DESIGN AND IMPLEMENTATION OF COMPUTERIZED

FRONT MANAGEMENT INFORMATION SYSTEM (HOTEL)

ABSTRACT

This project deals with “Hotel front office

management information system” it deal with the

system of all the management and information needs of

the different section of a hotel. Most time, the

hotel I runs into problem of getting necessary

information in the sections of registration of guest,

guest booking and reservation, check in and check out

process of a guest, and other section of the hotel

which the accounts and security section.

This study led to the development of “Hotel- Mis

package” which will help a long way in reducing the

problem encountered by the Entire management and

staff of the hotel. The power of the package is also

see in the area where time is of great importance.

This package will help immensely in eliminating

wasted time in the operation of the hotel service

there by enhancing effective customer services.

ORGANIZATION OF THE WORK

Chapter one of this project explains what the project

is all about. It deal with the aims and objective of

the project the statement of the problems, the

importance of the study, limitations of the study and

other information are included in this chapter.

Chapter two detail fully the literature review of

this project it gives adequate information on hotel

and its activities. More light is shed on the

project.

Chapter three highlights the existing system and it

objectivities. The input, process and output

analysis is also highlighted. The problem of the

existing system is also mentioned in this chapter.

Chapter four details the design of the new system the

necessary software and hardware requirement for

implements of new system are mentioned here. The

input and output specification and their design file

system are show system and program flow chart are

drawn here.

Chapter five, program is written and tested and was

found suitable for the new system.

Chapter six deals with the documentation.

Chapter seven details the outcome of the study. The

project id recommended to various filed.

TABLE OF CONTENT

Cover page

Title page

Certification

Dedication

Acknowledgement

Abstract

Organization of the work

Table of contents

1.0 CHAPTER ONE

INTRODUCTION

1.1 Statement of the problem

1.2 Purpose of the study

1.3 Aims and objectives

1.4 Scope or delimitation

1.5 Limitation

1.6 Assumption

1.7 Definition of terms

2.0 CHAPTER TWO:

LITERATURE REVIEW

3.0 CHAPTER THREE:

DESCRIPTION AND ANALYSIS

3.1 Fact finding method used

3.2 Objective of the existing system

3.3 Input, process, output analysis

3.4 Information flow diagram

3.5 Problems of the existing system

3.6 Justification for the new system

4.0 CHAPTER FOUR:

DESIGN OF THE NEW SYSTEM

4.1 Output specification and design

4.2 Input specification and design

4.3 File design

4.4 System flow chart

4.5 Procedure chart

4.6 System requirement

5.0 CHAPTER FIVE

IMPLEMENTATION

5.1 Program design

5.2 Program flowchart

5.3 Source program

5.4 Test run

6.0 CHAPTER SIX

DOCUMENTATION

7.0 CHAPTER SEVEN

RECOMMENDATION AND CONCLUSION

7.1 References

CHAPTER ONE

INTRODUCTION

The hotel front office management information system

is the control center for the property and workers at

the supervisory level and above must be well trained

and motivated in order to achieve business objectives

of high yield, high occupancy rates and above all top

quality service. in hotel front office management

hotel general manager are required to meet the

challenges of day to day operation while practicing

solid future planning and controlling skills.

The technological advantages today’s hotel managers

have at their disposal and the challenges of living,

training, scheduling and empowering workers to

achieve to quality result.

The top quality hotel in Nigeria is owned by

government, other smaller hotels owned by individual

do not keep to the standard for hotel operations.

This because the only reason for the setting up of a

hotel is to maximize profit. They do not take into

account the welfare and condition of their customer.

This result in many of the customers not being

satisfied after their stay in these hotel due to poor

management and time wasting in the flow of

information with and outside the hotel environment.

Using zodiac hotel lit examing the effect of

computerization of hotel front office management

information system in our hotels.

Zodiac hotel ltd is one of the well know hotel in

Enugu and it is a private limited company. It is

located at 5/7 rangers Avenue, Enugu.

It was established in 1979 by late honorable MR.P.N.

Okeke. The administration of zodiac hotel is as

follows:

Executive director, board of directors, managing

director, head of department/supervisors and staff.

