Hotel Management System PDF
Hotel Management System PDF
Hotel Management System PDF
System
Minor Project
Chrichtian A. Neal
May 15, 2013
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Chrichtian A. Neal
CERTIFICATE
This is to certify that this a bona fide record to the project work done
satifactorily at Uttar Pradesh by Chrichtian A. Neal (BSc IT01542010-
2013027) of the BSCIT10 program.
This report or the similar report on this topic has not been submitted for
any other examination and does not form part of any othe course
undergone by the candidate.
ABSTRACT
An investigative survey was done amongst some urban hotels with in the city to
captivate, to an extent, the acceptance of the change afforded by Information Technology
in a day-to-day handling of resource raw data by which decisions are made and
businesses thrive. For the setting, it was noticed that as much as information (as a result
of organized data) plays a leading role in the businesses’ lives, just but a few would
consider the finds. On a larger scale, hotels were not managing data well or not at all, and
proposing a more efficient way of data management (considering the cost to the high
advantage) was such a constraint to hotel managers.
At a reasonable timing a hotel was able to see the need for such a change, allow a case
study to improve it already partially manual booking and cancellation process and semi-
electronic billing system. This project proves a basis to elaborate that the more concise,
centralize, and organized data becomes, so will the output (information) be. It was
discovered in analyzing the developed system to the former that efficiency, timing,
redundancy elimination, productivity, feasibility, and cost reduction were prime in its
objectives.
Based on this project, a closer look at the perception and the resource factor to improving
the overall goal to drive people and entities toward managing data which plays a critical
role in the decision they make, which improves or impedes productivity but focusing on
deriving an inexpressive module for the sole purpose of managing small and medium
(income generating) hotels facilities.
Chrichtian A. Neal
ACKNOLEWDGEMENT
I would like to extend special thanks and gratitude to the Human Resource Manager of
The Cape Hotel, Mr. Victor J. Whitfield, for his valuable time afforded me in preparing
the outcome of this project.
Another big ‘thank you’ to my office (and entire staff) for allowing be the peace I needed
on Earth to complete this project. Had it not been for their understand and less unlimited
job requests, I wouldn’t have been able to come to a reasonable finish.
Chrichtian A. Neal
TABLE OF CONTENT
1. Introduction .......................................................................................................................................... 1
1.1 Background ................................................................................................................................... 1
1.2 Objectives...................................................................................................................................... 1
1.3 Purpose, Scope, and Applicability ................................................................................................. 2
1.3.1 Purpose ................................................................................................................................. 2
1.3.2 Scope ..................................................................................................................................... 2
1.3.3 Applicability........................................................................................................................... 2
1.4 Achievements................................................................................................................................ 2
1.5 Organization of Report.................................................................................................................. 3
2. Survey of Technologies ......................................................................................................................... 4
3. Requirements and Analysis ................................................................................................................... 8
3.1 Problem Definition: ....................................................................................................................... 8
3.2 System Analysis: ............................................................................................................................ 8
3.2.1 Cape Hotel system at the moment runs as follows: ........................................................... 10
3.2.2 Problems faced with system at Cape Hotel ........................................................................ 10
3.3 Planning and Scheduling ............................................................................................................. 11
3.4 Software and Hardware Requirements:.................................................................................... 12
3.4.1 Computer ............................................................................................................................ 12
3.4.2 Printer ................................................................................................................................. 12
3.4.3 Software Requirement: ....................................................................................................... 12
3.5 Preliminary Product Description ................................................................................................. 13
3.5.1 End users requirement........................................................................................................ 13
3.5.2 Hotel information................................................................................................................ 13
3.6 Conceptual Models: .................................................................................................................... 15
3.6.1 System flowchart: ............................................................................................................... 16
4. System Design ..................................................................................................................................... 17
4.1 Data Design ................................................................................................................................. 17
4.1.1 Integrity and Constraints .................................................................................................... 17
4.1.2 Normalization of entities .................................................................................................... 18
4.1.3 Entity Relationship Diagram (ER Diagram).......................................................................... 21
4.1.4 Functional Dependencies .................................................................................................... 22
4.2 Basic Modules: ............................................................................................................................ 23
4.2.1 Form prototype .......................................................................................................................... 23
4.3 User Interface Design:................................................................................................................. 31
4.3.1 Main menu .......................................................................................................................... 32
4.3.2 Entity Relationship Diagram (ERD) ...................................................................................... 38
4.4 Security Issues: ............................................................................................................................ 43
4.4.1 User Identification............................................................................................................... 43
4.4.2 Network Access ................................................................................................................... 43
4.4.3 Recovery.............................................................................................................................. 43
4.4.4 Malware and Intrusion ........................................................................................................ 43
5. Implementation and Testing ............................................................................................................... 44
5.1 Coding: ........................................................................................................................................ 44
5.1.1 Forms: ................................................................................................................................. 44
5.1.2 Form_CreditCard ................................................................................................................. 47
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Term Definition
Data handling the process of ensuring that research data is stored, archived or disposed
in a safe and secure manner during and after the conclusion of a research
project. This includes the development of policies and procedures to
manage data handled electronically as well as through non-electronic
means
Front desk (receptionist) an employee that performs the duties of receiving guests
(booking), visitors, and answer phone calls.
