Documentation

Assignment

1. Definition of problem

The Bridge hotel wishes to set up an automated booking system. The system will

store details on customers, rooms available, prices and bookings. The system is to

produce reports on bookings, room availability and customer invoices.

2. Analysis

Jenny is the hotels booking secretary.

A) Interview with Jenny

Q. How do you store this information at present?

Jenny: It's all on paper. Basically I keep a large diary and write down each

booking in the appropriate dates.

Q. What is the procedure when someone rings up to book a room?

Jenny: I ask what dates they would like, then I look in the diary at what rooms,

if any, are available on those dates. If there are then I tell them the types of

rooms that are available and the prices. Once they've chosen a room type I

take their details, write these down in a customer book and book an

appropriate room in the diary.

Q. What about cancellations?

Jenny: I simply cross them out in the diary. It can get a bit messy sometimes.

Q. Have rooms ever been double booked by mistake?

Jenny: Yes. As I said before, the diary can get a bit messy and mistakes can be

be made. We have had to ask other hotels to take in our customers. We hope

that wouldn't be a problem if we computerised the system. Another thing that

would be nice is if we could print a sheet out each day so we can see at a

glance what rooms are to be made ready for that day and customer details.

Q. What about creating customer invoices?

Jenny: We have an invoice book. We look at the diary at what room was booked,

The price, and how long they booked it for. We then work out the cost by

hand.

Q. How much experience do you have of computers?

Jenny: I did a basic course a year ago.

Q. What computer facilities do you have at present?

Jenny: We have a new PC with a printer.

B) Current System

Bookings are made by phoning the desk and the details are entered by hand.

Cancellations are made in the same way by simply crossing out the entry.

Issuing instructions for the rooms to be made ready that day are written by hand

with the information gained from the diary.

Customer invoices are calculated and written by hand.

Present problems

Searching for available rooms can be time consuming.

Rooms could be double booked.

The issuing of the days requirements could be mistaken.

If there are any changes then they are written by hand.

Mistakes could be made in calculating costs.

C) End user requirements

Reduction of paperwork needed

Production of reports and lists

Easy to use

Speedier method of booking

Keep customer records

Produce invoices.

D) Information:

Each room has a number. There are three types of rooms, family, double and single.

The hotel charges the customer by per person per night. They can be on any of

three floors and some have satellite tv.

The hotel closes from December 22nd until January 7th.

You must produce:-

1. Entity relationship diagram.

2. Implement the relational database.

3. Create all required forms, queries and reports.

4. Your database must be documented.

Note. Any assumptions must be stated and justified.

The Bridge Hotel

Room Details

The bridge Hotel has three floors providing a total of 30 guest rooms – the numbering convention for those rooms is typical of

most hotels so that rooms situated on the ground floor are numbered from 101 onward – on the first floor from 201 onward and

on the second floor from 301 onward. Each floor has 10 rooms.

The ground floor comprises an equal number of single and family rooms – family rooms may accommodate up to 4 people with

1 double bed and 2 single, rollaway beds and a cot may also be provided for a baby (4+1).

The first floor comprises an equal number of single and double rooms.

The second floor consists of an equal number of double and twin rooms – twin rooms contain 2 single beds as opposed to double

rooms, which contain 1 double bed.

All double, single and twin rooms include satellite TV with a pay per night option and a mini bar – the family rooms do not, but

do include a TV with video/dvd and the option to hire a games console and games over night.

Single and twin rooms offer internet access for business guests at a small nightly rate.

There are 2 fully equipped conference rooms and 1 larger function room (with bar and service to kitchen).

Tariff

All prices shown are per night:

Rooms

Single Room £35

Double Room £55

Twin Room £55

Family Room (up to 4) £75

Family Room (4+1) £85 (includes cot)

Optional Meals Included

Breakfast (pppn) £10

All Meals – Set Menu (pppn) £30

Other Options

Satellite TV (pay per night) £10

Games Console and Game Hire £10

Internet Access £5

Function room and conference rooms are hired at an hourly rate:

Conferences and Functions

Conference Room (per hour) £40

Function Room (per hour) £80

Service Staff (person per hour) £10

Contents

Analysis Page 2

User Requirements Page 2

Analysis Notes Page 3

Technical Documentation Page 4

Test Plan / Test Results Page 32

User Guide Page 36

Conclusion & Future Page 46Developments

Additions / Appendix Page 47

Example Invoice Appendix AAdditional Designs Appendix BBridge Hotel Logo Appendix C

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Analysis

Problem:

The bridge hotel wishes to set up an automated bookings system. Thesystem will store details on customers, rooms available, prices andbookings. The system is to produce reports on bookings, room availabilityand customer invoices.

