Project Report On

Hotel Management System

For
Hotel Nagpal Regency

Submitted by
Rahul Dilip Desai
Seat No.

Under The Guidance Of

Mrs.Vimala Rani

Submitted In Partial Fulfilment Of The

Requirement For Qualifying
T.Y.BSc. Computer Science Examination
1

March, 2012

Department Of Computer Science

Kishinchand Chellaram College
Churchgate, Mumbai-20

ACKNOWLEDGEMENT
Foremost I thank the Almighty for showering his
blessings upon me. This research would not have been possible without
his grace.
I would like to thank Ms.Manju Nichani, Principal of K. C.
College for providing me with the facilities of the institution.
Similarly, I thank our viceprincipal Dr.Mrs.HemlataBagla,
head of the department of Computer Science for making all the necessary
facilities available to me during my project formation.
I would also like to express my sincere gratitude to my mentor
Mrs.Vimala Rani for her continuous support during the course of my
project completion, for her patience, motivation, enthusiasm and
immense knowledge. Her guidance helped me during each phase of the
creation of this project.
I am thankful to the staff of the college library for helping me to
review literature for my project. As well as all the non-teaching staff of
2

the computer science department for being so accommodating and cooperative all through.
I am grateful to all my friends and colleagues for their constant
encouragement and support and for assisting me with their inputs.
Last but not the least, I thank my parents for their constant help,
encouragement and unwavering support throughout.

INDEX
Sr.No

Topic Name

Preliminary Investigation

Page No

Organizational Overview

Description Of System

Limitation Of Present System

Proposed System and its Advantages

Feasibility Study

10

Stakeholder

11
3

Gantt Chart

II

12

System Analysis

Fact Finding Techniques

15

Event Table

17

Use Case Diagram, Scenario and Use Case Description

20

Entity Relationship Diagram(ERD)

25

Activity Diagram

26

Class Diagram

27

Object Diagram

28

Sequence Diagram

29

State Diagram

30

Sr.No

Topic Name

III

System Design

Page No

Converting ERD to Tables

33

Design Class Diagram

36

Component Diagram

38

Package Diagram

39

Deployment Diagram

40

IV

System Coding
4

Menu Tree

42

List Of Tables with Attributes and Constraints

43

Program Description

46

Validation

48

Screen Layout and Report Layout

49

Test Cases, Test Data And Test Results

61

System Implementation/Uploading

65

VI

Future Enhancements

73

VII

Reference and Bibliography

74

PRELIMINARY INVESTIGATION

Organizational Overview

Name of the Hotel :Nagpal Regency

Address: 2610, Bhaibala Chowk, Ferozepur Road, Ludhiana
Contact No.:+91-161-2772394 / +91 - 161 2772391

Hotel Nagpal Regency is a magnificent 3* super deluxe property

situated in the industrial hub city of Ludhiana(Punjab), the most
rapidly developing industrial capital of North India, provides ideal
stay to explorers as well as business travellers. Want to
experience the best of hospitality, then Nagpal Regency is the
perfect answer to it.

Description Of System
Hotel Nagpal is a hotel situated in Ludhiana. Throughout the year,
they have a steady flow of customers as it is located in the
industrial area of Ludhiana. Currently, bookings are done either by
Customer or a Company.

If a Customer wants to do reservation for rooms, the management

checks in the ledger the availability status of the rooms and
reservation dates. This takes a time as the management needs to
browse through the ledger. If a room is available, then the booking
is done for the Customer and the entry is added in the Reservation
ledger. They cannot store the details of the Customer as it will be
very tedious and time consuming.
The entry is also made to the Allocation ledger manually. If the
entry is not done properly then there is a mismatch of data which
leads

to

errors.

When the Customer wants to check out, the details are manually
added into computing applications and a bill is generated. This is
time consuming and there is no way to store Bill Details for a
particular Customer for future reference.

Limitation Of The Present System

Manual Work.

Chances of Loss of Data.

Redundancy of Data.

