tables

Table 1 Guest table 29

Table 2 Room table 29

Table 3 Bill payments table 29

Table 4Dailybill payment table 30

Table 5Services 30

Table 6 Service delivery Table 30

Table8budget plan 49

List of Figures

Figure 2. Context model diagram 27

Figure 3 Activity diagram 28

Figure 4 Entity relationship diagram 31

Figure 6 Main form 39

Figure 7 guest details form 40

Figure 8 Report one 41

Figure 9 Report two 42

viii

ABSTRACT

Information is a very important aspect in our day-to-day activities to ensure effective

communication. As result of this, Information Communication Technology plays a great

role to guarantee efficient and effective communication within and among different

institutions and organizations. In response to this, each organizationlinstitution strives to

make sure that there is a secure means of disseminating, storing and retrieving of

information within their boundaries. This calls for an information system that is capable

of handling all these tasks without fail. The reservation department of Hiddig hotel has

been used as a case study.

With the use of computer database systems, it becomes easier to run and effectively

coordinate the operations of the department bearing in mind the environment under which

it operates. Consequently, in this project, I have displayed database development using

the system development lifecycle to come up with a good database design for ease of

operations within the department, using Microsoft Access and Visual Basic 6.0.

ix

CHAPTER 1

GENERAL INTRODUCTION

Introduction

In today’s advanced technology environment, where running a hospitality business is tough,

guests are choosy; agents are demanding more, markets are extremely volatile and time lines are

short, no hotelier can ignore the explosive growth of electronic bookings powered by hotel

reservation software systems, the trend of using a new cost-effective system that will enable the

capturing of important data or information for hotel management.

Hotels need to maintain the record of guests and reserve rooms beforehand.

Customers should be able to know the availability of the rooms on a particular date. They should

be able to reserve the available rooms according to their need in advance. To make their stay

comfortable, they are provided with food and other services. The record of the food taken by

each customer and the services availed by the customer should be kept. These records help in

generating bill.

Background

Hiddig hotel was started in the year 2000 in Garissa district; headquarter of North Eastern

Province which is 200 km from the capital city Nairobi, Kenya. Since that year the hotel has

expanded tremendously recording very high number of customers and guests, with this

development the management started opening up branches in various towns in Kenya including

one in the capital city Nairobi.

Due to the high demand and the expansions, the hotel has been experiencing some reservation

and operational problems and to overcome these problems the management concluded on having

1

a computerized system that will effectively solve the reservation problems hence these system

was initiated.

Statement Of The Problem

Hiddig hotel still uses the traditional way of hotel reservation. Which poses a number of

problems since it’s a paper based system. There is a high risk of losing data or information and

exposing hotel information to unauthorized users. This information on the paper can be altered

with and may cause a serious loss to the hotel. Since hotel reservations and bookings are

manually made there is a high chance of double booking which may cause customer

dissatisfaction. The manual handling of record is time consuming and highly prone to error,

retrieving information of the guests who spent in the hotel previously for auditing purposes is

also difficult.

It is also difficult for the reservation staffs to know the rooms in detail when the hotel has many

rooms and may lead to staffs giving wrong information to customers. Customers are opting for

other competitors who are having a better reservation and booking systems.

Objectives of the Study

.1 Main objective

The main aim of the study is to automate the process of day to day activities of the Hotel like

Room activities, Admission of a New Customer, Assign a room according to customer’s

demand, checkout of a computer, releasing the room and finally compute the bill etc.

2

.2 Specific Objectives

Specifically the study involves;

1) Automating the reservation process of the hotel.

2) To offer the hotel management staff complete control over the hotel’s reservation by

empowering them with timely and relevant information.

3) The system should be able to keep the records of the guests and the room allotted to

them.

4) The record of food and services availed by the customer should be kept.

5) The system should be able to generate the bill for a customer.

Scope Of The Study

The study involves designing and implementing hotel reservation system for Hiddig hotel. It

automates activities like room details, guest details, services offered, service received by the

guest and later generates report for the bill and other vital information needed by the hotel

management.

Justification Of The Study

Due to the inconsistence in the current system used by the hotel such as double bookings,

difficulty in updating and retrieving data and loss of information the designed system will have

the following features which will enable the hotel to meet the modern way of hotel reservation:

+ No Paper Work Required

•:• Time efficiency

3

+ No data duplication

•:~ Cost Efficient

+ Automatic data validation

+ User friendly environment

+ Data security and reliability

+ Fast data insertion & retrieval

+ Easy performance check

Limitations of the study

1) Time constraints: the time frame given within which the new system was to be developed

was too short and this resulted the system to be error prone during the development

period.

2) Budget constraints: extensive development on the system and addition of more

functionality was hindered by lack of funds.

3) Power shortage: during the documentation process power problem was experienced

which made the process difficult

4) Computer illiteracy: since the hotel staffs were computer illiterate and were using the

paper based system it was much difficult to make them understand the functionalities of

the computer systems and it took longer time than planned to make them comfortable

with the system and its usage.

5) The research was carried along side with studying other course units and also preparing

for examination, this has given me less time to concentrate on developing the project.

4

7 Conclusion

Since this is a crucial stage in system development lifecycle the current system was studied in

details, the problems were studied clearly; some of the user requirement s highlighted and

solutions were identified. The next chapter will cover what other researchers have written about

the subject of the study.

5

CHAPTER TWO

LITERATURE REVIEW

Introduction

Before the implementation of a system begins, literature reviews on hotel reservation system of

previous studies were conducted. Literature review which is the information gathering process is

part of an important research phase in this project. Information was gathered in several ways,

which varies from resources including journals, articles, books, forums and internet.