Current System

Paper based Bookings made by phone – details entered by hand into the diary Cancellations done by crossing out the entry Instructions for room preparation written by hand, which is

extracted from the diary Customer invoices are calculated and written by hand

Problems with present system

Searching for available rooms time consumingRooms could be double bookedInstructions for room preparation can be mistakenAny changes are written by hand, and could make it unreadable,resulting in mistakesCustomer invoices calculated and written by hand, again possiblemistakes with the calculations could be made

User Requirements

Has to be easy to use Booking has to be faster Keep customer records Produce Invoices for the customers Produce reports showing what rooms are to be made ready or

cleaned for a specific day. No Double-bookings permitted in the system Cancellations can be done easily decrease paperwork

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Analysis Notes: Information about the hotel

Hotel:

Each room has a number Three types of Room

o Familyo Doubleo Single

Charges per person per night Can be on any of the three floors Some have satellite TV 2 conference rooms 1 function room

Ground Floor: (Room Numbers 101-110) 5 Single Rooms 5 Family Rooms

First Floor: (Room Numbers 201-210) 5 Single Rooms 5 Twin Rooms

Second Floor: (Room Numbers 301-310) 5 Double Rooms 5 Twin Rooms

Dates:

The hotel is closed 22nd December to January 7th

Rooms:

All Double, Single & Twin rooms include Satellite TV (pay per night option)& minibar (except the family room – which just has the TV and option tohire games console/games)

Internet access available to Twin and Single Rooms at nightly rate

Prices

Conferences and FunctionsConference Room (per

hour)£40

Function Room (perhour)

£80

Service Staff (person perhour)

£10

RoomsSingle Room £35

Double Room £55Twin Room £55

Family Room (up to 4) £75Family Room (4+1) £85 (includes cot)

Optional Meals IncludedBreakfast (pppn) £10

All Meals – Set Menu(pppn)

£30

Other OptionsSatellite TV (pay per

night)£10

Games Console andGame Hire

£10

Internet Access £5

Technical Documentation

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Contents

DATA DICTIONARY 6

SPLITTING INTO THE VARIOUS ENTITIES (TABLES) 6

DATA DICTIONARY / ENTITIES LIST (IN ATOMIC FORM) 7

CUSTOMER 8BOOKING 8CREDIT CARD 8ROOMS 9

VALIDATION 9

INPUT (USING INPUT MASKS) 9

ENTITY RELATIONSHIP DIAGRAM (ERD) 12

FORM DESIGN 13

STRUCTURE OF DATABASE 13INITIAL START UP SCREEN (MAIN SCREEN) 14CHECK ROOM AVAILABILITY FORM 14CREDIT CARD ENTRY FORM 15CUSTOMER DETAILS FORM 16BOOKING FORM 17

BOOKING FORM DESIGN NOTES: 18

ADDITIONAL NOTES (FOR ALL FORMS) 18

INVOICE DESIGN 19

HI-FI DESIGNS 21

MAIN SCREEN (MENU) 21

ROOM AVAILABILITY FORM 22

CUSTOMER DETAILS FORM 23

CREDIT CARD FORM 23

CREDIT CARD FORM 24

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BOOKING FORM 25

REPORTS FORM 26

ERD PRODUCED IN ACCESS 27

Data Dictionary

Field Name Data types

CustomerName

Text

Address Text

Post Code Text

TelephoneNumber

Text

BookingNumber

AutoNumber

Arrival Date/Time

Checkout Date/Time

RoomNum Number

PricePerNight Currency

Room Type Drop DownMenu

Cot Yes/No

Satellite TV Yes/No

Games Console Yes/No

Internet Access Yes/No

Breakfast Yes/NoAll Meals Yes/No

Credit CardNumber

Text

Credit cardExpiry Date

Date/Time

Here is a list of all the attributes that I have identified. Thisdatabase needs to be normalised so that there is no redundant dataand any unnecessary repeated entities are removed to ensureintegrity of the database. On the following pages are shown how thedatabase is normalised.

