DEBRE MARKOS UNIVERSITY

COLLEGE OF BUSINESS &ECONOMICS

DEPARTMENT OF MANAGEMENT
‘HOTEL MANAGEMENT SYSTEM’
‘SYSTEM ANALYSIS AND DESIGN PROJECT’
PROJECT ON: HOTEL MANAGEMENT SYSTEM FOR FM
INTERNATIONAL HOTEL

NAME ID NO
 GETNET TSEGAYE ………………………………………………BER/317/11
 BINIAM YIBELTAL…………………………………………………BER/279/11
 HABITAMU WODAJI………………………………………………BER/325/11
 GIRMA DESTA ……………………………………………………..BER/321/11
 FIKADU WUBET…………………………………………………..BER/334/11
 HAYMANOT ASEGU………………………………………………BER/326/11
 ENDALEW ABEIW………………………………………………….BER/29811
 GENET GEBRU …………………………………………………….BER/313/11
 FITFITIE ALEMU ……………………………………………………BER/311/11
Table of Contents
PART ONE ..............................................................................................................................................7
..................................................................................................................................................................... 7
1.1 Background of the organization ...................................................................................7
1.2 organization profile...........................................................................................................7
1.2.1 vission
1.2.2 mission
1.2.3 goal
1.4. Objective...........................................................................................................................7
1.4.1. General objective..........................................................................................................7
1.4.2. Specific objective...........................................................................................................7
1.3 description of selected department.......................................................................................8
1.4 observed problem of organization..............................................................................................8
1.5 the project objective..................................................................................................................8
1.6 significance of newly developed organization
1.7 requirment identification
1.7.1 data source
1.7.2 methed of data collection
1.7.3 sample size
1.8 time schedule
1.9 cost schedule
PART TWO PROJECT PLANING
2.1 THE PROJECT SCOPE AND FEASIBILITY...........................................................................................8
2.1.1 Feasibility...............................................................................................................................9
2.1.2Technical feasibility...........................................................................................................9
2,1,3Operational feasibility.........................................................................................................9
2.1.4 Economic feasibility............................................................................................................9
2.1.5 Legal feasibility:...............................................................................................................10
2.1.6 Schedule feasibility..........................................................................................................10

2
 2.1.7 Cost estimation..............................................................................................................10

2.2 DIVIDING THE PROJECT INTO MANAGEABLE TASK

2.3.ESTIMATING RESOURCE AND RESOURCE PLAN
2.4 COMMUNICATION PLAN
2.5 PROJECT STANDARDS AND PROCEDURE
2.6 IDENTIFYING AND ASSESSING RISK
2.7 PRELIMINARY BUDGET
2.8 STATEMENT OF WORK
PART THREE SYSTEM ANALYSIS
3.1 REQUIRMENT DETERMINATION
3.2 REQUIRMENT STRUCTURING
3.2.1 PROCESS MODELING
3.2.2 LOGIC MODELING
3.2.3 CONCEPTUALDATA MODELING ....................................................................................................44

Chapter one
1.1 Background of the organization
According to some business dictionary [1] defines hotel as the following point of views: Hotel is
a commercial establishment providing, lodging, meals and other guest services. In general, to be
called a hotel, an establishment must have a minimum of six letting bedrooms, at least three of
which must have attached private bathroom facilities. Although hotels are classified into 'Star'
categories (1-Star to 5-Star), there is no standard method of assigning these ratings, and
compliance with customary requirements is voluntary. A united states (US) hotel with a certain
rating, for example, it may look very different from a European or Asian hotel with the same
rating, and would provide a different level of amenities, range of facilities, and quality of service.

A Hotel Information Management System (HIMS):- is an automated system for the hotel
management; it thus creates standards in hotels according to customer needs, satisfying their
general comfort. It is the job of the Hotel Manager to coordinate the many operational tasks of
running a successful hotel. Managing a hotel requires knowledge and skills within a wide variety

3
of fields. This is why educations in hotel management can be so diverse and interesting. Many
students find hotel management to be a rewarding and challenging degree program and a
qualification that will provide employment opportunities across the globe.

An education in hotel management teaches students the skills to effectively manage different
responsibilities such as reception and concierge services, restaurant and bar functions,
administration, management and marketing. For students interested in studying abroad, Hotel
management can be an appealing area of study. It is a career that provides extensive
opportunities for travel and working abroad. Many international students take the opportunity to
obtain their diploma or degree in a foreign country. This provides not only a memorable
experience but also knowledge of another culture and often a foreign language[4].