Hotel

An anonymous author in a website article, Anonymous (2010) defines a hotel as an

establishment that provides paid lodging, usually on a short-term basis. Hotels often provide a

number of additional guest services such as a restaurant, a swimming pool, or childcare. Some

hotels have conference services and meeting rooms and encourage groups to hold conventions

and meetings at these facilities.

The same author goes on to add that, hotels differ from motels in that most motels have drive-up,

exterior entrances to the rooms, while hotels tend to have interior entrances to the rooms, which

may increase guests’ safety and present a more upmarket image.

Information Systems (IS)

To ensure the success of a given organization, there is need of an information system that will

handle all the needs of the users efficiently and effectively.

According to Kroenke (2004), an information system is an arrangement of people, data,

processes, information presentation and information technology that interact to support and

6

improve day to day operations in a business as well as support the problem solving and decision

making needs of management and users.

In addition, information technology is a contemporary term that describes the combination of

computer technology with telecommunications technology. It significantly expands the power

and potential of most information systems. Management Information system is an information

system application that provides management-oriented reporting. These reports are usually

generated on a predetermined schedule and appear in a pre-arranged format. Examples are

budget forecasting and analysis, financial report, inventory reporting, production scheduling,

sales forecasting and many more.

.1 Role of information systems in an organization

According to Date (2004), the role of information systems in an organization are the following:

+ Helps managers with planning, controlling and decision making

+ Enables organization to utilize resources optimally

+ Enables employees to utilize time effectively

+ Acts as a communication tool within the organization and outside environment

+ Helps an organization to produce products and services of high quality through

avoiding errors/mistakes.

+ Organizations can keep up with competition or crate and conduct business globally,

that is, through the internet.

7

.2 Management Information System (MIS)

According to Gerald (2002).management information system is an information system

application that provides for management-oriented reporting. These reports are normally

generated on predetermined schedule and appear in a prearranged format.

MIS can present detailed information, summary information and exception information.

Detailed information is for operations management as well as regularly requirements (as

imposed by government), summary information consolidates raw data to quickly indicate

trends and possible problems. Exception information filters data to report exceptions to some

rule or criteria (such as reporting those products that are low in inventory). As long as

organizations continue to recognize information as an important management resource,

opportunities of MIS will expand.

Database (DB)

According to Post (2005) a database is a collection of data stored in a standardized format

designed to be shared by multiple users. In addition, he observed that a modern database system

is one of the most powerful tools you can use to build business applications. It provides many

features that represent significant advantage over paper-based systems. Yet database systems are

complex to gain the advantages, data must be carefully organized to retrieve data and build

application. You need to learn to use a powerful query language. Once you understand the

concepts of database design, queries and application building; you will be able to create complex

applications in a fraction of the time it would take with traditional programming techniques.

Database has been defined in different ways. Kronke(2004) defines a database to be self

describing. It contains, in addition to the users’ source data, a description of its own structure.

This description is called data dictionary (also called data directory or metadata). This promotes

8

data independence, that is, it makes possible to determine the structure and content of the

database by examining the database itself. If the structure of data is changed we change in the

database, it is only the data dictionary that is transformed. The programs that process the altered

data items must be changed.

Whitten, Lonnie Bentley and Dittman (2001). also defines a database as a collection of integrated

records. A database does include files of user data as well as a description of itself in metadata,

indexes that are used to represent relationships among the data and also to improve the

performance of database application and the data about the applications that use the database.

In addition to above, Fred and Jeffrey(2000) describe the following database architectures;

Centralized Databases: - With a centralized database, all data are located at a single site. Users at

remote sites may generally access the database using data communications facilities. They

provide greater control over accessing and updating data than distributed databases but they are

more vulnerable to failure since they depend on the availability of the resources at the central

site.

Personal Computer Databases: - Normally have a single user who creates the database, updates

and maintains the data and produces reports and displays. The database supports one or at least a

limited number of applications. Typical applications include: - simple inventory management

and customer billing.

Central Computer Databases: - The data that most applications in large organizations access is

stored in a central computer. Users at remote locations can access the database using terminals

and data communication links.

9

Client-server Databases: - This architecture is designed for the distribution of work on a

computer network in which many clients may share resources/services such as printers, storage

devices etc of a single server.

Distributed Databases: Distributed database is a single logical database that is spread physically

across computers in multiple locations, there are two generic categories of distributed databases,

namely:

Homogeneous Databases: - The database technology is the same (or at least compatible) at each

of the locations and that the data at the various locations are also compatible. Homogeneous

databases simplify the sharing of data among the various users.

Heterogeneous Databases: - Here different computers and different systems may be used at each

of the locations because databases in some organizations evolve within a given period of time

without careful guidance or planning. Different data models and database management systems

are also very common. The data across the locations are often incompatible. Typical conflicts

would include syntactic difference (such as different representation of data fields at two

locations) and semantic differences (such as different meanings for a given term at different

locations).

.1 Benefits of a database

Anderson (1994) explains the following as benefits of a database;

1. File of structured data — A database is a file of structured data in the form of records which

are accessible to authorized managers and other personnel for administrative purposes and

for use in making decisions and controlling business operations.

10

2. Functional files eliminated — A database eliminates traditiQnal files, which often store the

same data in several functional files. This situation duplicates data unnecessarily, creating

what is referred to as “redundancy”.

3. Access and security issues — File security is provided for as database systems automatically

save files at the end of processing and also make back-up copies of disc files. Elaborate

security and privacy checks may require to be incorporated in a database to prevent

unauthorized access to the system.