Splitting into the various entities (tables)

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Field Name Data types

CustomerName

Text

Address TextPost Code Text

TelephoneNumber

Text

BookingNumber

AutoNumber

Arrival Date/Time

Checkout Date/Time

Room Type Drop DownMenu

Cot Yes/No

Satellite TV Yes/NoGames Console Yes/No

Internet Access Yes/No

Breakfast Yes/No

All Meals Yes/No

Credit CardNumber

Text

Credit cardExpiry Date

Date/Time

Room Number Number

Room Type Text

Price Per Night Currency

The table is colour coded to represent the different entities (four entities).

Data Dictionary / Entities List (in atomic form)

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From the table above I have included I have included additionalattributes to make the entities atomic attributes , which means thatthe attributes can not be broken down any further, for example theaddress attribute is broken down in address line 1, address line 2,Town.

Customer

Booking

Field Name Data Type Field Size\Key

BookingID Auto Number Primary Key

Arrival Date\Time (Shortdate)

N/A

Checkout Date\Time (Shortdate)

N/A

CustomerID Number Foreign key

RoomNumber Number Foreign key

Nights Cot required Number N/A

Nights Satellite TVrequired

Number N/A

Nights GamesConsole Required

Number N/A

Nights InternetAccess required

Number N/A

Nights Breakfastrequired

Number N/A

Nights All Mealsrequired

Number N/A

Hours Required Number N/A

Staff Required Number

Credit Card

Field Name Data Type Field Size \ Key

CustomerID Auto Number Primary Key

FirstName Text 30

LastName Text 30

AddressLine1 Text 30

AddressLine2 Text 30Town\City Text 30

PostCode Text (use input mask aswell) (10)

Telephone Text (use input mask aswell) (13)

CreditCardNumber Number Foreign key

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Field Name Data Type Field Size\Key

CreditCardNumber Text 20 (Primary Key)

ExpiryDate Text (short date)

CardHolderName text 30

Rooms

Validation

Table Field Name Validation Rule ValidationText

Booking ArrivalDate Not Between#22/12/05# And#07/01/06#

"Hotel isclosed onthis day -please tryanotherdate"

Input (using input masks)

Table Field Name Input Mask Place Holderused

Customer PostCode >LL00\ 0LL;;_ _

Customer Telephone \(9999")"00090009;;_

_

Queries (on the following pages)

Field Name DataType

Field Size\Key

RoomNumber Number (Primary Key)

RoomType Text(ComboBox)

(“Single/Double/Twin/Family/Confrence/Function)`

PricePerNight Currency n/a

CotAvalable Yes/No

SataliteTVAvailable Yes/No

GamesAvailalable Yes/No

InternetAvaliable Yes/No

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QueryDescription

Criteria Fields & Tables to include ReportsProduced

RoomsReserved

PARAMETERS [Please enterarrival date] DateTime,[Please enter checkoutdate] DateTime;SELECT Booking.Room,Booking.Arrival,Booking.CheckoutFROM BookingWHERE (((Booking.Arrival)Between [Please enterarrival date] And [Pleaseenter checkout date]-1))Or ((([Checkout]-1)Between [Please enterarrival date] And [Pleaseenter checkout date])) Or(((Booking.Arrival)<[Pleaseenter arrival date]) And(([Checkout]-1)>[Pleaseenter checkout date]-1));

Booking No

Checksroomavailability(usesRoomsReservedQuery

SELECT Rooms.RoomNumFROM Rooms LEFT JOIN[Rooms Reserved] ONRooms.RoomNum=[RoomsReserved].RoomWHERE ((([RoomsReserved].Room) Is Null));

