HOTEL MANAGEMENT SYSTEM
Software Requirement Specification
Table of Contents
1 INTRODUCTION................................................................................
1.1 Purpose............................................................................................
1.2 Scope of the Project.........................................................................
1.3 Definitions, Acronyms and abbreviations.......................................
1.4 References........................................................................................
1.5 Overview..........................................................................................
2 OVERALL DESCRIPTION.................................................................
2.1 Product Perspective.........................................................................
2.2 Product Functions............................................................................
2.3 User Classes and Characteristics.....................................................
2.4 Operating Environment...................................................................
2.5 Design and Implementation Constraints..........................................
2.6 Assumptions and Dependencies......................................................
3 System Features and Requirements......................................................
3.1 Room Management and Tariff Adjustment
3.2 Reservation and Check-In Module
3.3 Guest Identification and Token Generation
3.4 Catering Services Management
3.5 Billing and Check-Out Module
3.6 Reporting and Occupancy Analysis
3.7 Special Discount Management for Frequent Guests
4 External Interface Requirements...........................................................
4.1 User Interface
4.2 Hardware Interfaces
4.3 Software Interfaces
4.4 Communication Interfaces
5 External Interface Requirements...........................................................
5.1 Performance Requirements
5.2 Safety Requirements
5.3 Security Requirements
5.4 Software Quality Attributes
6 Other Requirements..............................................................................
7 Appendices............................................................................................
1 INTRODUCTION
Purpose
The purpose of this document is to define the software requirements for the Hotel
Automation Software, which is intended to automate various functions in a 5-star hotel.
This includes room management, guest reservation and check-in, catering services,
billing, and reporting of occupancy rates to adjust room tariffs.
Scope of the Project
The system will manage:
● Room Inventory: Information about rooms, including type (single/double), air
conditioning (AC/Non-AC), and dynamic tariff rates.
● Reservation Management: Advanced and on-spot room reservations based on guest
requirements and room availability.
● Guest Management: Token generation for each guest, managing guest information, and
handling frequent guest discounts.
● Catering Services: Real-time tracking of food and beverage consumption along with
timestamped entries.
● Billing and Check-Out: Automated bill generation upon check-out including all
consumed services and any applicable discounts.
● Occupancy Analysis: Calculation and display of average occupancy rates for given
months to help adjust tariffs based on occupancy trends.
Definitions, Acronyms and abbreviations
● AC: Air Conditioning
● Non-AC: Without Air Conditioning
● Token Number: A unique identifier assigned to each guest.
● Occupancy Rate: Percentage of rooms occupied during a specified time period.
● SRS: Software Requirements Specification
References
[1]Software Engineering 9th Edition, Ian Sommerville
[2]Fundamentals of Database System, 6th Edition, Ramez Elmasri, Shamkant B. Navathe
[3]ER Diagram Tutorial: https://www.tutorialspoint.com/dbms/er_diagram_representation.htm
[4]Requirement Engineering: http://morse.inf.unideb.hu/valseg/gybitt/07/ch02.html
[5] Hotel Management System: https://www.scribd.com/doc/63824633/Hotel-Management-
System
[6]Case Study: https://www.scribd.com/doc/27927992/Hotel-Management-Case-Study
[7]Data Flow Diagram: http://myyee.tripod.com/cs457/dfd.htm
[8]Requirement Engineering: https://en.wikipedia.org/wiki/Requirements_engineering
Overview
This document details the functional and non-functional requirements of the Hotel Automation
Software. It serves as a guide for developers, testers, and project stakeholders throughout the
software development lifecycle.
2 OVERALL DESCRIPTION
Product Perspective
Figure 2.1 Product Perspective
The Hotel Automation Software is a standalone system integrated with the
hotel’s internal network. It replaces manual processes with automated
modules that manage room reservations, guest tracking, catering orders,
and billing.
2.2 Product Functions
The core functions of the Hotel Automation Software include:
● Room Inventory Management:
○ Maintain and update details for each room, including room type (single/double,
AC/Non-AC).
○ Manage dynamic tariffs which adjust based on occupancy levels and seasonal variations.
○ Enable administrators to add, modify, or remove room records.
● Reservation Processing:
○ Allow guests to reserve rooms in advance or on-the-spot based on availability.
○ Enable the receptionist to input guest data such as arrival time, advance payment,
expected duration of stay, and room preferences.
○ Automatically assign room numbers and generate unique token numbers for each guest.
○ Provide an apology message if no suitable room is available.