Make up the firm are Admin. Dept., account dept.,

reception, cash office, business center telephone

exchange, restaurant, bar house keeping laundry,

gardeners, reception waiters, store dept, driver

section, kitchen dept, car hire section and security

dept.

1.1 STATEMENT OF PROBLEM

The present system of hotel front office management

information system in Nigeria has a lot of problem

which are mentioned below.

SPEED OF OPERATION:

Speed of operation is a measure of the time lapse

from when a process starts to workers to when it end.

Since the present system is manually operated, there

is tendency for the workers of checking-in a guest,

issuing of receipts checking-out a guest can take the

receptionist (front officer) hour to finish.

ACCURACY

In term of accuracy, the system is relatively slow

and since it is dependent to human effort, so

inevitable, it is also prone to human errors and

omission. Example the issuing of receipts, most of

the time is not accurate. The bills prepared are

sometime over charged or undercharge and this can be

very embarrassing to both guest and the management.

The overcharging or under charging could be due to

the receptionist’s carelessness or the inefficiency

of the part of the account section.

DOCUMENT INTEGRITY

This is viewed in the context of the safety,

invalidity of the records in the document files used

in the report generation. In terms of safety, the

nature of the system (manual) makes it vulnerable to

left, fire or accidental destruction. This makes the

system unsafe as the time needed to replace lost data

or files in enormously large

COST:

This is the greatest problem of the hotel. The hotel

tends to loose a lot of money running the hotel

manually.

TIME:

Going by the present system of operation time is

consumed in the handling of operation and management

of information in the hotel.

These problem and many other not listed above due

limitations, form the basis of this write-up

1.2 PURPOSE OF STUDY

This study is designed to help the hotel front office

to handle the flow and use of information in the

hotel operation effectively. This study also tries

to give an in dept looking in the easiest and most

effective way for the growth and development of hotel

industry in the country.

Finally, the study will help new investors in the

hotel industry to make the right decision and steps

needed to start up a hotel.

1.3 AIMS AND OBJECTIVE OF THE STUDY

The objectives of the study are as follows:

1. To provide better service for the various

guests either permanent, temporary or causal

guest that comes to lodge or stay in the

hotel.

2. To produce a system where information and

output report will be produced much faster,

more accurately and more detailed to

management and guest of hotel.

3. To keep records that are compact, integrated

and updated.

1.4 SCOPE OF THE STUDY

This study is armed at finding out how effective

the computerization of a hotel front office

management information system will improve the

operation of the hotel system in small hotels.

However, out of the several departments that makes

up the hotel. This research project is restricted

to only one section reception (front office)

section

1.5 LIMITATION

The following constraints were faced by the

researcher and limited the effort in the developing

of a comprehensive package needed in a hotel

industry.

1.TIME: This project work has one semester time

limit. It would have been desirable for a

longer period of time for the development of a

package for the hotel

2.INFORMATION: For some security reason,

access to some vital information were derived by

the management of the zodiac hotel ltd

1.6 ASSUMPTION

Due to insufficient information, I assumed the

following:

1.The records of the information, about the guest

has not be computerized.

2.The people that are going to use the software

computer literate

1.7 DEFINTION OF TERMS

1.GUEST: This guest are used in the contest of

the work refers to individual, companies or

corporate bodies who spends some time in the hotel

either as permanent, temporary or casual guest

2.RECEIPTS: This is a place of paper which

contains the description of expenditure and amount

paid for a service by the guest and also include is

the name and address of guest.

SYSTEM FILE

1.ARRIVAL FILE: This is master file consisting

of the guest name, companies name and address,

state, country, nationality, profession etc.

which also include the mode of payment to be

used by the guest.

2.MENU FILE: This is a transaction file used in

the new system. It consists of the descriptions

of food, the price of the good and the menu code

3.REST FILE: This is also a transaction file

that consist information bill, the about

restaurant bill, the room price reference

number, dates etc.

CHAPTER TWO

2.0 LITERATURE REVIEW

Despite the electronic revolution in data

processing activities cutting across every aspect

of human life, the hotel management information

system has not been affected by this revolution.

This, the are just few documented work with

mechanics for systematic collection, processing,

storage and retrieval of data pertaining to the

hotel industry. Data processing is by for the

largest single file of application in the computer

world it involves information from one file to

another with perhaps some simple method or the way.