Rooms table & Rooms Reservedquery

No

RoomsAvailableand Roomtype

None (combines RoomsAvailable query and Roomstable

Rooms table and RoomsAvailable

No

invoicedetails for areport

of Staff, Breakfast, SetMeals, Arrival, Checkout

BookingRooms Credit Card Number, FirstName, Surname, Address line 1,Address line 2, Town, Postcode,Telephone Number, Booking ID,Customer Number, Room Num,PricePerNight, Cot, Satellite TV,Games console and game hire,Internet Access, , Number of hoursneeded, Number

Yes

Whichrooms needcleaning orpreparingfor newguest

Arrival=Date() Bookings Rooms Room type,Arrival, RoomNum

Yes

Which Checkout = Date() Bookings, Rooms Yes

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rooms needcleaning forguestdeparture

Room type, checkout, Room Num

Daily RoomClean

Bookings, Rooms RoomNum,Room Type, Arrival, Checkout

Yes

RoomsQuery(shows thefeaturesavailable inthe room

RoomNum [Enter RoomNumber]

RoomsRoomNum,Type,Intenret,Cot,meals,Breakfasts, games console, satalite

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Entity Relationship Diagram (ERD)

From the Entity Relationship diagram we can see that this is in third normal form because I have made sure there is no repeating attributes, Ihave created a separate entity for each group of related data each with their own primary key these are necessary to make it into first normalform. To then to make it into second normal form I have created relationships between tables using foreign keys. Finally to make it into thirdnormal form I have ensured that all attributes that are not dependent upon the primary key have been removed.

Booking

BookingIDArrivalCheckoutCustomerID*RoomNumber*Nights Cot requiredNights Satellite TV requiredNights Games Console requiredNights Internet AccessrequiredNights Breakfast RequiredNights All Meals RequiredHours RequiredStaff Required

Customer

CustomerIDFirstNameLastNameAddressLine1AddressLine2Town\CityPostCodeTelephoneCreditCardNumber*

Credit Card

CreditCardNumberExpiryDateCardHolderName

Rooms

RoomNumberRoomTypePricePerNightCotAvalableSataliteTVAvailableGamesAvailalableInternetAvaliable

Key

Text in italics = primary key* = foreign key

OneOne

One

Many

Many

Many

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Form Design

Structure of database

CheckRoomAvailabilityForm

Enter NewCustomerForm

Credit CardDetailsForm

ReportsForm(Containscleanersdaily reportetc)

Logo

Quit button

Booking

Main Menu

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Initial Start up Screen (main screen)

Check Room Availability Form

Check Room Availability

QuitReports

Credit CardDetails

Booking

Customer Details

CommandButtons

Label

List Box (From the Rooms andRoom Type Query – displays therooms and room’s typeaccording the dates entered inthe query)

Room Availability

Form caption

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Credit Card Entry Form

Credit Card Entry Form

Card Number

Expiry Date

Card Holders Name

Add Credit Card

To add a new Credit Card,click 'Add Credit Card'Button. To delete a CreditCard, press the button withthe rubbish bin on. ToNavigate the Credit Cards,use the arrows to cyclethrough

Command button addsnew Credit Card Record

Deletes the currentrecord

Navigationcommandbuttons

Onscreen instructions

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Customer Details form

Customer Details Form

First Name

Last Name

Address Line 1

Address Line 2

Town / City

Postcode

Telephone

Add Record

Create a newBooking (add record)

Delete currentcustomer (record)

Navigation Buttons

Credit Card No.

Lookup wizard of thecredit card number(showing number,expiry data and CardHolders name)

To add a new customer, click 'AddCustomer' Button. To delete acustomer, press the button with therubbish bin on. To Navigate theCustomer Records, use the arrowsto cycle through.

On screen instructions (label)

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Booking Form

Booking Form

Customer ID

Arrival

Checkout

Credit Card No.

