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Sri Lanka Institute of Information Technology

Title of the Project


Project Proposal
Information Technology Project 2013
Project ID: ITP-13-MLB-99
Submitted by:
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IT12111111 (Name)
IT12222222 (Name)
IT12333333 (Name)
IT12444444 (Name)
IT12555555 (Name)
IT12666666 (Name)
IT12777777 (Name)
IT12888888 (Name)

Submitted to:
(Supervisors signature)
..
Ms. Tharaniga Jeyakody
Date of submission : 05-Feb-2016

Abstract
This is the project proposal for Hotel Royal Grand Paradise which is a newly built hotel
situated in Kohalwila, Kelaniya .It doesnt have any automated system so far for their processes.
This document consists of the functions which we are going to implement covering all the aspects of
the current manual system and including how to overcome the problems which exist.
Our objective is to create a system which is fully customizable and can be molded to any hotel which
is willing to implement our system.
The system will have the following modules.

Employee management

Food stock management

Restaurant management

Handle outdoor catering

Check-In / Check-Out
Supplier details management

User levels handle and Administrative tasks

Assets management system

Halls, rooms and cottage allocation

Customer relationship management

Length : page
This should not be more than 150 words.
Sate the client (company) to which you will develop the software. State concisely the significance of
the project, what is to be accomplished and how you are going to do it.
The abstract is extremely important in creating a favorable first impression of the proposal.

Table of Contents
ABSTRACT........................................................................................................................................II
TABLE OF CONTENTS..................................................................................................................III
1.

INTRODUCTION.......................................................................................................................1

1.1 Problem Specification..................................................................................................................1


1.2 Solution Outline...........................................................................................................................1
1.3 Key Benefits..................................................................................................................................1
2.

OBJECTIVES..............................................................................................................................2

3.

PROCEDURE..............................................................................................................................3

3.1 Flow of the Project.......................................................................................................................3


3.2 Project Plan..................................................................................................................................3
4.

PERSONNEL AND FACILITIES..............................................................................................4

5.

SOFTWARE AND HARDWARE REQUIREMENTS.............................................................5

6.

BUDGET......................................................................................................................................6

7.

REFERENCES............................................................................................................................7

APPENDIX...........................................................................................................................................8

III

Project ID Project Name

1. Introduction
Hotel Royal Grand Paradise is a newly built hotel situated in Kohalwila, Kelaniya and it doesnt
have any automated system for its tasks yet. Its having all the modern facilities such as comfortable
rooms and reception halls with luxury facilities as well as a calm and cool environment with a lake,
swimming pool, a beautiful and well maintained garden.
It has 3 reception halls called Pandora, Aura and Grand which can be reserved for 250,
250 and 350 people respectively. They provide rooms under 3 main categories called Normal,
Decorated and Special. Around 20 rooms are there and all are accommodated with A/C.
Additionally customers can have boat ridings, horse ridings as well and additional payments have to
be done for those facilities. They provide outdoor caterings, take-away and dine-in foods facilities
other than the main tasks.
The dedicated staff of Hotel Royal Grand Paradise are always willing to give their service as
best as they can. There are about 20 employees in the working crew.
Hotel Royal Grand Paradise has many more current processes and still everything is done
manually. Therefore they need to automate their processes. So we wish to implement a system by
covering all the aspects (Manual procedures).
A desktop application system is going to be implemented to handle and manage their tasks.