Errors in accounts due to misplacing of details about rooms

provided to customer and the check in and check out dates

Need to repeatedly check for room availability

Absence of user-friendly system to record data.

Excessive time consumption for data entry as well as for

searching for existing.

Proposed System And Its Advantages

Completely automated transactions.

User friendly system.

Fast data entry as well as quick searching of data.

Can keep track of room status and allocation status

easily.

All records are easily available within a single window.

Data can be easily updated and saved.

Allows retrieval of customers information.

Reports can be printed for Customer Details, Company

Details, Reservation Details, Allocation Details, Bill
Details on daily/monthly basis

Data security.

10

Feasibility Study
This project is highly feasible. It fulfils all feasibility requirements to
develop good software.

Economic feasibility:

Does not incur much development cost.

As it is not a large scale project, it is inexpensive.
Management does not require a license to use the

software.
Being individually developed there is no requirement for
salary or wages.

Organizational and cultural Feasibility:

As the process is managed by computer literate individuals,

there is no phobia related to automation.

A perceived loss of control is minimal due to less work
involved.

Technological feasibility:

Being a small scale project, the working of the project is

simple.
The project is user-friendly, so it will reduce time

consumption.
The flow of the system as well as the operation of the same
is very lucid, thus even if a new person is hired; he/she can
use it without any difficulty.

Resource Feasibility:
11

Being individually developed there is no requirement for

staff.
Resources needed for development are also not very

expensive.
There is no risk of employees or staffs getting transferred
as these resources are not required at all.

Stake Holders

Administrator:
The system can be used by only one user i.e. the
Administrator. The administrator has complete access to all forms
and data. The administrator can also perform all operations such
as adding new records, updating existing records or deleting
records. The administrator can view all data related to customer,
company, reservation, allocation, room details, billing, etc.
The administrator can generate and print reports such as
customer summary, company summary, reservation summary,
allocation summary, bill summary.

12

GANTT CHART
Topic

Proposed Dates

I. Preliminary Investigation

31st July

Actual Dates

(i) Organizational Overview

26th July

22nd July

(ii) Description of System

26th July

22nd July

(iii) Limitations of present system

26th July

22nd July

(iv) Proposed system and its Advantages

26th July

22nd July

(v) Feasibility Study

30th July

22nd July

(vi) Stake Holder

30th July

22nd July

(vi) Gantt Chart

II. System Analysis

1st September

(i) Fact Finding Techniques

10th August

5th August

(ii) Event Table

10th August

5th August

13

10th August

5th August

(iv) ERD

22nd August

22nd August

(v) Activity Diagram

30th August

30th August

(vi) Class Diagram

22nd August

22nd August

(vii) Object Diagram

25th August

24th August

(viii) Sequence Diagram

29th August

27th August

(ix) State Diagram

30th August

30th August

Topic

Proposed Dates

Actual Dates

III. System Design

14th December

(iii) Use Case Diagram, Scenarios &

Use Case Description

(i) Converting ERD to Tables

6th September

5th September

(ii) Design Class Diagram

20th September

19th September

(iii) Component Diagram

14th December

10th December

(iv) Package Diagram

14th December

10th December

(v) Deployment Diagram

14th December

10th December

IV. System Coding

15th December
5th December

3rd December

(ii) List of tables with attributes and constraints

22nd November

19th November

(iii) Program Description with Naming

12th December

10th December

(i) Menu Tree / Sitemap

Conventions

14

(iv) Validations

12th December

10th December

(v) Test Cases, Test Data and Test Results

12th December

10th December

(vi) Screen Layouts & Report Layouts

12th December

10th December

(vii) Program Listing

15th December

12th December

V. System Implementation / Uploading

5th January

20th December

VI. Future Enhancements

5th January

20th December

SYSTEM ANALYSIS

15

FACT FINDING TECHNIQUES

While the analysis of the system was performed, the
management was asked the following questions:
1. What is your system all about?
2. Which software do you currently use? (If any)
3. How is data stored?
4. How are customer details maintained?
5. How are company details maintained?
6. How are reservation details maintained?
7. How are allocation details maintained?
8. How are room details maintained?
9. What kind of services are there?(if any)
10. How do customer request for service?
11. What is the information required for the registration of a
new customer/company?