4. Database query systems — A natural English language database query and retrieval system is

used for query and ad hoc reporting. It provides easy and instant access to information by

retrieving the data, computing and presenting the information in a sophisticated columnar

display on the video screen.

5. Searching — A database has searching facilities ranging from limited searches on keywords to

full text searching. This facility provides the means of extracting from a large volume of data

useful facts which could not possibly be found by physical methods in sufficient time to

make a decision.

6. Database applications — Internal private databases may be used for many and varied

applications, such as the storage of asset records which allows acquisitions and disposals to

be added to and deleted from the database very easily.

Database Management System (DBMS)

According to Abraham Silberschatz (2002) a database management system is a collection of

interrelated data and a set of programs to access those data. The collection usually referred to as

the database, contains information relevant to an enterprise. The primary goal of a DBMS is to

provide a way to store and retrieve database information that is both convenient and efficient.

11

He continues to say DBMS is a collection of programs that enable users to define, create and

maintain a database and provides controlled access to this database. There are many different

types of database management system that run on personal computers to huge systems that run

on main frames. The following are examples of database applications: computerized library

systems, automated teller machines and flight reservation systems.

.1 Components of the database or DBMS environment

In reference to Kroenke (2004), major components of the database environment are:

Computer-aided software engineering (CASE) tools: -This are automated tools used to design

databases and application programs.

Repository: - Centralized knowledge base containing all data definitions, screen and report

formats and definitions of other organizations and system components

Database management system: - Commercial software system used to create, maintain and

provide controlled access to the database and also to the repository.

Database: - A shared collection of logically related data, designed to meet the information needs

of multiple users in an organization.

Application programs: - Computer programs that is used to create and maintain the database and

provides information to the users.

User interface: - Languages, menus, and other facilities by which users interact with various

system components such as CASE tools, application programs, the DBMS and the repository.

Data administration: - Persons who are responsible for the overall information resources of an

organization. They use CASE tools to improve the productivity of database planning and

designing.

12

System developers: - Persons such as systems analysts and programmers who design new

application programs.

End users: - Persons throughout the organization who add delete and modify data in the database

and who request or receive information from it. All user interactions with the database must be

routed through the DBMS. Examples of end users include; naive users, application programmers,

sophisticated users and specialized users. The users interact with the system through the

application programs, graphical programs and the Graphic User Interface (GUI) provided by the

operating system. The end users are the clients of the database.

Database systems have several schemas partitioned according to the levels of abstraction in

reference to (2004) as illustrated below.

External level (individualuser view)

Conceptual/logical schema(community view)

Internal /physical schema

Figure 1: An illustration of an abstract view of the data. Referred as a Database Schema,

[Source: C.J (2004)]

Physical schema: - Describes the database design at the physical level.

Logical schema: - Describes the database design at the logical level.

13

Sub-schemas: - Describes different views of the database.

At the external level, we have Data Definition Language (DDL) which supports the definition or

declaration of database objects and Data Manipulation Language (DML) which supports the

manipulation or processing of such objects.

2 Advantages and disadvantages of DB systems

Timothy (2000), in his book, Microsoft Access, analyses the following advantages and

disadvantages of database systems;

Data can be shared: - Different users can share data from the same database as well as new

applications can be developed to operate against that same data.

Redundancy reduction: - In non-database systems, each application has its own files. This leads

to the redundancy in stored data resulting to wastage of storage space. This is done away by the

use of DB approach.

Inconsistency avoided: - Redundancy is controlled by ensuring that given data is represented by

a single entry. DB systems ensure propagating updates in that incase there is data duplication; the

DBMS is made aware such that any change made in either of the two entries is automatically

applied to the other one as well.

Transaction support: - A transaction is a logical unit of work typically involving several database

operations (update operations). This involves the transfer of cash amount from account A to

account B. Here we need two updates, one to withdraw cash from account A and the other to

deposit cash to account B.

Data integrity is maintained: - An integrity constraint is a rule that data in the database must

follow. A database has integrity if the data in the database satisfies all integrity constraints that

14

have been established. In DB approach, (Database Administration) DBA can define validation

procedures that will ensure the integrity of the database.

Security: - Security is the prevention of access to the database by authorized users. Since DBA

has control over the operational data, it can define authorization procedures to ensure that only

legitimate users access the data.

Data independence: - This occurs when the structure of the database can change without

requiring the programs that access the database to change. This is achieved in database

environment through the use of external views or sub schemas.

Improved program maintenance: - When interacting with a DBMS, programs are relatively

independent of the actual data in the database. This means that many changes to the structure of

the data itself may not require maintenance to existing application programs.

However, computerized databases are faced with the following setbacks;

Size: - To support all the complex functions that it must provide to users, database management

system must be a very large program occupying megabytes of disk space as well as substantial

amount of internal memory.

Complexity: - The complexity and breathe of the functions furnished by a DBMS make it a

complex product.

Cost: - A good DBMS is an expensive product buying! purchasing and maintaining.

Additional hardware requirements: - Because of the size and complexity of a DBMS, greater

hardware resources are required than would be necessary without the DBMS.

Higher impact of a failure: - Since many of the data processing resources are now concentrated

in the database, ~ failure of any component has a much more far-reaching effect than in a non

database environment.

15

Tools used

The tools that were used in this research include:

.1 Visual Basic

In reference to Bradley and Millspaugh (1999), Visual Basic is a tool that allows one to develop

Windows (Graphic User Interface - GUI) applications. The applications have a familiar

appearance to the user.