● Guest Data Management:
○ Record detailed guest information during check-in.
○ Link guest profiles with reservation history for future reference and special discount
eligibility.
● Catering Services Management:
○ Allow the catering manager to record food and beverage orders as they are consumed by
the guest.
○ Record details including quantity, type of food, token number, date, and time.
○ Update the guest's billing details in real time as orders are entered.
● Billing Module:
○ Generate complete bills at the time of check-out, covering room charges, catering
services, and other applicable fees.
○ Calculate the balance amount payable after considering any advance payments or special
discounts.
○ Print and/or electronically deliver the final bill to the guest.
● Reporting Module:
○ Calculate and display the average occupancy rate for a given month.
○ Generate detailed reports showing occupancy trends and revenue impacts.
○ Provide hotel managers with data to revise room tariffs upward or downward by a
specified percentage based on occupancy data.
● Special Discounts for Frequent Guests:
○ Issue identity numbers to frequent guests.
○ Maintain a loyalty database to automatically apply special discounts during billing.
○ Provide managers with an interface to update or modify discount policies.
Figure 2.2 System Architecture
2.3 User Classes and Characteristics
● Receptionists:
Responsible for inputting guest details, handling reservations and check-ins, and generating
token numbers.
● Catering Manager:
Inputs food consumption data and monitors catering service usage.
● Hotel Manager:
Oversees room occupancy data, manages tariff adjustments, and reviews detailed reports.
● Guests:
Interact indirectly with the system through reservation and billing processes.
2.4 Operating Environment
● Hardware: Desktop computers, laptops, and POS devices located at various hotel departments
(front desk, kitchen, management offices).
● Operating System: Windows or Linux-based systems.
● Database: SQL or NoSQL database systems for persistent data storage.
● Network: Local Area Network (LAN) within the hotel premises.
2.5 Design and Implementation Constraints
● Real-time processing of guest check-ins and billing.
● Integration with any existing hotel management systems.
● Adherence to local data protection laws and regulations.
● Scalable design to accommodate peak periods and future expansion.
2.6 Assumptions and Dependencies
● The hotel provides all necessary hardware and network connectivity.
● Users (receptionists, catering managers, hotel managers) will receive appropriate training.
● The system will be deployed in an environment with reliable power and network infrastructure.
● Ongoing support and updates will be provided as hotel policies change.
3. System Features and Requirements
3.1 Room Management and Tariff Adjustment
Description:
● Maintain a database of all rooms with attributes:
○ Room Type: Single bed or Double bed.
○ AC/Non-AC status.
○ Rate: Base tariff which may vary according to the occupancy rate.
● Ability to update tariffs dynamically by a percentage increase or
decrease based on occupancy data.
Functional Requirements:
● FR1.1: The system shall allow the addition, modification, and deletion
of room records.
● FR1.2: The system shall support dynamic tariff adjustments based on
monthly occupancy statistics.
● FR1.3: The system shall calculate and display the average occupancy
rate for a given month.
3.2 Reservation and Check-In Module
Description:
● Process both advance reservations and on-spot check-ins.
● Validate room availability based on guest requirements (room type, AC
preference).
● Generate room numbers and unique token numbers upon successful
reservation.
Functional Requirements:
● FR2.1: The system shall allow the receptionist to enter guest details
including arrival time, advance paid, duration of stay, and room
preference.
● FR2.2: The system shall verify room availability and assign a room
number.
● FR2.3: The system shall generate and assign a unique token number for
each guest.
● FR2.4: In case of unavailability, the system shall generate an apology
message.
3.3 Guest Identification and Token Generation
Description:
● Ensure every guest is uniquely identified by a token number.
● For frequent guests, issue and maintain a unique identity number for
loyalty discount tracking.
Functional Requirements:
● FR3.1: The system shall generate a unique token number upon guest
check-in.
● FR3.2: The system shall maintain a separate database or flag for
frequent guests, linking them to an identity number.
●FR3.3: The system shall apply special discounts automatically for
frequent guests based on their loyalty profile.
3.4 Catering Services Management
Description:
● Input and track catering orders (food and beverage consumption) for
each guest.
● Record details such as quantity, type, token number, date, and time.
Functional Requirements:
● FR4.1: The system shall allow the catering manager to input food item
details as they are consumed.
● FR4.2: The system shall record the token number along with date and
time for each order.
● FR4.3: The system shall update the guest’s billing information in real
time.
3.5 Billing and Check-Out Module
Description:
● Generate the complete bill for a guest upon check-out.