Room Number

Check Availability

Command Button to Runthe Room Availability form

1

2

3

Nights CotRequired

No. ofBreakfasts (pernights)

No of Set Meals(per night)

Internet (Pernight)

Satellite TV(Per night)

GamesConsole (Pernight)

Staff Required

Hours Required

Conference / Function Rooms only

Add Record

Create a newBooking (add record)

Delete currentbooking (record)

Navigation Buttons

To Create a new Booking, click on the 'NewBooking' Button below. To Delete the currentBooking, click the rubbish bin button. Tonavigate the bookings, click the arrows to cyclethrough the bookings

Additional help/ Troubleshooting can be foundin the User Guide provided

On Screen instructions(Label)

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Booking form Design notes:

1. Drop down combo box (Lookup wizard) showing the CustomerID, First Name, Last Name and Postcode (from the Customertable). This enables the user to easily see which customerthey are using. (the other details are hidden once theCustomer number is selected)

2. Drop down combo box (Lookup wizard) showing the CreditCard number, expiry date and card holders name (from thecredit card table) This enables easy viewing of the Credit carddetails, so the bookings are more accurate because the usercan see the full card details (the other details are hidden oncethe card number is selected)

3. Drop down combo box (Lookup wizard) showing the RoomNumber, Room type and Price Per Night (from the Roomstable).

Additional Notes (for all Forms)

Most of the data entries fields have help text, so that when the usermoves the mouse pointer over the field, then a brief description isdisplayed in the status bar.

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Invoice Design

Query to get the Report

Invoice (Report) Design (Using Wizard: layout Justified)

Design of the report on the following page

QueryDescription

Criteria Fields & Tables to include ReportsProduced

Invoice RoomNumber =[EnterRoomNumber]

Checkout= date()

SELECT Booking.Arrival, Booking.Checkout,Rooms.RoomNum, Rooms.RoomType,Rooms.PricePerNight, Booking!Checkout-Booking!Arrival AS NoOfNights,[NoOfNights]*Rooms!PricePerNight ASAccomodationCost,Booking![SataliteRequired(nights)]*10 ASSatelliteTV, Booking![GamesRequired(nights)]*5 ASGamesConsole,Booking![InternetRequired(nights)]*5 AS Internet,Booking![CotRequired(nights)]*10 AS Cot,Booking!FullMeals*30 AS FullMeal,Booking!Breakfast*10 AS Breakfast,[AccomodationCost]+[SatelliteTV]+[GamesConsole]+[Internet]+[Cot]+[FullMeal]+[Breakfast]*1.175 ASTotalVATFROM Rooms INNER JOIN Booking ONRooms.RoomNum = Booking.RoomWHERE (((Booking.Checkout)=Date()) AND((Rooms.RoomNum)=[Enter Room Number]));

Yes

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Bridge Hotel Logo

Customer Invoice

Arrival: Checkout:

Room

Room No. Room TypePrice per Night £Number of Nights stayed:

Accommodation Cost: £

Extras

Satalite TV £Games Console £Internet £Cot £Full Meals £Breakfast £

Total Inc VAT £

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Reports for Queries

Query Layout

DailyRoomClean

Columnar (sorted ascended by room date)

Roomsto Cleanwhenguestleaves

Columnar (sorted ascended by room date)

Roomstopreparefor guestarriving

Columnar (sorted ascended by room date)

Hi-fi designs

Main Screen (menu)

Command Button opensvarious forms

Saves and quits the database

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Room Availability Form

List of available rooms based on the datesinput. (In this case 12/12/05 and 13/12/05)

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Customer Details Form

Credit Card Form

Command button addsa new Customer

Command buttondeletes the currentrecord

Command buttons tomove forward orbackwards through therecords

Onscreeninstructions

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Credit Card Form

Onscreen Instructions

Command button adds newrecord

Deletes currentrecord

Command buttons to moveforward or backwardsthrough the records

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Booking Form

Command button runs Room Availability Form (seeabove)

Runs a query to show the featuresavailable in each of the rooms (seeadditional designs)

On screeninstructions

Command button addsa new booking(record)

Deletes the currentbooking (record) Command buttons to move

forward or backwardsthrough the records

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Reports Form

Command buttons show the various reports

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ERD Produced in Access

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Total Price (includingVAT at 17.5%)

Breakdown of any additional charges to theroom such as satellite TV, games consoleetc (charged per night)

Accommodation Cost (no. ofnights multiplied by roomcost)

Sample Invoice

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Sample Report: Daily Room Cleaning (14th December 05)

Guest arrivaldate

Guest departure date

Room Number

Room type

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Sample Report: Guests Arriving Today (14th December 2005)

Room Number

Room Type

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Sample Report: Rooms to Prepare for Guests leaving (15th December 2005)

Roomnumber Room Type

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Test Plan / Test Results

My test procedure to test this database is to verify each componentof the database. This is done by checking to see if the actualoutcome of the test is the same as the expected, for instance, whentesting command buttons, that the expected operation, such asloading a form, is executed. I will be recording the tests in the tablebelow, with space for any comments.