16

12. What is the information required for adding a new

reservation to the reservation list?
13. What is the information required for the allocation of a new
room to the customer?
14. How do you update/ delete different records?
15. What are the rates of your rooms?
16. What are the different room types?
17. Is discount provided to customers?
18. What are current payment modes?
19. How is the bill generated?

Event List
Customer

Customer enquires about availability of the rooms

Customer enquires about different services provided
Customer provides the details for booking
Customer checks-in

Customer checks-out
Customer does payment
Management

Management Updates the Customer details.

Management Updates the Company details.
Management Updates with Allocation details.
Management Updates the Reservation details.
Management Updates the Room details.
17

Management generates the Bill

Reports

Time to produce Reservation Summary report.

Time to produce Allocation Summary report.
Time to produce Customer Summary report.
Time to produce Company Summary report.
Time to produce Bill Summary report.

Event Table
Event

Trigger

Customer

Availability of

enquires

rooms

Source
Customer

about

Activity

Respon

Destinati

Look up for

se
Room

on
Customer

availability of

Details

rooms

provided

Look up for

Service

availability of
the rooms
Customer

Enquiry of

Customer

enquires

Services

services

Details

about different

provided

provided

provided

Create new

New

Customer

Customer

Customer

services
provided
Customer

New

provides the

Customer

Customer

18

Customer

details for

Details

created

booking
Company

New Company Company

Create new

New

provides the

Details

Company

Company

details for
booking
Customer /

Company

created
New Payment

Customer

Record

Payment

Manageme

Company

payment and

details

nt

does payment

generate bill

recorded

Activity

Respon

Destinati

se

on

Event

Trigger

Source

Management

Add/Update

Manageme Create/Updat

Updates the

Customer

nt

Customer

details

e Customer
Details

-----

------

-----

-----

-----

-----

details.
Management

Add/Update

Manageme Create/Updat

Updates the

Customer

nt

Company

details

e Company
details

details.
Management

Add/Update

Manageme Create/Updat

Updates with

allocation

nt

Allocation

details

e allocation
details

details.

19

Management

Add/Update

Manageme Create/Updat

Updates the

reservation

nt

Reservation

details

details
Management

Add/Update

Manageme Create/Updat

Updates the

room details

nt

e reservation
details

details

New Bill

generates the

-----

-----

-----

e Room

Room details

Management

-----

Manageme Create new

Bill

Customer

nt

bill

Source

Activity

Respon

Destinati
on
Manageme
nt

Bill

Event

Trigger

Time to

End of

Produce

se
Reservati

produce

day/month

Reservation

on

summary

summary

report

report

Reservation
Summary

------

report.
Time to

End of

Produce

Allocation

Manageme

produce

day/month

Allocation

summary

nt

summary

report

Allocation
Summary

------

report

report.
Time to

End of

Produce

Customer

Manageme

produce

day/month

Customer

summary

nt

20

Customer

summary

Summary

------

report

report

report.
Time to

End of

Produce

Company

Manageme

produce

day/month

Company

summary

nt

summary

report

Company

------

Summary

report

report
Time to

End of

Produce Bill

Bill

Manageme

produce bill

day/month

Summary

summary

nt

report

report

summary

------

report.

21

USE CASE DIAGRAM, SCENARIO & USE

CASE DESCRIPTION

22

23

Use Case Scenario

Step 1: Customer enquires about Rooms Details
Step 2: Customer is provided with Room Details
Step 3: If new Customer/Company, Register the
Customer/Company.
Step 4: A new Room Reservation is done for the Customer.
Step 5: Room is allocated to the Customer
Step 6: Room Details are updated after Allocation
Step 7: Customer checks-out
Step 8: Room Details after updated after check-out
Step 9: Bill is produced
Step 10: Customer pays the bill.
Step 11: Bill is updated

24

Use Case Description

When the Customer comes, the customer enquires about rooms
availability and the different services provided. The respective
details are given to the Customer. If a new customer wants to do a
reservation, the customer details are updated and a new
reservation is done for the customer. A room is allocated to the
customer. A customer may ask for room services and it is provided
to the customer by management. When the Customer checks out,
a bill is generated and the customer does the payment. The
payment details are then updated.