FM international Hotel is a well-established round -star hotel found at a convenient location in

the center of the city debremarkos town. Fm international hotel is the standard fulfilled hotel
like many hotels found in the city. Currently the hotel has many bedrooms which are four types
(single, double, triple and family) with different prices. All the rooms have shower (both hot and
cold), mini fridge, wireless internet service, telephone in room dinning.

FM International Hotel

FM International Hotel is a warm and cosy lodge situated in Debre Markos, Ethiopia. The hotel lies close
to the famous Debre Markos Stadium and Adahu Recreation. The hotel offers spacious rooms in a
central location. Free Wi-Fi is available.
The hotel's rooms have an en-suite bathroom, a wardrobe and a TV with cable service.
The onsite restaurant serves Ethiopian and several foreign al carte dishes.
Laundry and business services are rendered at added charges. Onsite parking is available and security
guards watch the premises. FM International Hotel has several shopping centers nearby and is 6 minutes
drive from Debre Markos Stadium
FM International Hotel has several shopping centers nearby, and lies in Marko Church and Adahu
Recreation's vicinity.
The onsite restaurant serves Ethiopian and several foreign dishes a la carte, and the onsite bar serves
non-alcoholic and alcoholic drinks.
FM International Hotel Debre Markos

4
Facilities

 Laundry Facilities*
 24H. Security
 Bar/Lounge
 Iron and board
Hotel Is Located At The Heart Of Debre Markos Town Which Is Besides The Main Road Leading
To Bahir Dar And Amba Mariam. That Is, At The Junction Of These Two Roads.
 At the heart of Debre Markos town
 Luxury Collections
 High Speed Internet Service
 Parking Service
 Near to Telecom Services and Government and Non Governmental Banks
 Easy to get Transportation to Bahir Dar and Addis Ababa cities via to Gondar and other places
through Addis respectively
Bed Room Facilities
 Room Service/Meal/
 LCD Flat Screen  Television with different channel facilities from Satellite in each Bed RoomBoth
 Single and Double Bed Room Service
 Cold and Hot Water Service in each Bed Room

 Single Bed Sleeps 1 Includes: --Select-- This room has a single bed, and features an en-suite
bathroom, a wardrobe and a TV with cable service. Toiletries are.
 Double Bed Sleeps 1 Includes: --Select-- This room has a double bed, and features an en-suite
bathroom, a wardrobe and a TV with cable service. Toiletries are.
 Single Bed Sleeps 2 Includes: --Select-- This room has a single bed and a queensize bed, and
features an en-suite bathroom, a balcony, a wardrobe and a TV with

1.2.1 Vision
The ideology of our vision is to continue to apply and set the highest standards of service quality and in
that way justify and uphold the reputation that we have among the guests, partners, competitors and
the wider community. We use and constantly introduce environmentally friendly technologies and
processes in order to remain in balance with nature and also meet the needs of contemporary
society.Tradition is a testament to our success but in the future we also want to embrace the changes

5
that modern time brings and become more attractive in the market and more interesting to our guests
and partners.

1.2.2 Mission

The mission of the Hotel FM is to put hospitality services on the highest level in
order to satisfy the demands and expectations of guests. Our aim is to make the
Hotel FM a place for encounters, business success, pleasant meetings and
ceremonies.

1.4. Objective

The project has both general and specific objectives. Here are the general objective and then
Specific objectives.

1.4.1. General objective

The main objective of this project is to design and develop system analysis management FM
international hotel.

1.4.2. Specific objective

The specific objectives of the project are mentioned as follow:-

 Reviewing how the current system works and operates.

 Investigating how the existing system is operating.

 Design a new system that can overcome the problem of the current system

 Identify functional and non functional requirements for the new system.

 Develop and implement the new system.

6
1.3 System planning and selection
Problems of existing system in hotel management system
General problem
The main problem in the hotel is data handling and registering customer
problem in the way they can accesses the hotel online as well as by presented in
the hotel to reserve or to use other services

1.4 Observed problem from current organizational information

system
We have too many problems associated with the manual system used which
include:

 It takes more time to reserve room. So performance of the current system is

slow.
 Difficult to manage and control daily activities.
 Difficulty in handling data accurately
 security of data in risk level
 Data lost and viewing by unauthorized person.
 Retrieving information like reports and queries is very time consuming and
almost impossible practicably if time is considered.
 Searching records of individual guest or customer takes time.
 Update, Delete, and Edit, these types of method are not accessible using the
manual method.
 Booking from anywhere is not possible because there is no computerized
online system integrated in the system this lead to the customer to additional
cost and for persecution.
 Order in the current system may have many order errors as well as order
delay in mean while

7
  ordered item may shuffle one to another customer or
 the ordered item may take long period of time to deliver customer
This kind of mistake could make the collapse of the business by the
consequence of customer to hotel relationship make a gap.