In reservation department/operations, S. Meldick

former professor and head of department of hotel,

catering and tourism management of the university

of surrey in his book titled “idea on catering and

hotel management” 1972, stated that is has been

estimated that in 1937 about 15 million people of

about one third of the British population, took

some holiday from home. In the 19505 the number

increased from about 23 to about 60 percent of the

population and a growing number of holiday were

taken abroad, therefore necessitating the need for

them to be in hotels. Also gray/liogoroi (1988)

said that the used of computer in reservation

unit/operation permit the hotel to use the

computerized system not only to handle these

reservation originating through the system but to

store and control the complete reservation status

of the hotel.

Furthermore, the stressed that reservation received

at the hotel directly are enter into the computer

by the hotel receptionist (front office)/worker.

This means that at any point in times hotel can

obtain front the computer information needed of

each and every.

Similarly the actual inventory of rooms available

can be set up in the computer as reservation are

received it is entered. The computer will match

them against the inventory this preventing over-

booking and produce upon request the complete

reservation status at any particular period of

time. The can be classified as one of the

sophisticated reservation system which is imparted

the current world of hotel management system.

Sudhir Andrews (1985) in his book “Ho- use keeping

management” testified that coordination with the

front office is one of the critical features of

house- keeping operations. As soon as there are

guest departures, the front office rings the house

keeping desk and reports the room numbers of rooms

that has been vacated so that house-keeping can

take them over to clean, the prepare for sale.

Once a room is cleaned, the house keeping

supervisor rings the front office directly or

through the house keeping desk and hands over the

room to front office for allocation.

Room research by housekeeping for cleaning are

called “departure room” while cleaned rooms handed

over to the front office are “clear rooms”. The

precision with which the above duty is due enable

the front office to have rooms to allocate to a

waiting customer. This is especially critical in

hotels with high occupancies. In other words,

hotels with high occupancies requires an automated

system that gives instant information on room

status.

During the feasibility study of this work, I found

out that management knows that computers can make

many financial statement report, and statistics

readily available and secondly produce them

periodically, but due to the high cost of

installing a computer system they failed to

recognized and appreciate its usefulness.

Glyemery (1990) in her writing, comments that file

updating is probably the most important job in

commercial data processing. Manual data processing

involves the entry of data into looks calculation

of mathematical problem and data validation by

hand, usually at a slow pace. However, the

introduction of use of computer has increased the

speed greatly.

Yin Panny (1989) stressed that white trying to

computer your industry, emphasis should be laid on

file updating while involves changing the actual

value in one or more fields of records, inserting a

new record or deleting an old one.

In accounting, he stressed that computers to

computer cash discounts where allowed, print and

sign the checks owed to the creditors and

distribute the expenses to designated sub-

classification in each department, accumulate the

month to month total for the profit and loss

statement and could even check the extension on

each invoice. In short, a computer can only

substantially reduce the work load in the

accounting department, freeing the remaining

employers to better check and control expenses.

Other advantages of Susan Woolsigge (1993) include

providing output to user at the required time and

ensuring greater accuracy of processed information

because computer do not become distracted unlike

human beings. According to her, data processing

was once concerned principally with operations

aspect of a business it has now been developed into

a full integrated system which provides the kind of

information needed at management even not only to

assist in decision making.

Today, most commercial business employ computer for

such task like the calculation of payroll, general

record keeping, printing of invoice and even book

keeping.

This project focuses on the use of computer in

hotel front office management information system

but this hotel industry according to gray lingori

was and still behind many other business field in

its use application are mainly confined to account

functions. Even with the introductions and growing

use of mini computers, the increase in the number

of outside data processing service bureaus and

development by many computers companies are

tailored exclusively for this industry, most hotel

managers believe that computer management system is

still many years away.

I will say at this print that although

computerization of system is better than manual

system, it does not really change the principles by

which the hotel I management and operations are

been done but only enhances the mode operation and

information management in a faster rate.

CHAPTER THREE

3.0 DESCRIPTION AND ANALYSIS OF THE EXISTING SYSTEM

When there is a need for a change re-organization in

a system, it will usually result in for system

analysis and design. The overall emphasis is to

uncover some of the inherent problem and limitation

of the existing system and to determine the extent to

which the exiting system is achieving the

organizational goals and objectives.