25

Entity Relationship Diagram

26

27

Activity Diagram

28

Class Diagram

29

30

Object Diagram

31

1. Customer:

32

Sequence Diagram

33

34

State Diagram
1. Customer:

2. Management:
35

36

System Design

37

Converting ERD TO Tables

1. dbo.Customer
Column Name
CustID
CustLName
CustFName
Email
Phone
OfficePhone
Address
City
State
PinCode
Country

Data Type
Numeric(18,0)
Nvarchar(50)
Nvarchar(50)
Nvarchar(50)

Numeric(18,0)
Numeric(18,0)
Nvarchar(50)
Nvarchar(50)
Nvarchar(50)

Numeric(18,0)
Nvarchar(50)

2. dbo.Company
Column Name
CompanyID
CompName
RegNo
ContPerson
Email
Phone

Data Type
Numeric(18,0)
Nvarchar(100)
Numeric(18,0)
Nvarchar(50)
Nvarchar(50)
Numeric(18,0)

3. dbo.Allocation
Column Name
AllocNo
CheckIn
CheckOut

Data Type
Numeric(18,0)
Datetime
Datetime
38

RoomNo
ResNo

Numeric(18,0)
Numeric(18,0)

4. dbo.Reservation
Column Name
ResNo
ResDate
FromDate
ToDate
NoOfDays
NoAdult
NoChild
AdvPay
PayMode
CustID
RoomType
RoomNo
Total

Data Type
Numeric(18,0)
datetime
datetime
datetime
Numeric(18,0)
Numeric(18,0)
Numeric(18,0)
Numeric(18,0)
Nvarchar(255)
Numeric(18,0)
Nvarchar(50)
Numeric(18,0)
Numeric(18,0)

5. dbo.Rooms
Column Name
RoomNo
RoomType
Rate
Availability

Data Type
Numeric(18,0)
Nvarchar(50)
Numeric(18,0)
Nvarchar(50)

39

Design Class Diagram

40

41

42

43

Component Diagram

44

Package Diagram

45

46

Deployment Diagram

47

48

System Coding

49

Menu Tree

Login Form
Customer

Main

Company
View

Reservation
Allocation
Billing
Room Details
Exit

Customer Summary
Company Summary
Report
Reservation Summary
Allocation Summary
Billing Summary

50

Logout

List of Tables with Attributes &

Constraints
1. dbo.Customer
Column Name

Data Type

Width

CustID

Numeric

(18,0)

CustLName
CustFName
Email
Phone
OfficePhone
Address
City
State
PinCode
Country

Nvarchar
Nvarchar
Nvarchar
Numeric
Numeric
Nvarchar
Nvarchar
Nvarchar
Numeric
Nvarchar

(50)
(50)
(50)
(18,0)
(18,0)
(50)
(50)
(50)
(18,0)
(50)

Constraints
Primary Key

Description
Unique ID for each

customer
Customer last name
Customer first name
Customer Email address
Customer Telephone
Customer Office number
Customer Address
Customer City
Customer State
Customer Pincode
Customer Country

2. dbo.Company
Column
Name
CompanyID

Data Type Width

Numeric

(18,0)

Constraint
s
Primary Key

Description
Unique ID for each

(100)

Company
The Companys

RegNo

Numeric

(18,0)

name
Company

ContPerson
Email

Nvarchar
Nvarchar

(50)
(50)

Registration number
Contact Person
Company email

(18,0)

address
Company Telephone

CompName

Nvarchar

Phone

Numeric

number

3. dbo.Reservation
51

Column Name
ResNo
ResDate
FromDate
ToDate
NoOfDays
NoAdult
NoChild
AdvPay
PayMode
CustID
RoomType
RoomNo
Total

