Manual

Jeebun Laxmi Natasha 0513644

Govinden Sara 0514538

Dosemahamed Sufyaan 0510158

Boolaky Vidoushee 0510646

Beelatoo Vikash 0511524

MANAGEMENT WITH INFORMATION SYSTEMS

Introduction to Information Systems [CSE 1006]

Hotel Management Information System

USER DOCUMENTATION

Lecturer: Miss S.J. Adeline Date: 05 May 2006

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Hotel Management Information Systems

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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524

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TABLE OF CONTENTS

Page

1. Introduction 1

2. Problem Recognition 2

3. Proposed solution/ System Planning 4

4. User Requirement 5

5. System Analysis & System Design 5

6. Conclusion 11

List of Figures:

Figure 1 6

Figure 2 7

Figure 3 8

Figure 4 9

Figure 5 10

HOTEL MANAGEMENT INFORMATION SYSTEM

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©2006 Jeebun L.N. 0513644 Boolaky V. 0510646 Dosemahamed M.S. 0510158 Govinden S. 0514538 Beelatoo V. 0511524 1

1. INTRODUCTION

The world is changing at a very fast pace; yesterday’s technology and information

systems are becoming obsolete overnight. What was being used yesterday can no more be

used in this competitive environment, as it leaves its users at a disadvantageous position.

The hotel industry is no exception to this cutthroat environment. This implies that any

hotel should be able to adopt new technology and new systems to facilitate its day-to-day

activities.

Thus efficient and effective management of any course of action in each of its field-

concerning reservation of its customers and their transportation from the harbour or

airport and also information concerning employees- is very important for any hotel; it

will determine its competency in the hotel industry. Without any qualms, a manual

information system is out of date and developing a computerized information system for

the afore-mentioned courses of action is primordial.


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2. PROBLEM RECOGNITION

Before that the management of Hotel Glamorous has decided to introduce a new

information system to manage their database, it was using a manual form of recording

data. They made this important decision due to the numerous limitations of the former

system, that is, the manual one.

In this contemporary society, each and every business is going with the pace of

technology, that is, each enterprise is implementing high tech in their activities and work

methods. There is a common assertion in Mauritius that says “INNOVATE OR

EVAPORATE”, this demonstrates the ultimate importance of using these evolution.

Therefore, lack of these innovations might lead the business to failure or shut down in the

long term.

Using the manual system proves to be very costly in terms of money as more employees

are required. Moreover, the load of paperwork is much bigger and hence, leading to

mistakes and uncertainty as some bookings done on paper can be misplaced. And digging

a deep grave for Hotel Glamorous is the fact that it is very time consuming to retrieve

information about a customer or employee. Hence, frequent blunders might displease the

customers of the hotel; the latter might look for another hotel for future visits. It has been

proved that a dissatisfied customer will tell many others about their discontent about a

product or service. This will, without any qualm, affect the reputation of the hotel.


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It is also acknowledged that in a manual system, the management of Hotel Glamorous

has to keep details about reservation, employees and transport in books of accounts. Just

imagine how many books will be obtained at the end of a particular year. Concerning the

security aspects, it can be said that everybody can have access to these information and

tamper them. Also, there might be duplication of data, which will also increase the space

in books.

Furthermore, file management, which is, keeping data up-to-date by modifying data

regularly, is difficult if not impossible in a manual system. Alteration of data comprises

of three main procedures:

1. Adding

For instance, if an employee whose name starts with J is recruited on 22nd of the

month of May, adding such a record on the pay list is impossible. This will bring

a disorder in the list, which is supposed to be arranged alphabetically.

2. Delete

On the contrary, if an employee is dismissed or voluntarily quits his job, all his

records from date of recruitment till date of dismissed will be equal to the wastage

of paper in the manual system.

3. Modify

If an employee changes address or name, the use of correction pens will be high.

It does not look professional in the books of a prestigious hotel, in our case Hotel

Glamorous.


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3. PROPOSED SOLUTION/ SYSTEM PLANNING

In this assignment, our team members are proposing to develop software that will

comprise of modules with regards to the following:

1. Reservation

2. Employee

3. Transport [Of customers from the airport or harbour]

The system will be designed in such a way that it will record the information of

customers and employees mechanically and also very easily; the system will also be such

that it will allow users to view data, search/modify data, update and delete particular

records.

The security aspects have also been taken into consideration and as such a menu has

been developed where the user has to enter the user name and password so as to have

access to the main menu.

Such a software or system becomes primordial because of the afore-mentioned problems

with the existing system. Therefore the gains from using the software are:

Easy and rapid recording of data

Accurate information entered

Quick access to required information

Better organization and presentation of data

Better service to guests


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4. USER REQUIREMENT

In order to use the developed software, the user needs to have a personal

computer system and the software at his disposal.

5. SYSTEM ANALYSIS & SYSTEM DESIGN

The method used to develop the software is rapid prototyping. This is because it reflects a

normal way of managing the reservation system. Any hotel using the software can

eventually ask for any change that will make the software specific to its management

systems.

The software has been developed by using Microsoft Access as backend and Microsoft

Visual Basic 6.0 as front end. The Microsoft Access consists of three tables namely

GuestsDetails, EmployeeDetail and Transport. These three tables constitute the backend

of the program, that is, it is where all the records will be saved.


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As aforementioned, Visual Basic 6.0 has been used as front end, that is the user will have

on his/her computer screen forms which have been developed using Visual Basic.

Subsequently, the user will initially have a user validation screen as shown in figure 1.

FIGURE 1

In order to have access to the main menu, the user will have to enter “group” both as the

user name and the password. (Please note that an error message will be shown upon

wrong entry of the two above mentioned information.)


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FIGURE 2

Whenever the right user name and password are entered a main menu will be displayed,

as shown in figure 2. The latter is linked to three forms namely the reservation form,

employee record and transport service. Additionally there will also be a “Quit” command

which will exit the user from the main menu to the user validation menu and finally from

the system.

With a quick click in the “Reservation Form”, the user will be able to add, save,

search/modify, update or even delete a record. Similarly, the two other forms will also

perform the same functions as illustrated in figure 3, 4, and 5.


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FIGURE 3


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FIGURE 4


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FIGURE 5

Each of the six command buttons ADD, SAVE, MODIFY/SEARCH, UPDATE,

DELETE and QUIT have their unique features. For instance, ADD will allow for entry of

new data and SAVE will be used to save the new record in the respective tables.

MODIFY/SEACH button will ask the user to specify an existing passport number or

identity number, in whichever case, the entire record will be visible and modifiable. It is

important to note that an error message will be displayed in case the passport number or

identity number does not exist in the relevant tables.


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Subsequently, the UPDATE button is used to save the changes made in the record, if an

existing passport number or identity number was entered upon request of the

COMMAND/SEARCH button.

DELETE button will also ask the user to specify an existing passport number or identity

number whose record is to be deleted. Here also an error message will be displayed upon

entry of a non-existing passport number or identity number. Finally, the QUIT button will

enable the user to return to the main menu, then to the user validation menu and finally

exit from the system.

6. CONCLUSION

The software has been developed in view of the existing competitive environment of the

Hotel industry. The software will help in the better management of the reservation

system, transport system and the employee records. However, the user needs to be

computer literate, in order to make efficient use of the system. Indeed this is a

requirement for the use of any other software developed up to now.


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