1.5 The project objective

problem is time consummation during ordering reservation and paying bill as well
as checking out from The major goal of developing system is used to decrease loss
of human labor, as the current system is majorly stored in a separated file and in
papers. The other room. In doing this project by developing system that solve this
all problem, we have objective as:-

General objective: - developing a system to order and service for the hotel’s
services.

This project focuses mainly in computerization of hotel management consequent

upon numerous problem faced by manual handling of hotel information.

Specific objective: - to make things comfortable in the hotel for customers and
good data storage access

 to Make all services run smoothly

 to make quite fast services in the hotel
 to make all service and goods transactions in digital system
 To provide an easy way to automate information about the day to day
activities of hotel such as
 computing of bill,
 tariff plan, a
 online facility for checking availability of rooms,
 ordering of food and
 Also booking of the room and event hall.

8
  Facilitate increase in productivity, decrease paperwork, and ability to
analyze trouble spot.
 To maintain security and secrecy of the hotel details.
 To provide accurate data when it is required.
 Satisfying customers’ requirements in short time via online

1.6 Significant of the newly developed information system

For the user

The hotel management system has the following significance

 It provides good service.

 It has a good feature to enjoy there mind.
 It gives suitable access to the free wifi network.
For the hotel
The hotel management system has the following advantages;-
 It would increase the efficiency for the hotel.
 It would increase the income of the hotel.
 It would be known by others & do together.
For the Employers
The Hotel management system has the following significance for employees
 It has a good relationship with clients.
 It is the source of income for them.
 The employee will get satisfaction to know different customers.
1.7 Requirement identification methodology
Functional Requirements:
This are activities and works in which our system actually do and service provide to the
customers. Those functional requirements are the followings:
Inserting data

9
 The system can register new importing materials, food items and its detail information are
recorded and stored in to the hotel.
Updating data
The system cans menu information such as the old menu changed by the new one.
Deleting data:
The system can remove or delete different useless or used information from previously
recorded data on the database.
Non Functional Requirements
Nonfunctional requirements are requirements that are not directly related to the functional
aspects of the system.
Our system has the following nonfunctional requirements
Performance:
The response time that the system uses to process, quire and retrieve hotel data and other actors
information from database is very short. That means it takes Short response time for a given
piece of work. The designed system will use low utilization of system resource in terms of space
and time. Many tasks can be performed on the same time that in turns provide time and cost
effective services.
Usability:
Our system is very easy to use and to exchange information. The newly entered customers can
use the system without any confusion.
Integrity:
Only an authorized users of the system (administrator, manager or other) can able to update,
modify, delete or access patient data. Access is denied for unauthorized and unauthenticated
users of the system.
Graphical user interface:
The system provides user friendly services to its users. The user of the system will get their
graphical screen which is very easy to work with. This is achieved by including visual buttons
and objects to simplify the use of the system.
1.7.1 Data source
To conduct this project use primary & secondary source

10
In order to obtain necessary information from target respondents we would use both primary &
secondary source of data.
The Primary data would be the response of employees in the hotel by using interview &
questionnaires.
The secondary sources are:-
 Manual system.
 From online line by searching related things.
 From FM hotel getting newspapers.
1.7.2 Methed of data collection
The data are gathering from primary and secondary data collection methods would be used.
The primary data collected from:-
1 Interview
2 questionnaire
The secondary data is collected from books internet document of the hotel
1.7.3 Sampling technique and sample size
The target population of the study would be the employee of FM international hotel and
managers of the hotel.
Sample Size
A simple random sampling method used in this study to select the number of sample respondents
proportionally from each stratum.
Primarily, sample size of the population was determined by using the formula below (Yamane’s,
1967) as follow:
n= N/ (1+N (e) 2
n= 103/1.2575
n= 82
Where:
n= sample size for the total population
N= total population
e= margin of error (5%)

11
1.8 Time schedules
Here the work plan helps to do the project in a programmed and planned manner this work plan
or time schedule directs to do each project work sequentially on their appropriate order. This
work plan for this project is scheduled to April as follows

(Table 1.1 time budget break down)

No Activities Juan Feb. March April

.

1 Title selection X

2 Project writing

3 Project submission X

4 Preparing project X
planning

5 Construction of
instruments

6 Data collection X

7 Data analysis X

8 Submitting report’ X

9 Editing preparing X
final report

10 Typing X

11 Paper submitting

PART TWO PROJECT PLANING

2.1 PROJECT Scopes and FEASIBILIT

Although, design concepts, outputs and other components of the Project can be used for
different purpose, the implementation of this project is on web based hotel management
system. The new system should provide the following services.