The main reason to the use of Visual Basic (VB), as further noted by Bradley and Milispaugh

(1999) is that, it uses a graphical user interface which is easy to use. Actually, it allows one to

draw the application with less coding since most of the code comes with the software and it is

only to customize them. In addition, it has useful debugger and error-handling facilities.

2 Microsoft Access

In reference to Timothy (2000) Microsoft Access is a relational database management system. In

relational database systems, data is organized in tables that are related or linked to one another.

Each table consists of rows called records and columns called fields.

Access is a powerful program with numerous easy-to-use features including the ability to quickly

locate information, add, delete and modify records, sort records, analyze records and produces

professional looking reports. Microsoft Access database is the most readily available database; it

comes as a package of Microsoft Office.

3 Software Development Life Cycle

According anonymous author in Internet’s Wikipedia dictionary, Systems Development Life

Cycle (SDLC) is a conceptual model used in project management that describes the stages

involved in an information system development project, from an initial feasibility study through

maintenance of the completed application. Various SDLC methodologies have been developed to

16

guide the processes involved, including the waterfall model; rapid application development

(RAD); joint application development (JAD); the fountain model, the spiral model; build and

fix; and synchronize-and-stabilize.

Some methods work better for specific types of projects, but in the final analysis, the most

important factor for the success of a project may be how closely the particular plan was

followed.

In a 1991 Information Center Quarterly article, Larry Runge says that SDLC “works very well

when we are automating the activities of clerks and accountants and other related works that

require a lot of data entry and update of the same.”

The Fountain model recognizes that although some activities can’t start before others - such as

you need a design before you can start coding - there’s a considerable overlap of activities

throughout the development cycle.

The Spiral model emphasizes the need to go back and reiterate earlier stages a number of times

as the project progresses. It’s actually a series of short waterfall cycles, each producing an early

prototype representing a part of the entire project. This approach helps demonstrate a proof of

concept early in the cycle, and it more accurately reflects the disorderly, even chaotic evolution

of technology.

Build and Fix is the crudest of the methods. Write some code, then keep modifying it until the

customer is happy. Without planning, this is very open-ended and can be risky.

In the Rapid Application Development (RAD) model, initial emphasis is on creating a prototype

that looks and acts like the desired product in order to test its usefulness. The prototype is an

17

essential part of the requirements determination phase, and may be created using tools different

from those used for the final product. Once the prototype is approved, it is discarded and the

‘real” software is written.

The Incremental model divides the product into builds, where sections of the project are created

and tested separately. This approach will likely find errors in user requirements quickly, since

user feedback is solicited for each stage and because code is tested sooner after it’s written.

The Synchronize and Stabilize method combines the advantages of the spiral model with

technology for overseeing and managing source code. This method allows many teams to work

efficiently in parallel.

Conclusion

This chapter considered work done by other researchers and writers on the subject of discussion.

This gives a theoretical basis for the subsequent chapters. In the next chapter, the analysis of the

system takes place.

18

CHAPTER 3

SYSTEM ANALYSIS

Introduction

System Analysis is the phase in which the requirements of the new system are identified.

It is a process of gathering and interpreting facts, finding problems and using the information to

either recommend change or develop a solution immediately.

The purpose of the study was to evaluate the current system. It involved describing the current

system by the use of extensive diagrams and other descriptive model.

Population of the area of study

In this project, during the fact finding process the study targeted staffs of the hotel specifically

those who were in charge of lodging wing and also the customers or guests who were present

since they were familiar with the current system and these helped in knowing the requirements of

the new system.

Sampling techniques

Simple probability sampling method was employed to get the people interviewed. Under this

method each member of the population who had close link with the reservation department of

Hiddig hotel and its customers had an equal chance of being selected.

19

Data collection methods

In this project qualitative research methods were used to collect data. This is because qualitative

research methods are more likely to reveal real knowledge necessary in providing a more

profound understanding and analysis of operations of the current system. Since qualitative

methods are information driven they provide a more analysis of operations of how the current

system works.

1 Primary methods

The primary methods were used to obtain first hand information from the staff members of the hotel and

non- members who were basically the guests and customers. The following are some of the primary

methods used:

1.1 Observation

This method was very useful especially where the required information was not easy to obtain due to

restrictions imposed on the obtaining of such information that proved to be relevant to this research.

Observation involved visiting the offices where the information is kept and taking note of what was going

on and then come up with a conclusion. It included where the relevant staff will go and pick bits of

information they required. By observing this pattern, it was possible to define from the information they

picked their role and as such came up with an analysis that helped in developing a better system.

1.2 Face-to-face interviews

This involved physical contact with direct questions posed to the people being interviewed. It proved to

be useful in obtaining first-hand information on the topic being investigated and therefore identifying

requirements and gathering ideas and opinions. The interviews were mainly structured type with specific

questions asked.

20

1.3 Questionnaires

This method involved written questions sent to the targeted group to acquire information that may not be

obtained from the above research methods. It was very crucial as it provided ample time for the

respondents to collect relevant information and send the feedback at their convenient time.

.2 Secondary methods

2.1 Document examination and analysis

The researchers examined and analyzed order forms, invoices, customer forms, receipts, magazines,

reports and journals for more information which was rather difficult to obtain from the above mentioned

methods.

2.2 Research

This was a very instrumental fact finding technique to research the application and problem. Documents

such as journals, magazines, lecture notes, reference books, other people’s research work and the internet

including user groups and bulletin boards provided good sources of relevant information.