TestNum

Test Description Test Data ExpectedResult

ActualResult

Comments

1 Testing to see if thedatabase loads andshows the main menu

N/A Database toload and showmenu

Databaseloaded andmenudisplayed

2 Booking FormCheck that hotel cannot be booked during22nd December toJanuary 7th

22/12/05 Error Messagesaying “HotelClosed on thisday”

Messagesaying “HotelClosed onthis day”

3 Booking FormCheck that rooms cannot be booked during22nd December toJanuary 7th

31/12/05 Error Messagesaying “HotelClosed on thisday”

Messagesaying “HotelClosed onthis day”

4 Booking FormCheck that rooms cannot be booked during22nd December toJanuary 7th

07/01/06 Error Messagesaying “HotelClosed on thisday”

Messagesaying “HotelClosed onthis day”

The validation is onlyfor the year 05/ startof 06. the databaseneeds to be changedaccording to the year

5 Booking FormCheck that the roomscan be booked anyother date apart fromthe specified closingdate

11/04/05 No messagesto be displayed

NoneDisplayed

OK

6 Rooms AvailableQuery

12/12/05 All Apart fromroom 120 Free

All Apartfrom room120 Free

7 Main menuTest if the check roomavailability commandbutton works correctly

N/AInput boxrequesting toenter thearrival date

Input boxshown askingto enter anarrival date

8 Main menuTest if the quitcommand button exitsthe database

N/A Database Exits Databaseexited

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9 Main menuTest if the ‘View / AddCustomer’ commandbutton works correctly

N/A CustomerDetails form tobe displayed

Customerdetailsformeddisplayed

10 Main MenuTest if the ‘View / AddCredit Card’Command buttonworks correctly

N/A Credit CardDetails form tobe displayed

Credit CardDetails formdisplayed

11 Main MenuTest if the ‘View / AddBooking’ Commandbutton works correctly

N/A Booking formto be displayed

Bookingformdisplayed

12 Main MenuTest if the ‘Reports’commands buttonworks correctly

N/A Reports formto be displayed

Reports formdisplayed

13 Check RoomAvailability (whencommand buttonclicked on main menu)

N/A Input box to bedisplayedrequestingarrival date

Input boxdisplayed

13 Check RoomAvailability

12/12/05 Input boxrequestingcheckout dateto be displayed

Input boxdisplayed

14 Check roomavailability

15/12/05 All roomsapart fromroom 110 and108 to beavailable

All roomsapart fromroom 110 and108 available

This is based on 7bookings (Room 110booked from 12/12/05to 15/12/05 and Room108 booked from14/12/05 to 17/12/05)