12
 Search Rooms information, updates room, delete room, search customer information by
receptionist, register, update employee, add employee, generate report, view comment.

Feasibility STUDY

The objective of feasibility is to determine whether or not the proposed system is feasible.
2.1.1 Technical feasibility

In this, one has to test whether the system can be developed using existing technology or not.
It is planned to implement the proposed system usually php, MySQL server, micro
media, dream weaver. It is evident that necessary hardware and software are available for
development and representation of the web site. The solution is technical

feasible.

2.1.2 Operational feasibility

It is standard that insure the entire operability without shifting completing and innovation among
user to the benefit of public both in terms of coast and service quality. The proposed system is
acceptable to the user, So that the website is operationally feasible.

2.1.3 Economic feasibility

As a part of this, the costs and benefits associated with the proposed system are compared and
the project is economically feasible only if tangible and intangible benefits outweigh the cost. the
cost for the proposed hotel management system is outweighing the cost and effort involved
in maintaining the registers books, files and generations of various reports. The system also
reduce the administrative and technical staff to do various jobs that single software can
do.so,this system is economical feasible.

2.1.4 Legal feasibility:

Legal feasibility determines whether the proposed system conflicts with legal requirements.
Example The data protection act. It will be done by some legal advisors.

2.1.5. Schedule feasibility

Schedule feasibility determines whether the proposed system will be completed on the given
time or not. Whatever the scarcity of time given for the project by the internal motivation and

13
potential of the team member of the project, we surely expect the project will be completed on
time.

Table 1.: schedule feasibity

20013 EC

APRIL01-

APRIL23
No. Task Name

1 Requirement
gathering

2 System
requirement
specification

3 System designing

4 System
implementation

5 Operation
&testing

2.2 THE PROJECT MANAGEABLE TASK

14
Cleaning
Tools that show cleaning staff all their assigned rooms and all general cleaning tasks, allow them to
report faults to the property department and to report rooms as ready, the status of which is then
updated in real time in the property management system.

Maintenance

Tools that help caretakers to get an overview of fault reports and recurring maintenance tasks as well as
what equipment is available throughout the building.

Front Desk

Give your reception access to valuable information about the status of all rooms and let them
easily create fault reports or other tasks based on guests’ requests, such as cleaning, VIP,
room service, lost & found and more. Room Overview

Provide a clear overview of the number of uncleaned rooms and active tasks within all
departments and more.

Checklists

Create you own checklists for different purposes. Let new employees receive a list of what needs to be
done and view a picture of what a finished room should look like, use them on safety rounds and quality
control checks, and access statistics to follow up on the quality of service provided at your hotel.
2.3 ESTIMATING RESOURCE AND RESOURCE PLAN

2.4 PRELIMINARY SCHEDULE

2.5 Communication Plan

 System analyst and assistant manager

 Database designer

15
  Programmer

2.6 IDENTIFYING AND ASSESSING RISK

2.7 CREATING A PRELIMINARY BUDGET

2.8 DEVELOPING A STATEMENT OF WORK

PART THREE SYSTEM ANALAYSIS

3.1 REQUIREMENT DETERMINATION

3.2 REQUIREMENT STRUCTURING

3.2.1 PROCESS MODELING

Process modeling involves graphically representing the functions or

processes, which capture, manipulate, store and distribute data between a
system and its environment and between components within a system. A
common form of a process model is data flow diagram. It represents the
system overview.

16
 Source: Prepared by the author

record reservations

 Collect and store employee details

 record the number of occupants
 record the room number
 display the default room rate
 record the customer’s phone number
 display whether or not the room is guaranteed
 generate a unique confirmation number for each

3.2.2 LOGIC MODELING

Logic models are hypothesized descriptions of the chain of causes and effects leading to
an outcome of interest (e.g. prevalence of cardiovascular diseases, annual traffic
collision, etc). While they can be in a narrative form, logic model usually take form in a
graphical depiction of the "if-then" (causal) relationships between the various elements
leading to the outcome. However, the logic model is more than the graphical depiction:
it is also the theories, scientific evidences, assumptions and beliefs that support it and
the various processeS’

17
3.2.3 CONCEPTUAL DATA MODELING

A conceptual model is a representation of a system, made of the composition of

concepts which are used to help people know understand or simulate a subject the
model represents. It is also a set of concepts. In contrast, physical models for example,
a toy model which may be assembled, and may be made to work like the object it
represents.

18