Analysis of the current system

1 Strengths of the current system

Despite the system being paper-based, the following was achieved.

+ Rooms basic details were available

+ Storage of the data received.

+ Security was maintained even though at a low standard.

+ Data is shared by the different units.

+ Data is frequently updated whenever necessary.

21

+ Cost — compared to other systems, the operation of the file-based system currently in use is

considerably cheaper.

2 Weakness of the current system

+ A lot of paper work involved which can result to errors and inconsistent results

+ Inaccurate data capture and recording resulting from the collecting of incomplete

manifests and other relevant data hence unreliable data which may result in

processing of wrong information

+ Since hotel reservations and bookings are manually made there is a high chance of

double booking

+ It was also difficult for the reservation staffs to know the rooms in detail when the

hotel has many rooms and this led to staffs giving wrong information to customers

+ Retrieval of information is tedious and time wasting. It is therefore necessary to automate the

system so as to overcome the various shortcomings associated with the current system.

System specification

This specifies the functionality of the system and the constraints in its operation. System specifications

are intended to establish what services are required from the system and the constraints on the system’s

operation and development. This stage is very delicate because errors at this point inevitably lead to later

problems in the system design and implementation.

In this research study, the researchers observed the following on system specification:

+ An estimate of whether the identified user needs may be satisfied using the current software and

hardware technologies and whether the proposed system is cost effective.

+ Deriving system requirements through observing the existing system, discussing with potential

users and procurers.

+ Defining a set of requirements and recording it to produce a requirements document.

22

+ Checking the requirements for realism, consistency and completeness. Errors in the requirements

document are inevitably discovered thus correcting them. The systems requirements document,

also known as the functional specification, should be precise. It may serve as a contract between

the system buyer and software developer.

System requirements

These were the requirements for the system as a whole rather than of its components. To obtain

the system requirements, the researcher consulted the management in order to obtain the actual

needs. The required properties included performance, reliability, usability, safety and security.

The success or failure of a system is often dependent on the system requirements and this was

taken into great consideration by the researcher.

The proposed system was mainly based on database management software and can be used on

any personal computer running on Linux, windows 98, windows 2000 windows XP operating

systems or above. The computer running the system should at least have a minimum of 1GHz of

CPU speed, 256MB of RAM or higher and 40GB of free hard disk space for better results on

performance. A screen resolution of 1024 X 800 is also recommended. There is a compulsory

need of having an anti-viral program, to detect and disinfect viruses that may affect stored

records. A Backup media is also needed to sustain data integrity and consistency in case of

system failure.

User requirements of the new system

These were the statements in natural language plus diagrams of what services the system was expected to

provide and the constraints under which it must operate.

The system will meet the following user requirements.

+ Update records.

+ Delete any records.

23

+ Edit and refresh records.

+ Add records that will need to be added into the system’s database.

+ Search for relevant records.

+ Generate reports both for guests and the billings

2 Security requirements

These specif~’ system behavior that is disallowed rather than the behavior that is expected of the system.

The following security checks will be observed:

+ Unauthorized users should not be allowed to access the database. This can be enhanced by use of

passwords and user names.

+ Relevant information should be made available to the relevant people.

+ Use of security measure such as firewalls and anti~virus to trap unwanted information that might

harm the system

Functional requirements

These are the statements of services the system should provide, how the system should react to particular

inputs and how the system should behave in particular situations. They explain what the system should do

and what it entails:

+ Produce reports of all guests.

+ Produce reports for bills and amount paid

+ Produce a list for the availability of rooms

+ Store and produce a list of all guest and their details that have stayed in the hotel

+ Query the data in the database.

+ Update, delete, refresh, exit and add are some of the functionalities that the system will have.

+ There is need for sufficient hard disk space to manage the system, at least 40GB.

24

+ Enough memory (RAM) is needed to ensure quicker and better responsiveness, at least

512MB.

Feasibility study

Developing a new system is expensive, to avoid wasting time and money on impossible dreams, once the

problem is defined the analyst the often conducts a feasibility study to determine if it can it be solved a

reasonable cost. The objective of feasibility study is to demonstrate that creating is technically,

economically and operationally feasible.

I Benefits of the Feasibility Study

+ The study assisted the researcher with coming up with a tentative problem statement and

objective.

+ After successfully completing the feasibility study I had no doubts that all that I had gathered was

enough to declare the new system worth developing.

.2 Feasibility report

The organization could afford the hardware, software and technical resources and were easily affordable

in the local market

The benefits that would be accrued from the new system outweighed the cost of developing, running and

maintaining it. The costs to be incurred include:

+ Equipment cost

+ Configuration and installation of hardware and software.

+ Personnel costs i.e. training users

25

CHAPTER FOUR

SYSTEM DESIGN

Introduction

This chapter encompasses the conceptual, logical and physical design of the proposed system. It deals

with the preliminary design then the detailed design. It as well includes diagrams which will facilitate the

users understanding of the new system. The purpose of this chapter is to develop a design of the intended

system.

Context model diagram

Hotelreservationsystem

Figure 2: context model diagram

27

Activity Diagrams

•)

Logical design

This was concerned with the conversion of logical records structures of a data model

supported by a database management system identifying entities and their matching

attributes and the relationship types determining the attributes domain. It involved the use of

entity relations diagrams.