3.1 FACT FINDING METHOD USED

Collection of fact is the major medicine to any

research work. The significance of the fact finding

is sort-out the application and implication of the

existing and the proposed system to the management.

Therefore at this stages the techniques applied in

fact finding are described below:

PERSONAL INTERVIEW: This is the act of obtaining

information by means of oral communication or

conversion with person or group of persons

correspondent.

The method used in collecting the information needed

is question and answer interviews held with the

manager and the front office (Receptionist) of the

manager were not helpful in giving out the necessary

information on the operation of the existing system.

Again entry shoots receipts were also given out as

the interviewed sections processed which help a lot

in knowing the actual operation and lapse of the

existing system. In all the responses gathered from

reception are kept on top secrecy to protect the

image of some of their customers and also of the

hotel operation.

RESEARCH WORK: For any work could be successfully

fulfilled, a research topic embarked. It was based

on past document.

This method serves as secondary source information

which act as additive information to the primary

source. These information pave way for the

researches to understand or know a little about the

project topic.

3.2 ORGANIZATION STRUCTURE OF ZODIAC HOTEL LTD.

The zodiac hotel ltd, Enugu is made of fifty (50)

staff which are divided into permanent staff and

causal staff operating six departments which make up

hotel.

1. Accounts & Administration

2. Reception.

3. Restaurant.

4. Laundry

5. Store & Kitchen and other small department

such as.

i. Business center

ii. Telephone exchange

iii.Swimming pool

iv. Security public relation &technical

department.

The Zodiac Hotels has an accommodation of self

contained rooms and their associated rates

Types of room Rate (In Naira)

Royal suite #10,500.00

Executive suite 7,500.00

Double room 4,00.00

Cabana single room 4,100.00

Single room 3,900.00

It also contains a restaurant room that can contain

more than ten (10) at one sitting, a lobby where

guest can sit and relax or receive visitors. It also

has 24-hour room service operation. The hotel had

constant water supply due to the fact that there is

an overhead tank as well as pipe borne water in the

hotel premises

The hotel has a 200KVA sound proof stand by generator

that ensures that there is always 24 hours constant

light. Every rooms in the hotel has a full air

conditioners system and the floor is rugged with a

television set attached to each. Each has a reading

table, a adjoining bathrooms with a water heater

attached to it and each of the corridors located in

the hotel has a fire extinguisher for security

purpose in case of fire out break.

OBJECTIVES OF THE EXISTING SYSTEM

A study of ZODIAC HOTEL LTD was undertaken and it was

observed that the main objective of the system was

aimed at giving the customers the maximum

satisfaction and attract the attention of the other

intending customers.

Form its study, it was observed that the operation

carried out in the hotel was done manually by its

attendants. Problem area idea identified includes

the registration of hotel guest when they arrive that

is the process of allocation of table and finally

the point at which guest who are checking out want to

get information on their outstanding bills due to

them.

3.2 INPUT PROCESS AND OUTPUT ANALYSIS

The input, process and output analysis of the study

deals with the information or data that serves as the

system, the manipulation performed on the

data/information imputes as the process and the

corresponding result of the manipulation as its

output.

RECEPTION SECTION: This section encounters a lot

of problem in its input process. When a guest comes

to the hotel to book for a reservation, or inquire of

the nature of the rooms in the hotel. The

receptionist at this point cheacks the room and type

available and will dully inform the guest.

He will inquire from the guest whether he/she wants

the room reserved or would like to enter into any of

the vacant rooms immediately. On the other hand, if

there is no room vacant, the receptionist apologies

to the customer and tell him/her her to check another

place or as well make arrangement to reserve a room

when one of guest leaves.

If the guest is staying ,he/she is given a room

reservation form to fill (see fig1) which contains

the type of room, the name of the guest, data of

arrival and departure and the name of attendant and

also the address of the guest which is signed by the

receptionist.