● Include room charges, catering services, and any additional services.
● Calculate any balance amount payable by the guest.
Functional Requirements:
● FR5.1: The system shall generate a detailed bill upon guest check-out.
● FR5.2: The bill shall include room tariff (adjusted by occupancy if
applicable), catering charges, and any special discounts.
● FR5.3: The system shall compute and display the balance amount
payable.
3.6 Reporting and Occupancy Analysis
Description:
● Provide managers with reports on occupancy rates for any given month.
● Allow analysis to adjust room tariffs accordingly.
Functional Requirements:
● FR6.1: The system shall calculate and display the monthly average
occupancy rate.
● FR6.2: The system shall generate reports summarizing occupancy trends
and revenue impacts.
● FR6.3: The system shall provide an interface for the manager to revise
tariffs based on the occupancy data.
3.7 Special Discount Management for Frequent Guests
Description:
● Identify frequent guests and apply loyalty discounts.
● Maintain guest profiles with their historical data and discount eligibility.
Functional Requirements:
● FR7.1: The system shall maintain a record of frequent guests and their
identity numbers.
● FR7.2: The system shall automatically apply special discounts to the
bills of frequent guests.
● FR7.3: The system shall provide an interface for updating discount
policies.
4. External Interface Requirements
4.1 User Interface
● Graphical User Interface (GUI):
The system shall offer an intuitive GUI designed for:
○ Receptionists to handle guest check-ins and reservations.
○ Catering managers to record and manage food and beverage orders.
○ Hotel managers to view occupancy reports and adjust tariffs.
● Web Interface (Optional):
A web-based portal may be provided for remote management and report access.
4.2 Software Interfaces
● Database Connectivity:
The system will connect to a SQL/NoSQL database via ODBC/JDBC.
● Integration APIs:
The system shall support APIs for integration with third-party hotel management or online
booking systems if required.
2.1.1 Hardware Interfaces
Server Side
Monitor Processor RAM Disk Space
Resolution: Intel or AMD 2GHZ 4GB 10GB
1024x768
Client Side
Monitor Processor RAM Disk Space
Resolution: Intel or AMD 1GHZ 512MB 2GB
1024x768
4.4 Communication Interfaces
● The system will use standard LAN/WAN protocols (TCP/IP).
● Secure data transmission protocols (such as SSL/TLS) will be implemented for remote or
external communication
5. Non-Functional Requirements
5.1 Performance Requirements
● The system should process reservations and billing requests within 2-3 seconds under normal
conditions.
● Support concurrent operations by multiple users (e.g., simultaneous check-ins or order entries).
5.2 Safety Requirements
● Implement regular data backups and a disaster recovery plan.
● Incorporate failover mechanisms in case of power outages or network disruptions.
5.3 Security Requirements
● User authentication and role-based access control to prevent unauthorized access.
● Encryption for sensitive guest, billing, and transaction data.
● Maintain audit logs for all critical transactions and configuration changes.
5.4 Software Quality Attributes
● Reliability: Ensure system uptime of at least 99.9%.
● Usability: Design user interfaces that are intuitive and require minimal training.
● Maintainability: Use a modular design to facilitate future enhancements and bug fixes.
● Scalability: The system should be scalable to support growth in room inventory and additional
service modules.
6. Other Requirements
● Regulatory Compliance:
The software must adhere to all applicable local data protection and hospitality regulations.
● Localization:
Support for multiple languages may be provided to accommodate an international clientele.
● Documentation:
Comprehensive end-user manuals, installation guides, and API documentation must be delivered
alongside the system.
Requirement Traceability Matrix
RTM NF1 NF2 NF3 NF4 NF5 NF6 NF7 NF8 NF9 NF10 NF11 NF12 NF13
FR1 X X
FR2 X X X
FR3 X
FR4 X
FR5 X
FR6 X
FR7 X
FR8 X
FR9 X
FR10 X X
FR11 X
FR12 X
FR13 X X
FR14 X X
APPENDIXES
DATA FLOW DIAGRAM
ENTITY RELATIONSHIP DIAGRAM
Requirement Traceability Matrix
RTM NF1 NF2 NF3 NF4 NF5 NF6 NF7 NF8 NF9 NF10 NF11 NF12 NF13
FR1 X X
FR2 X X X
FR3 X
FR4 X
FR5 X
FR6 X
FR7 X
FR8 X
FR9 X
FR10 X X
FR11 X
FR12 X
FR13 X X
FR14 X X