Yes

Figure 3: Activity Diagram

28

Database design

Table structures

Table 1: Guest table

Reid Name Data TypeGuest ~dI AutoNumberRrst name TextMiddle name TextLast name TextGender TextNat~onahty TextAddress TextTel no Textpassport/id TextDate of arrival Date/limeRoom number Text

Table 2: Room

Reid Name Data Type_____________ TextRoom type TextRoom price NumberRoom state TextNo of beds Memo

Table 3: Bill Payment

Reid Name Data TypeAutoNumber

Guest id NumberDate paid Date/Time

• Amount ~aid Number

29

Table 4: Daily Room Bill

_____ Field Name Data Tyøe_____ AutoNumberGuest id NumberStay Date Date/TimeDays stayed Number

Table 5: Service

9eid Name Data Type

________ AutoNuniberService name Text~rice Number

Table 6: Service Delivery

I _____ ~ield Na ~e Data Type_____ AutoNumberService id NumberGuest id NumberDate Date/TimeQuantity Number

2 Entity Relationship Diagram

An entity relationship model is part of system development methodology that provides an

understanding of the logical data requirement of a system independently of the systems’

organization and process. It’s also reflects a static view of the relationship between different

entities

30

3;e~ r~c~:crcn~l umc

UsernarnePasswordUser Le~eI

Physical design

Physical design shows not only what a system does, but also how the system was physically

and technically implemented. It transforms the logical design material into real computer

work and describes how the logical structure is to be physically implemented in the target

database management system

This was the last stage of the design process. Its major objective was to implement the

database as a set of stored records, files, indexes and other data structures that will provide

31

First name Elr1idd~ nar~Last name L

Genderrlationalit~

VRoom t~peRoom priceRoom stateNo of beds Hct~ E~t~s~ls

~KDID A

Hotel NameHotel SloganHotel LocationHotel ~ddressHotel Tel UEmail

itre 4: Entity relationship diagram

adequate performance and ensure database integrity, security and recoverability. Physical

database design must be performed carefully since decisions made during this stage have a

major impact on data accessibility, response time, security, user friendliness and similar

factors. The following were the major inputs to physical design:

+ Logical data structures that were developed during the logical design like the relational data

models.

+ User processing requirements that were identified during requirements definition including

size and frequency of use of the database.

•• Characteristics of the database management system (DBMS) and other components of the

computer operating environment.

Activities involved in the physical database design

Data volume and usage analysis: The size and usage patterns of the database are

estimated. Estimates of the database size are used to select physical storage devices and

estimate the storage costs.

Data distribution strategy: There are different distribution strategies. In this research

hybrid data distribution strategy was considered. In this strategy, the database is portioned

into critical and non-critical fragments. Non-critical fragments are stored at one site while

critical fragments are stored at multiple sites.

File organization: This is a technique for physically arranging the record of files on

secondary storage devices.

The following were put into consideration: - constraints including physical characteristics of

the secondary storage devices, available operating system and file management software and

user needs for storing and accessing data. Indexed non-sequential method whereby records

32

are stored non-sequentially and full index required is the selected file organization

technique.

The selected file organization for the new system was influenced by the following factors:

+ Fast access for retrieval

+ High throughput for processing transactions

+ Efficient use of stolage space

+ Protection from failures or data loss

+ Minimizing need for reorganization

+ Accommodating growth

+ Security from unauthorized use

Indexes: Most database manipulations require locating a row that satisfies some condition.

An index is a table or other data structures that are used to determine the location of rows

in a table that satisfy some condition. Indexes may be defined on both primary key values

and non-key attribute values.

2 Data Input Design

Datalcommand is inputted using the mouse and keyboard. There is a provision for the user

to type on a provided space to search for something in the database. The user will interact

with the system using a simple and user friendly graphical user interface.

~3 Data Output Design

The system produced reports which were viewed via the computer screen or printed for use

in analysis and decision making by the relevant people. The reports had pie charts, bar

33

graphs and line graphs which help in visualizing the results for faster decision making.

Charts and graphs were the best methods to present summaries.

Conclusion

The chapter basically has exhausted the design process with all the diagrams that support

each design level. The next chapter will look into the implementation of the new system

34

CHAPTER 5

SYSTEM IMPLEMENTATION

Introduction

This chapter deals with how the new system will be implemented. It includes how the system operates

and supports the users. The program is tested, if it delivers the solution to the department, it can be fully

used to replace the shortcomings of the old system. The chapter also covers the different ways in which

the old system is converted to embrace changes brought by the new system developed.

Program Testing

This was intended to ensure that the system is consistent and conforms to its specification and

that the system meets the expectations of the users. Large systems, as the new system, are

built out of sub-systems which were built out of modules composed of procedures and

functions. The testing process was proceeded in stages where testing was carried out

incrementally with system implementation. The following were the stages to be followed:

.1 Unit testing: Individual components were tested to ensure that they operate correctly. Each

component was tested independently without other system components. The database units

were also tested in this stage.

.2 Module testing: A module encapsulates related components, thus tested without other system

modules. Each module was tested independently to check for bugs and efficiency.

.3 Sub-system testing: - A collection of modules were integrated into sub-systems and then

tested. This was concentrate on the detection of module interface errors by rigorous

exercising these interfaces.

35

.4 System testing: - The sub-systems were integrated to make up the system. This process was

concerned with finding errors that result from manipulated interactions between sub-systems

and sub-system interface problems. In addition, it was concerned with validating that the

system meets its functional and non-functional requirements and testing the emergent

system properties.

.5 Acceptance testing: - This was the final stage in the testing process before the system was

accepted for operational use. The system was tested with data supplied by the system

customer rather than simulated test data. Acceptance test was to reveal errors and omissions

in the system requirements definition because the real data exercise the system in different

ways from the test data. It was also to reveal requirements problems where the system

facilitates do not really meet the users’ needs or the system performance is unacceptable.