Finally on the department from the hotel, the guest

bills is presented to the guest showing every detail

of the spending. It also shoe the previous deposit

and data of arrival and departure from the hotel (see

fig 2)

3.3 INFORMATION FLOW DIAGRAM

Information flow are passed from top to bottom of the

hotel starting with the senior management down to the

various sections that make up hotel. The diagram is

illustrated blow:

INFORMATION LOW CHART

CUSTOMER

REGISTRATION FORM

RECEPTIONIST

REGISTRATION FORMHOUSE KEEPRE

BANQUETTE OFFICE

BILL ACCOUNTANT

BILL

CASHIER RECEIPT

3.4 PROBLEM OF THE EXISTING SYSTEM

The existing system of operating the hotel has a lot

of problem which leads to justification of the new

system. Some pf these problems are highlighted as

follows:

TIME CONSUMING

Due to the fact that all operation performed in the

hotel are done manually, it consumers a lot of time

and in the long run, the hotel always end up with

frustrated and angry guest because of the valuable

time in doing one thing or the other. In the process

of checking in a guest, the guest would wait up to 30

minutes before she/he is being checked in and the

same process occurs in issuing out final bills.

LARGE STAFF

The hotel also waste a lot of money paying their

staff due to the fact that they employ a lot of staff

that perform very many tasks in each department. This

leads to waste of the hotel financial resources

because these staff could by eliminated by employing

one staff to carry out the function of the other

staff easily when there is the presence of computer

science.

BULKY NATURE OF FILE

A lot of files are kept for record purpose and in

locating a particular guest file can be very bother

some and cumbersome.

By the time the receptionist goes over the whole file

and finally locates the required files and finally

locates the required files she/he must have spent a

lot of time and office hours in doing so.

FRAUD

The hotel loses a lot of money due to the fact the

receptionist, most of the time issues out inaccurate

bills.

The hotel has sacked quite a number of their staff

because of their dishonesty. This could have

prevented with the installation of a computer system.

3.5 JUSTIFICATION OF THE NEW SYSTEM

Having mentioned the problem above, the introduction

of an automated system is suggested.

This will eliminate these and errors discovered in

the existing mode of operation with such a system the

problem of time wasting, over staffing fraud and the

rest will be thing of the past. The operations will

then be performed with efficiency, speed and

increased productivity with little or no extra cost

incurred.

CHAPTER FOUR

4.0 DESIGN OF THE NEW SYSTEM

Design is the first step in the development phase for

any engineered produce or system. It may be define

as “the process of a playing various techniques and

principle for the purpose of defining a device or a

system in sufficient detail to permit its physical

realization”

The hotel management information (Hotel MI) are been

designed as on- line as well as real time use

friendly system designed will be able to carry out

the information needs of the case study as well as

any other moderately large hotel setup anywhere.

Before going ahead to study this proposed system let

us know what is read time and one-line processing

system means.

REAL TIME

This is on-line processing method whereby data is

processed so quickly that the result of the

processing are available to influence the activity

taking place.

ON-LINE

This is a processing whereby the source data from the

user can be transmitted to the central processing

unit via a data link or whereby all data required for

processing job can be obtained source connected to

the central processing unit directly or through a

communication link.

Insight of expression for new system to be designed,

there are some consideration `which we need to stick

to grass-root of the new system.

THEY ARE:

1. The specification (output &input)

2. The file designs for the system

3. The procedure and system flowchart

4. The requirement for the new system.

4.1 OUT SPECIFICATION AND DESIGN

This output specification deals with the output forms

of the new system been designed has three output form

which include the registration form, restaurant bill

and the guest bill forms.

REGISTRATION FORM

NAME: --------------------------------------------

-

REF NO:

---------------------------------------------

CUSTYPE: --------------------------------------------

--

ARR.DATE: ---------------------------------------

MODE OF PAYMENT: --------------------------------

AMOUNT DEPOSITED:------------------------

BALANCE OF PAYMENT: ------------------------

DEPATURE TIME: --------------------------------

RESTAURANT FORM

TABLE NO: ----------------------------------------

MENU: --------------------------------------------

-----

CODE: --------------------------------------------

------

PRICE: -----------------------------BILL NO:

-------------------

DATE: ----------------------------WAIRESS/WAITER

NO ------------

BILL FORM

NAME: -------------------------------------REF NO:

-----------------

ADDRESS: ----------------------------------------

DATEARRIVAL: ----------------------------------------

-

DATEOF DEPARTURE:---------------------------

CHARGES

FOOD: --------------------------------------------

-

DRINK: --------------------------------------------

---

LAUNDRY: -----------------------------------------

SERVICE CHARGE: ------------------------------------

TOTAL: --------------------------------------------

----------

DEPOSITS

INITIAN DEPOSIT:

----------------------------------------------

ADDITIONAL DEPOSIT:

------------------------------------------

BALANCE: --------------------------------------------

----------------------

4.2 INPUT SPECIFICATION AND DESIGN

As with the output specification, the input

specification specifies the input to the proposed

system which will include reception input design and

restaurant input design.