Data Type

Numeric
Numeric
Numeric
Numeric

(18,0)
(18,0)
(18,0)
(18,0)

Description
Unique reservation ID
Reservation Date
Check In Date
Check Out Date
No of booking days
No of adults
No of children
Advance booking

Nvarchar

(255)
(18,0)
(255)
(18,0)
(18,0)

amount
Mode of payment
Customer ID
Type of room booked
Room number
Total Payment amount

Numeric

Width
(18,0)

Constraints
Primary Key

datetime
datetime
datetime

Numeric

Nvarchar
Numeric
Numeric

Foreign Key

4. dbo.Allocation
Column Name
AllocNo
CheckIn
CheckOut
RoomNo
ResNo

Data Type
Numeric

Width
(18,0)

Constraints
Primary Key

(18,0)
(18,0)

Foreign key

Datetime
Datetime
Numeric
Numeric

Description
Unique Allocation ID
Check In Date
Check Out Date
Room number
Reservation number

5. dbo.Rooms
Column Name
RoomNo
RoomType
Rate
Availability

Data Type
Numeric

Nvarchar
Numeric

Nvarchar

Width
(18,0)
255
(18,0)
(50)

Constraints
Primary Key

Description
Unique Room Number
Type of Room
Rate of Room
Availability status of the
Room

52

Program Description & Naming

Convention
Convention:
Sr.No
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Control

Convention

lbl
tb
cb
btn
rb
dtp
crv
DatagridView

Label
TextBox
ComboBox
Button
RadioButton
DateTimePicker
CrystalReportViewer
DataGridView

1
tt
ms

ToolTip
MenuStrip

Program Description:

53

Sr.

Program

Description

No

54

1.

login

It helps to Login into the application.

2.

Customer

Add all the details of the Customer& Refresh

3.

Company

the form.
Add all the details of the Company& Refresh

4.

Reservation

the form.
Add all the reservation details & Refresh the

Allocation

form.
Add all the allocation details& Refresh the

5.

form.
6.

Room Details

Add all the room details& Refresh the form.

7.

main

Home page of the Application.

8.

datagrid

Add/Update/Delete all the details of

customer, company, reservation, allocation &

9.

rooms
It helps to view the Complete Detail of All the

CustSummaryRpt

customers in the Hotel and Also provide

Printing Facility for it.
It helps to view the Complete Detail of All the

10. CompSummaryRpt

company booking in the hotel and Also

11. ReservationSummaryRp
t

provide Printing Facility for it.

It helps to view the Complete Detail of All the
reservations in the Hotel and Also provide
Printing Facility for it.
It helps to view the Complete Detail of All the

12. AllocationSummaryRpt

allocations of the roomin The Hotel and Also

provide Printing Facility for it.
It helps to view the Complete Bill Details in

13. BillSummaryRpt

The Hotel and Also provide Printing Facility

for it.
55

Validations

For Validation purpose in this application, the module

validation.vb has been created.

In this module two subroutines checkname() and
checknum() have been defined for the purpose of

validation.
The checkname() subroutine is used for validating fields

which should accept only character values like name field.

The checknum() subroutine is used for validating fields
which should accept only numeric values like contact

number field.
The textlength property of the text box is also used to

ensure that no field are left blank.

The datetimeproperty of the date time picker is also used
to ensure that the entered date is valid or not.

56

SCREEN LAYOUTS AND REPORTS LAYOUTS

57

1. SplashScreen:

58

2. Login

3. Master Form:

59

60

4. Customer:

5. Customer Details:

61

6. Company:

62

63

64

7. Company Details:

8. Reservation

65

9. Reservation Details:

66

10. Allocation Details:

67

11. Billing Details:

68

12. Room Details:

69

13. Customer Report:

70

14. Company Report:

15. Reservation Report:

71

16. Allocation Report:

17. Billing Report:

72

73