15 Customer Details FormTest if the deleterecord commandbutton works

N/A CurrentRecord to bedeleted

CurrentRecordDeleted

16 Customer Details FormTest if the add newrecord commandbutton works

N/A A new recordto be created

New RecordCreated

17 Customer Details FormTest if the forwardcommand buttonworks

N/A The nextRecord to beshown

Next RecordShown

18 Customer Details FormTest if the ‘previous’command buttonworks

N/A The previousrecord to beshown

PreviousRecordShown

19 Credit Card DetailsFormTest if the delete

N/A CurrentRecord to bedeleted

CurrentRecordDeleted

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record commandbutton works

20 Credit Card DetailsFormTest if the add newrecord commandbutton works

N/A A new recordto be created

New RecordCreated

21 Credit Card DetailsFormTest if the forwardcommand buttonworks

N/A The nextRecord to beshown

Next RecordShown

22 Credit Card DetailsFormTest if the ‘previous’command buttonworks

N/A The previousrecord to beshown

PreviousRecordShown

23 Booking FormTest if the deleterecord commandbutton works

N/A CurrentRecord to bedeleted

CurrentRecordDeleted

24 Booking FormTest if the add newrecord commandbutton works

N/A A new recordto be created

New RecordCreated

25 Booking FormTest if the forwardcommand buttonworks

N/A The nextRecord to beshown

Next RecordShown

26 Booking FormTest if the ‘previous’command buttonworks

N/A The previousrecord to beshown

PreviousRecordShown

27 Booking FormTest if the CheckAvailability commandbutton works

N/A Input box to bedisplayedrequestingarrival date

Input boxdisplayed

28 Booking FormTest if the ‘Featuresavailable in rooms’command buttonworks

N/A Input box to bedisplayedrequestingRoom Number

Input boxdisplayed

29 Reports FormTest if the ‘DailyRoom Cleaning’command buttonworks

N/A Report fordaily roomcleaning (inprint preview)to be shown

Report fordaily roomcleaning inprint previewshown

30 Reports FormTest if the ‘Rooms toPrepare for guests

N/A Report forRooms toPrepare for

Report forRooms toPrepare for

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arriving’ commandbutton works

guests arriving(in printpreview) to beshown

guestsarriving inPrint previewshown

31 Reports FormTest if the ‘Rooms toclean for guestsleaving’ commandbutton works

N/A Report forRooms toclean forguests leaving(in printpreview) to beshown

Report forRooms toclean forguestsleaving inPrint previewshown

32 Reports FormTest if the ‘Invoice’command buttonworks

N/A Input boxrequesting theroom number

Input boxrequested

Testing for thiscontinues to ‘33’

33 Reports FormTest if the ‘Invoice’command buttonworks

110 (roomnumber)

Report of theInvoice (inprint preview)to be shown

Report of theInvoice inPrint previewshown

See Print out(Appendix A) foractual invoice (basedon the current date –only prints out for thatroom)

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Bridge Hotel Database User Guide (rev 1.1)

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CONTENTS

INTRODUCTION TO THE DATABASE 38

DESCRIPTIONS OF THE FIELDS IN THE DATABASE 38

ENTERING DATA INTO THE DATABASE (USING THE TABLE) 39

MAKING A BOOKING: 40

STEPS INVOLVED IN MAKING A BOOKING: 40

2. ENTERING CUSTOMER DETAILS 41

3.CREATING A BOOKING 42

CHECK ROOM AVAILABILITY (EXAMPLE) 43

VIEW REPORTS 44

PRODUCE A CUSTOMER INVOICE 45

EXITING THE DATABASE 45

GLOSSARY OF TERMS 45

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Introduction to the database

This database is designed to be an easier to use booking system for the bridge hotel.

Descriptions of the fields in the database

Customer

Booking

Field Name Data Type Field Size\Key

BookingID Auto Number Primary Key

ArrivalDate Date\Time (Short date)

N/A

DepartDate Date\Time (Short date)

N/A

CustomerID Number Foreign key RoomNumber Number Foreign key

CreditCardNumber Number Foreign key

Cot Yes/No N/A

Satellite TV Yes/No N/A

Games Console Yes/No N/A

Internet Access Yes/No N/A

Breakfast Yes/No N/A

All Meals Yes/No N/A

Hours Required Number N/A

Field Name Data Type Field Size \ Key CustomerID Auto Number Primary Key

FirstName Text 30

LastName Text 30

AddressLine1 Text 30

AddressLine2 Text 30

Town\City Text 30

PostCode Text (use input mask as well) (10)

Telephone Text (use input mask as well) (13)

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Conference Room Hours Required Function Room

Number N/A

Staff Required Number N/A

Credit Card

Field Name Data Type Field Size\Key

CreditCardNumber Text 20 (Primary Key)

ExpiryDate Text (short date)

Room

Field Name Data Type Field Size\Key

RoomNumber Number (Primary Key)

RoomType Text (Combo Box) (“Single/Double/Twin/Family)`

Entering Data into the Database (using the table)

Once Microsoft Access has loaded, you are presented with the following screen.