RECEPTION INPUT DESIGN

PARTICULARS DESCRITION

REFERENCE:

ROOM NO:

NAME:

ADDRESS:

CUSTOMER TYPE:

ARRVIAL DATE:

CAR NO: (IF ANY)

AMOUNT

DEPOSITED:

PAYMENT MODE:

RESTAURANT INPUT DESIGN

PARTICULAR: DESCRIPTION

TABLE NO:

MENU CODE:

SELLING PRICE:

BILL NO:

DATA:

WAITRESS/WAITER NO:

4.3 FILE DESIGN

The files used in the new system are made up of the

master file transaction file. The transaction file

at any instance hold the current data of a customer

the hotel. It is updated, store in the master file.

The master file updated immediately any customer

comes to the hotel and leave the hotel with this

there is a regular information of transaction in the

hotel

The file is designed in form specifying the different

field of each file.

FIELD NAME FIELD LENGTH FIELD TYPE

NAME CHARACTER

REF NO: CHARACTER

ARR.DATE NUMERIC

ADDRESS CHARACTER

CUSTYPE NUMERIC

MODE OF

PAYMENT

NUMERIC

AMOUNT

DEPOSITED

NUMERIC

BALANCE

PAYMENT

NUMERIC

DEPARTURE

DATE

NUMERIC

PRICE NUMERIC

STAFF CHARACTER

4.4PROCEDURE CHART

START

CUSTOMER

APPLICATION FOR RESEARVATION

REQUIREMENTS

NO SATISFIED

?

RESERVE ROOM

Y

STOP

Procedure chart which shows the various steps applied

during the design and implementation of a software.

In the case of this project topic it started from

accepting data through information matton display.

4.7 SYSTEM REQUIREMENT

The new system design require some basic component

both in hardware and software which must be met to

the fully operational and effective. These

requirement will be categorized in the following

headings.

1 Hardware requirement

2 Software requirement

HARD WARE REQUIREMENT

4.5 SYSTEM FLOWCHART

DATA AND AMENDMENTS

INPUT FROM KEYBOARD 1/0 DEVICES

VALIDATION

CREATE TRANSACTION FILE

RECEPTION RESTAURANT ACCOUNT QUITS

VALID TRANSACTION FILES

UPDATE REPORTS AND DISPLAY

STORE IN MASTER FILE

PROMPTS FROM USERS

INVALID ENTRIES

System flow chart shows the graphical representation

using standard notation to depict the flow of data

from the beginning of a process through the various

process involved before the desired output.

This has to do with the basic hardware needed by the

new system for optimum performance. Any system the

design will operate in will have the following:

REQUIREMENT

1. Main process - Intel 80486, Pentium 11 and

above which are

200 compliant

2. Main memory - memory capacity of at least 4

megabytes of

RAM

3. Monitor - This program requires a

coloured monitor

(EGA/VGA monitors)

4. Hard disk space - The hard disk must have at

500 megabyte disk

space.

5. Floppy Drive - A3.5 in drive is required for

installation

6. Input device - Laser or line printer with

auto paper feed or manual.

SOFTWARE REQUIREMENT

The requirement for the software are:

1. The operating system should have a windows

operating system

2. The system should be able to read from the

floppy drive in order to aid installation or

running of the package

3. There should be QBASIC interpreter/ compiler

in the system residence

CHPTER FIVE

5.0 IMPLEMENTATION

In implementing the new system, factors are been

considered before the final implementation process.

The factors include the testing the new system, the

conversion method and the personnel involvement in

the design and implementation stage.

TESTING

The new system had to under go certain test some

established facts and data to actualized the expected

result of the system.