Project implementation

Project implementation is putting into effect a piece of research work.

To implement the system the following were done:

+ Acquire the installation of requirements e.g. hardware, software.

+ Data collection.

+ Planning analysis and project writing

+ System design and user training

+ System testing and review

+ System implementation and report writing

36

User interface

User guide will help the user in the implementation process. Following are a series of steps and

procedures on how to gain access and operate the new system.

.1. Login form

Afier running the system, login form appears (as shown below).The form prompts the user to enter

his/her name and password.

LoginForm

E~Ei E~i

If access is denied a prompt with an error message will be displayed as shown below

Hotel Rese~vatIon System ~

Incorrect Login Details

Figure 6: incorrectpassword

User nameYussuf

Figure 5:login form

37

The user is then required to click OK and the password form is again displayed which will prompt

the user to retype the login details...

?‘LB. The system is case — sensitive to the password.

After the user has typed the correct name and password, a message box (as shown below) will be

displayed showing that access is granted. The user then clicks OK button.

The following should appear

Hotel Reseiv~tion System ~

Accepted

EZ~EJ

Figure 7: password accepted

38

.2 Main menu form

When you enter a correct user name and password, the main menu form appears (as shown below).

This form provides access to all the forms and reports. The form has also CLOSE which when

clicked closes the form.

Hctsl Res vstan Systsm

Hote’ Reservation System

V

L~J

—‘V

W~S~Y~V 7~~

Guest j~ms S~r%icetI Service

Ii~W~iiy Repo~s~ Sesrch ForI Rooms rr ~a~JiRoom~U

Hotel L Login ~ d Closelilt registration fleteils Eletails

~

I~e1HJ1

Figure 8:main form

39

The main form buttons include:

3 Guest details form

Moharned

ddI*~~3 ~Yussuf

Abdullahi

Male

Somalir —

P.O.Box 200 KIa

A2

Available

s,ø~

[7 072334788~

Sunday Jun

k:tJr ~ew 4Ve

Figure 9: guest detail

Search: This button enable a user to search for rooms available in the hotel.

Rooms: This form has the details and specifications of all the rooms in the hotel

Bill payments: This form captures payments made the guests or customers in the hotel

Daily room bill: Contains the bill for the rooms

Services: The form contains all the services the hotel offers to its customers and their prices

Service delivery: the form contains the services delivered to particular guest and their quantity

40

.4 Also the system generates two reports as shown below:

4.1 The first report shows the entire guest who visited the hotel

HIDO4G HOTEL~GARl SSAP,O.BOX 1234~

GARISSA, KENYATEu*25471534a39~456B7a77,EMAILl thlo@hlddighotels.esmWeb she: hlddkjhoels.exee

First name Last name ~si~4~ Natlnnaflty Address6 Moharned Abdullah~ Male Somah P. OBox 200 KIa7 Yusssuf all Male kenyan 5757569 All Male wend defgd3S49 Said yusuf Male Ug ylfuGT

10 hygd hgg Femal dfgh hyduyg11 yueuwiu iseoa Fennel kenyan 75789mki12 siy~ ada Male kenyan 832ye44e8hd13 rnoihamed qyeqeuwqo Male kenvan s,l14 kaka ujasoxowol Male knb qyd20ovnn

Figure 10: guest report

IS1L6A £ssuottLj~ Data at a Room nuni072334788 234565432A 061271201 427.l.743743877436438h 061261201 432345654 ncv345654 061221201 44567765 4677ff9 061161201 67574676 f076567656 06/151201 427646567 66676 06125)201 AlO96487529 Sn9ul3w 06/09)201 AS89729370 9O3u20irjwe 00)241201 AS9874 au~uxqdh2o 64

41

4.2 The second report generates and calculates the bill

Gu St ID First N me: Mohartad Middle Name. Yussuf L Name: b utah:

Gender Male Nationality: Somali Tel No: 0 2334 88

Passportlid. 234565432A Date of errival: O.i/27)2O1O6

Room No Room Price Data Stayed Days Stayed Total Price Date Paid Amount Paid

Al 1,500.00 30-Jun2010 1 00 1.500 00 l-JLII-2010 1.900 00

Total Amount PaidTotal Room Bill

1,600,00 1,900.00

Total Guest BalanceService Name Price ~ Date Total PriceBreakfatt 200.00 5.00 2-Jun-2010 1.000.00 .,~

Total Servive Bill

1,000.00

Total Guest Bill

2,500.00

~ire 11: Bill report

User Training and Documentation

The implementation of the new system involves training individuals who will use the final

system and developing a documentation to aid the system users. It includes an audit to gauge

the success of the completed project.

The deliverable of the system implementation and project implementation is the operational

system that will enter the operation and support stage.

Users, who are the most important element of the new system, were trained on how to feed

in data, delete and update records. Various functions of the system were also explained to

the concerned users. The users were trained on how to generate and print reports when need

arises.

Technical termS were explained and a documentation of the system was provided to guide

the users. The documentation describes the new system and how to operate it. It includes the

42

system requirements and instructions. Included also are the terms and conditions and license

agreement of the new system.

Operation and Support

The operation and support stage comes in once the system is operating. System support is

the ongoing technical support for users as well as the maintenance required to fix any errors,

omissions or new requirements that may arise.

System support consists of the following ongoing activities.

Assisting the users: Regardless of how well the users have been trained and how good the

end user documentation is users will eventually require additional assistance because

unanticipated problems may arise or new users added in the organization

Fixing software defects (bugs): Software defects are errors that slipped through the

software testing.

o Recovering the system: A system failure may result in a program “crash” or loss of data.