Click on the command buttons to

view the various forms

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Making a Booking:

Note: Prior to making a Booking, the Customer Details and Card details should be entered first (unless the customer is a returning customer)

Steps involved in making a booking:

1. Enter Customer Credit Card Details (not required if a returning

customer) 2. Enter Customer Details 3. Create a booking

1. Entering Credit Card Details From the main menu, click View/ Add Credit Card Detials The following form will be displayed:

Click the

command button to

enter a new credit

Card

Click to delete

the current

Record Use these commands

buttons to cycle through

the customer detail

records.

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Enter the card number in the card number box (this is in format that will only allow up to 20 digits). Enter the Expiry date and card holders name in the spaces provided.

2. Entering Customer Details

From the main menu, click View/ Add Customer Records The following form will be displayed:

Enter the customer details in the boxes provided. Select the customers previously entered credit card number from the drop down menu.

Click the command

button to add a new

customer Click here to

delete the

current record

Use these commands buttons to cycle through

the customer detail

records.

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3.Creating a Booking

From the main menu, click View/ Add Booking The following form will be displayed:

To check Room availability, click the Room availability Button. This brings up a separate window with the available rooms. If you are unsure of the features available in rooms, click on the features available in rooms command button. This also brings up a separate window, showing what features are available for that room number you entered. As with the Customer Details/ Credit Card Details form, click new booking command button to create a new booking. Click the rubbish bin command button to delete the current record. And use the navigation buttons to navigate through the booking records.

Important note: Credit Card Details MUST be entered

before you enter the customer details.

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Check Room Availability (Example)

From the main menu, click on Check Room Availability command button The following Screen will be displayed:

Enter the arrival date in the DD/MM/YY format After you have done that, the following screen will be displayed

Again, enter a checkout date in the DD/MM/YY format. After a few seconds, the rooms available during these dates are shown on the following page:

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View Reports

On this database, you can view the Cleaners reports where it shows the various cleaning tasks that the cleaners perform.

Click on the

command button to

view the report

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Produce a customer invoice

From the same menu (reports) Click on the ‘Invoice’ command button. This will bring up a dialogue box asking to input the room number. Enter the room number and the

invoice is shown, (with the option to print by clicking on the on the toolbar)

Exiting the Database

Click on the quit command button on the main menu. This saves and closes the database.

Glossary of Terms

Query A query is a question that you ask about the data in your table. Reports from the queries can be produced. Record A record is all of the information collected about a specific event, thing, product, or person, (such as a customer record). Report A report is used to show and print selected information from a table

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Conclusion & Future Developments

Conclusion

In conclusion, this database met the user requirements as it wasmuch easier to use than a paper based system, customer recordscan be kept, and achieved (the validation needs to be adjustedaccording to the year). Also the possibility of making mistakes withthe invoice has been eliminated as, as query has been produced,therefore calculations don’t have to be done by hand. The likelihoodof a double booking has been eliminated as the database showsonly the vacant rooms on the given day (using the query).

Future Developments

There are several things that could be improved upon to make. Thisis due to running out of the given time.

The improvements are:

On the query for the rooms available, at present, there is novalidation to show that the hotel is closed during the specifieddate (it is present on the booking form), so adding validationwill show that the hotel is closed during those dates, ratherthan the user finding out that it is closed when entering it inthe booking form.

The system for booking conference/ function rooms to beimproved, including creating a separate query to produce ainvoice for the bookings of a conference/ function.

In addition to the current validation, make it so that checkoutdate is greater than or equal to the arrival date. Thiseliminates errors in booking where the checkout is before thearrival date.

Another possible component to add to the database is on thebooking form, include a search button, so that the user cansearch for a specific booking, rather than using thenavigational buttons which could be time consuming if thereare a lot of bookings.

An improvement for the invoice could be that a uniquenumber (sequential) for each invoice is created.

Total Price (includingVAT at 17.5%)

Appendix A – Customer Invoice (from Testing)

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Appendix B

Additional Designs (added after initial designs to improve usability)

Booking Form

Added Command button to run a query (Room Query) to show whatfeatures are in a room (such as Satellite, Cot etc)

Room Query

QueryDescription

Criteria Fields & Tables to include ReportsProduced

As above RoomNum [Enter Room Number] RoomsRoomNum, RoomType, Cot AvailableSatellite Available, Internet Available, PricePer Night, Games Console Available

No