If the result achieved when compared with the

existing result, them the new system has actually

achieved the expected goal and objectives of design.

CONVERSION

After testing of the new system the next thing been

considered was the method of implementation of the

new system into the organization or the hotel in

order not to disrupts operations of the system the

system. The system that was designed was introduced

using the palled approach. This approach is been do

using the new system and the existing system hand in

hand. This approach will help the old system to

adapt very well to new system.

PERSONNEL INVOLVEMENT

The human factor in implantation is another important

factor in the design of the new system. this area

concerns of the personnel that will handle the new

system.

The new system is going to be handled by one expert

with vast knowledge in computer programming who will

help in the training and enlightenment of the

management about the abilities of the package.

Also some staff of the hotel will be trained on how

to use the automated system effectively.

5.1 PROGRAM DESIGN

The program design tools used here are the program flowchart.

5.2 PROGRAM LOW CHART

STRAT

DISPLAY MENU

INPUT SELECTION

=1

=2

=3

=4

STOP NN

Y REPORTS

Y SERVICE

NEXIT

RECEPTION

Y

FLOWCHART 1RECEPTION

ENTER

DISPLAYRECEPTION MENU

=1.1

=1.3

EXIT

YN

INPUT SELECTION

=1.2

Y

N

FLOWCHART 2

SERVICE

DISPLAY SERVICE MENU

=2.1

EXIT

INPUT SELECTION

=2.2

ENTER

=2.3Y LAUNDRYY

DRINKY

Y FOOD

FLOWCHART REPORT

DISPLAY SERVICE MENU

=3.1

EXIT

INPUT SELECTION

=3.2

ENTER

=3.3Y N BILLSN

Y CLIENTS

FLOW CHART 1.1

RECEPTION CHECK-IN

ENTER

OPEN CUSTOMER FILE

INPUT CUSTOMER FILE

VALID?

WAITE CUSTOMER RECORD

ANOTHER CUSTOMER ?

CLOSE CUSTOMER FILE

EXIT

CLOSE CUSTOMER FILE

FLOW CHART 1.2

RECEPTION CHECK-OUTENTER

INPUT CUSTOMER FILE

VALID?

READ CUSTOMER RECORD

ANOTHER?

WRITE CUSTOMER RECORD

OPEN CUSTOMER FILE

INPUT CHECK OUT DATA

Y

N

FLOW CHART 2.1,2.2,2.3

SERVICE ENTRYCLOSE FILE

N

ENTER

OPEN SERVICE FILE

OPEN SERVICE FILE

INPUT CUSTOMER NO

READ CUSTOMER RECORD

INPUT SERVICE TYPE

INPUT DESCRIPTION

INPUT SERVICE CHARGE/COST

EXIT

FLOW CHART 3.1

CUSTOMER INFORMATION REPORT

WRITE SERVICE RECORDMORE ?

CLOSE FILE

Y

ENTER

OPEN CUSTOMER FILE

OPEN DEPOSITE FILE

READ CUSTOMER RECORD

STORE CUETOMER NO TO N

READ SERVICE RECORD

EXIT

CUSTOMER NO=N

PRINT CUSTOMER, DEPOSIT BALANCE

EOT (SERVICE)

N

Y

EOT (CUSTOMER)

CLOSE FILE

EXIT

N

N

FLOW CHART3.2

BILL

ENTER

OPEN CUSTOMER FILE

OPEN SERVICE FILE

INPUT CUSTOMER NO.N

VALID?

READ CUSTOMER RECORD

READ SERVICE RECORD

CUSTOMER NO=N

CLOSE FILEEXIT

TOTAL =TOTAL+ AMOUNT

EOT-(SERVICE)

PRINT CUSTOMER,TOTAL

ANOTHER CUSTOMER

5.3 SOURCE PROGRAM

5.4 TEST RUN

The test run will be done using some test data

typical of small hotel input.

TEST DATA

CHECH IN

CUSTOMERNAME:

CUSTOMER NO:

ADDRESS:

ROOM NO:

DATA CHECKED IN:

DEPOSIT:

CHECH OUT

CUSTOMER NO:

DATE CHECKED-OUT:

SERVICE:

SERVICE TYPE:

CUSTOMER NO:

COST:

SERVICE CHARGE:

DATE

CHAPTER SIX

5.0 DOCUMENTATION

This area will focus on the description of the form

and contents of the program which will be required or

requested by the user of the program or by experts

who want to modify the program format or structure.