Human error or hardware or software failure may have caused this. Researchers may then be

called to recover the system. That is, to restore the system’s files and databases and to restart

the system.

Adapting the system to new requirements

New requirements may include business problems; new user requirements; new technical

problems or new technology requirements which will need to be adapted into the new

system.

43

Conclusion

Conversion to the new system is a significant milestone. After conversion, the ownership of the system

officially transfers from the researchers to the end-users. The researchers completed this task by

carefully carrying out the conversion plan. The task involved the system owners, users and researchers.

The researchers who oversaw the conversion process facilitated it. The system owners provided

feedback regarding the new system that has been placed into operation. The system users provided

valuable feedback pertaining the actual use of the new system. They were the source of the majority of

the feedback used to measure the system’s acceptance. The researchers assessed the feedback received

from the system owners and users once the system was in operation. The feedback may stimulate

actions to correct identified short comings. Regardless, the feedback was used to help benchmark new

systems projects down the road. The key input to this activity was the conversion plan and the principal

deliverable was the operational system that was placed into production in the department.

The next chapter will summarize the research work. It will include the limitations of the study, the

recommendations and finally the conclusion.

44

CHAPTER SIX

RECOMMENDATIONS AND CONCLUSIONS

Introduction

The researcher carried out a detailed study of the case study with an aim of learning how the

current system runs, identify weaknesses and strengths. Data gathered was analyzed, and a

design document was developed which a customized application suiting the case study was

developed to tackle most if not all the problems mentioned.

From the research conducted, the researcher came up with the following conclusions and

recommendations based on the research objectives for this study, which are restated below.

Recommendations

Since the system is under operation for it to be implemented with fewer problems, it is recommended for

it to be run on windows XP operating system, hard disk size of at least 40GB and RAM size of at least

512MB

Functionality such as those that allow multiple access of the system can be implemented at a later stage to

further enhance usability

The researchers recommend that before the application is put into full use, it should be tested in a sample

field to estimate any bugs that may not have been identified at the time of development.

Password levels may be increased to higher levels depending on the confidentiality of the stored data. The

current system password level is basically low-level.

Since the system is in use, it should be run alongside manual files in order to prevent unexpected

embarrassments, that is, parallel conversion should be adopted for the system

45

Conclusion

Hotel reservation system is designed to respond to the needs of Hiddig hotels reservation department

and provide adequate information and reports to monitor and manage the hotel

The system has been developed with scalability in mind and can be re-developed or updated to new

requirements. This system can be updated to include other requirements that may come up as the

system requirements expand.

This system has not been pre-tested sufficiently to remove all the bugs that may not have been

recognized at the time of developing this application. Exhaustive testing needs to be carried out to

isolate these bugs and to make the system more robust.

Areas for Further Work

Since the system is under operation, the researchers will be involved in system support which includes the

following activities:

•~ Program maintenance

+ System recovery

+ Technical support

+ System enhancement

If opportunity allows, the researchers hope that the features that have not been implemented in this

application but were originally desired features will be taken into consideration in order to improve on the

efficiency, reliability and user friendliness of this system.

46

APPEDIX A:

Tame framework table:

2009 2010

Task Dec Jan Feb Mar Apr May June

Literature review

System planning

Requirements collection

Analysis

Design

Codding

Testing

Table 7: Time frame

47

APPENDIX B:

Budget table

ITEM QUANTITY COST PER UNIT TOTAL

Photocopying 500 50.00 25,000.00

Printing 300 50.00 15,000.00

Flash Disk (1 GB) 1 20,000.00 20,000.00

CDs 20 500.00 10,000.00

Miscellaneous 1 10,000.00 10,000.00

TOTAL COST 80,000.00

Table 8

APPENDIX C:

Interview Guide

1. Introduce yourselves

2. Get name of respondent

3. Inquire about the background of the hotel.

4. Find out the activities that take place in the hotel

5. Obtain information regarding the hierarchy of the hotel.

6. Make inquiries on how the hotel captures and stores information.

7. Thank you for the valuable information. We assure you that it shall only be used for the purpose

mentioned and no other.

49

APPENDIX D

Questionnaire

Dear respondent,

I am a student of Kampala International University, carrying out a research concerning the reservation

wing of Hiddig hotel. We kindly request you to fill the questionnaire below to facilitate this research

study to the success and of help to the society. Your information will be treated with confidentiality and

will be highly appreciated.

Much regards,

Yussuf Abdullahi Mohamed.

1. When and by whom was the hotel founded?

2. What is the hierarchy of this hotel?

3. With which methodology do you use to capture and store information?

Manual Computerized (Tick where appropriate)

50

4. What are some of the challenges that you face while undertaking these procedures?

5. Is there any step that has been taken as a remedy to the challenges faced?

Yes No (Tick where appropriate)

6. If yes, please state it (them).

7. What are the fields that make up your records?

8. Do you have back-up copies for your records?

Yes (Tick where appropriate)

51

9. If yes, state the kind of information you back up.

10. How often do you have your records updated?

Afteranyear Aftersixmonths

(Tick where approp~

After one month Regularly

11. Do you have specialized record keeping staff?

Yes No

12. If yes what are some of the activities they perform and how do you ensure that every record is

where it is supposed to be?

13. Other than dealing with reservations, are there any other activities that take place in this hotel?

Your response is highly appreciated. Thank you.

52

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www.wikipedia.com.

www.hiddighotel.com

53