Manual by Karan Gangaram

Jeebun Laxmi Natasha Govinden Sara Dosemahamed Sufyaan Boolaky Vidoushee Beelatoo Vikash

0513644 0514538 0510158 0510646 0511524

MANAGEMENT WITH INFORMATION SYSTEMS

Introduction to Information Systems [CSE 1006]

HotelManagement InformationSystem USER DOCUMENTATION Lecturer: Miss S.J. Adeline

Date: 05 May 2006

Hotel Management Information Systems

TABLE OF CONTENTS

Page

1. Introduction

2. Problem Recognition

3. Proposed solution/ System Planning

4. User Requirement

5. System Analysis & System Design

6. Conclusion

List of Figures: Figure 1

Figure 2

Figure 3

Figure 4

Figure 5

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HOTEL MANAGEMENT INFORMATION SYSTEM 1. INTRODUCTION

The world is changing at a very fast pace; yesterdayâ&#x20AC;&#x2122;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 fieldconcerning 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 Without any qualms, a manual information system is out of date and developing a computerized information system for the afore-mentioned courses of action is primordial.

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HOTEL MANAGEMENT INFORMATION SYSTEM 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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HOTEL MANAGEMENT INFORMATION SYSTEM 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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HOTEL MANAGEMENT INFORMATION SYSTEM

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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HOTEL MANAGEMENT INFORMATION SYSTEM

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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HOTEL MANAGEMENT INFORMATION SYSTEM

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

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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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HOTEL MANAGEMENT INFORMATION SYSTEM 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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