USER GUIDE OR DOCUMENTATION

There are two options of using or running the

program. These options are:

1. Form the floppy drive

2. Installed and from the hard disk drive

In either case the file is executed whether from

the Qbasic environment or new window program folder.

The filed of the program was complied to run as an

executable file in any window operating system.

To run the program from drive A

Insert the diskette containing the program

into the floppy drive

Click on start menu from window environment

and click run a.

A list of flies will appear on the screen

(these files make up the enter program)

Select Hot Mis exe to start of the program and

click OK

To install and run the program in the system the

following instructions are to be follows:

Start your windows in the usual manner.

Insert the installation diskette in the floppy

drive.

Form the C: Prompt or windows explores, enter

this command copy A: * * C:/Hotel

Now go into the hotel subdirectory by entering

this command CD/Hotel and enter

You are now ready to use HOTMIS ver.1

To run the HOTMIS ver.1 make sure are in the

hotel subdirectory and enter this command.

HOTMIS.

You are now ready to use the package

PROGRAM DOCUMENTATION

The program was designed to run in modules and forms

with the program statement been store in the modules

and to examine the modules the user at this level

must be well knowledge in the use of Q basic

programming language in order not to change the form

in which the program was written. This level is not

accessible to anybody but experts who know the

opecode can access it

ERROR HANDLING

The system has been designed to be fault tolerant.

In other words, on receiving invalid data, it does

not crash or seize to operate but rather display an

error massage and allows the re-enter his/ her

response.

Again, the program was designed with a help that will

guide the user and the analyst in the use of system,

for operational guide and instructional guide.

CHAPTER SEVEN

6.0 RECOMMENDATION

The goal of data processing whether manual or

automated is to discover and implement a tool that

will dramatically improved the production of the

workers and the quality of work produced if the

managers of zodiac hotel have the goal in mind, then

the application software fashion out by this project

can be defined as an answer to their problem.

This is so because the package will be taken the

advantage of dynamic feature of the system of Q basic

programming language to get ride of the problems

inherent in the manual operations. The design of

the software ensure automatic primary of the input

which help a lot in removing the case of incomplete

data.

Therefore, the overall poor performance of the manual

system have made the designed automated procedure

variable alternative. However despite the overall

benefits to be derived, the developed application

software cannot claim to offer answers to every

aspect of the limitations suffered by the manual

procedure. These are area in which manual operation

are unavoidable cost effective through the automatic

cross over from manual to automated procedure in

monetary terms, the long term benefits to be derived

is nothing to compare to.

For user to accept the package for operational user.

I recommend that the package should under go

acceptance teat for the intending users.

This will involves testing the package with data

developed as part of the testing process, test data

generators can be used to automatically generate a

large number of test data inputs for the package a

better and be able to use them effectively.

7.1 CONCLUSION

This project is a part of indication of usefulness of

computers in all areas of daily life. Although the

level of computerization of hotels is very low in the

country and Africa at large

I do believe that this project we and computer world

as a whole be driving the possibility of this

“imaginary” fact to reality the computerization of

check- in (check out process as will as the final

payment settlement cannot be over emphasized due to

mounting of goods demand for service putting heavy

pressure on gusts houses. To provide greater

efficiency, accuracy and speed in all their

processing operation, good public relations and

improve services to the users, the hotel should

consider the automated system such system can proved

the hotel with levels of detailed and precision of

turning for allocation of rooms.

REFFERENCE

1. S. MELDICK (1972) Idea on Catering and Hotel

Management. Hall Inc.

Surrey

2. GRAY.W& LIGUOR,C.S,(1988) Hotel and Model

Management

Operators Prentice Hall Inc. New

Jersey

3. SOHIR ANDREWS (1989) Hotel House Keeping

Management

4. EMERY, GLYM(1990)Electronic Data, Processing The

Pitman Press

Bath

5. Susan Woolsigge (1993) Computer Aided Data

Processing London

6. JOHN WILLY and SON (1993) Computational

Structure Hall Clearance

London