Project Proposal

Project ID Project Name

1.1 Problem Specification


Briefly explain the current situation; mention the software systems that they have at present. Outline
the problems they face at present.
Currently the system is manual. Therefore the efficiency of the system is low.
The manual system consumes a lot of time when searching, updating and removing previous
invoice records, stock details and employee details.
Employees and the management of the hotel are responsible in handling all the processes.
Especially management is responsible for adding new staff members, getting annual reports of the
hotel and updating stocks.
The hotel still doesnt have an assets management and they couldnt track down the losses of
hotel properties.
The hotel is keeping their stores of raw food items which is far away from the hotel premises
about 5kms as there were some misplacements happened. This leads to transportation problems and
fuel consumption.
All the information about reservation details, customer details, room services, room types,
employee details, payroll details, invoice details, stock details, payment details are recorded in a file
manually. They are stored in a special place which takes a considerable amount of space. Although
they are arranged by the year, its difficult to find for a specific record within those files. Probability
of getting damage of those files is high. Even though the same guest visit hotel again and again, that
customers records have to be searched repeatedly. When a top level person of the management asks
for a specific detail such as number of tourist visit their hotel last year, staff will be in a great
problem. It may take hours to get through files and to gather the required details. Customer will
receive a bill including all his room charges and all other expenses at hotel when he or she checks
out. This bill is calculated manually by collecting room type, food and beverages consume, number
of days spent, room services. This is time consuming and cant assure the accuracy of the
calculations.
Summarization of all the drawbacks is follows
Manual system is much time consuming.
Often the data are lost.
Lots of Manual labor is required for manual record keeping.
Data is not always reliable as it is hand written and some human errors might have occurred.
Difficulty of searching and retrieving records.
Project Proposal

Project ID Project Name

Slow process of reservation.


Low in security.
Low data security levels.
Retrieval of guest records is extremely difficult.

1.2 Solution Outline


Explain the solution proposed by your group. Include a high level architecture diagram of the
proposed system.
Hotel Management System we are going to implement will solve all the problems previously
mentioned in Problem Specification.
The system database will store all the details and information about reservations, assets, employees,
stock, customers, room types and staff details in a convenient manner. Database makes retrieval of
data efficient and accurate. User of the system can easily search for a record by inserting any title.
Reservations of the hotel can be done in a single click. After checking availability for rooms, single
or group reservation can be made after entering required details. Reports can be generated under
several categories at any time whenever required. They will appear in a clear view with charts and
graphs for easy comparisons. In the end of the month management can get a crystal clear view of the
status of the hotel through those reports. By referring to those reports they can make future plans or
take decisions that involve with the development of the hotel. When a guest checks out from the
hotel he or she will get a printed version of the bill including all expenses. System has a function to
automatically calculate the bill according to the predefined charges set to items, food and rooms.
Higher level person of the hotel has the ability to change those unit prices after login to the system.
Security is provided to our system by having a database backup, restore database and crash recovery
system. User IDs and passwords are provided to prevent unauthorized access.

1.3 Key Benefits


Describe the key benefits of the system.

Project Proposal

Project ID Project Name

2. Objectives
Length : 3 pages
Objectives are the precise (exact) expected result or outcome of the project.
These may be broken down into general and specific accomplishments. It is important that the
objectives be well thought out and defined. They should be realistic given the timeframe and
available resources.
Main functions you will have in the system can be explained under this section.

Project Proposal

Project ID Project Name

3. Procedure
This section provides details of how the project will be conducted.

3.1 Flow of the Project


Length : 4 pages
Concrete description of what you plan to do and the order they will perform must be explained here.
Your research plan must include clear milestones for every week until the project due date. Divide
the work into various subtasks; schedule these tasks in a way that the work is completed in time.

3.2 Project Plan


Length : 2 pages
The proposal should provide a realistic timetable given the tasks to be accomplished. According to
the flow of the project described in the above section show the schedule as GANTT chart.

Project Proposal

Project ID Project Name

4. Personnel and Facilities


Length : 1 page
This section should include all people working on the project, their roles, and resources involved.

Project Proposal

Project ID Project Name

5. Software and Hardware Requirements


Length : 1 page
This section must state the software and hardware required to implement and run the proposed
software system.

Software Requirements

Microsoft windows 8 or above

Visual Studio 2015 Community Edition

MS SQL Server 2014

.NET Framework 4.6

Server computer for the database

Hardware Requirements

Computer with minimum 512 MB RAM and 256MB VGA

Monitor with minimum resolution of 1024*768

Key board and Mouse

500 GB Hard drive

Internet connection

Project Proposal

Project ID Project Name

6. Budget
Length : 1 page
The budget should be an accurate reflection of the complete project cost.

Project Proposal

Project ID Project Name

7. References
Under this section you should list all referred work such as books, conference papers, journal papers,
etc. References should be listed according to the IEEE format.
[1]
Software Engineering I. SLIIT, 2015.

Project Proposal

Project ID Project Name

Appendix
Appendices may be used to provide data of peripheral benefit to the project.

Project Proposal

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