Penthouse is the apartment or room located at the top floor of a building usually
expensive for very high executive.
Switchboard is tool kit used by programmers which allows program with the help of
MS Office-embedded Visual Basic (VB) tools to create a Graphical User
Interface (GUI) to include command buttons to drive the SAS session.
ABBREVIATIONS
The following project-specific and general technical abbreviations are used:
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HR Human Resource
IBM International Business Machine Corporation
IEC International Electrotechnical Commission
ICT Information and Communication Technology
ISO International Organization for Standards
MS Microsoft
MSXML Microsoft eXtensible Markup Language
ODBS Open Database Connectivity
OLTP On-Line Transaction Processing
OS Operating System
PC Personal Computer
RAC Real Application Clusters
RDMS (RDBMS) Rational Database Management System
SAS Statistical Analysis System
SDLC Software Development Life Circle
SOE Standard Operating Environment
SP3 Service Pack (version 3)
SQL Structural Query Language
TPC-C Transaction Processing Performance Council
T-SQL Transact- Structural Query Language
VBA (VB)Visual Basic Application
VSC Vision Control System
XP eXPerience
1. Introduction
This project provided a stimulus recipe of an investigative summary researching the
productivity afforded by employing the use of technology in helping make the most out
of our day to day situations.
I goes further to dissect the SDLC in putting a solution to the problem found with the
intended to alleviating the fear relating to cost that incur trying to take this worthy
venture.
The rest of the chapters will elaborate more details findings and methods taken to resolve
the problem found.
1.1 Background
This project document was done for The Cape Hotel after a feasibility done amongst 6
hotels with the urge to use ICT a productivity tool. A number of these hotel shares,
interesting, similar fate for the fear of welcoming a system to improve the accuracy of
decision made as a result of proper data storage and date manipulation. One would
deduce the fear being budgetary constraints, human resource drawback, amongst other.
In view of these facts, a turn-about phase after noticing some of the mentioned negative
perception on what ICT has to offer these hotels, a system that incorporates very low and
medium income generators (hotels) was focused upon.
1.2 Objectives
This guide seeks to create a database management system which will ease the burden on
the management of The Cape Hotel in making hotel reservations, maintaining guests’
records, check rooms availability per dates, and bill customers as per afforded services in
a timely fashion, and gradually wipe-out a manual excel spreadsheet ‘insert, merge and
highlight’ reservation system.
The project will also work out the modality regarding the cost efficiency factor to drive
more hotel management see the need and the greater advantages there are in welcoming
technology play a key part in handling all of their today’s information from scratch to
finish.
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1.3.1 Purpose
This paper serves to provide a model for the developing and implementation a user-
friendly (GUI) and easy to use, without much provision of support, RDMS system for a
small and medium hotel managements to meet its overall hotel management needs.
1.3.2 Scope
This paper might find itself useful by following the sequence of procedures which are
applicable in the modeling of other similar RDBMS systems (to suite users’ need) for the
purpose of data handling. It ceases functionality when considering enormous work circle
of integrated heterogeneous hotel systems.
1.3.3 Applicability
This paper implementation, that which is the outcome, would be used at the front-desk,
other serves terminals and for administrative use at Cape Hotel, and is also applicable to
other similar small and medium size hotel facilities. Further development of this project
is opened to more research for improvements for scalable entities.
1.4 Achievements
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The project in itself is a hallmark which encourages deterred low income hotel system
would embrace a more meaningful data system tool for collation, analysis, and decision
based productivity. The financial constraint factor has been eradicated to a far and better
more agreeable level of a success story.
I goes further to dissect the SDLC in putting a solution to the problem found with the
intended to alleviating the fear relating to cost that incur trying to take this worthy
venture.
The rest of the chapters will elaborate more details findings and methods taken to resolve
the problem found.
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2. Survey of Technologies
Basically, the choice of database developers should be prone to questions like: who is the
user, what is the size of data (or organization) to be stored and, what kind of business
activities in line with available requirements, reliability, stability, maintenance issues,
which OS platform would the application be running on, how much is budgeted by the
user for such initiative, whether the need for an increase in the scope of the system will
emerge soon, and many others.
When only looking at inputting of data for information purpose, reference information, or
an alternative backup for data storage instead of saving such information in a file format,
then a selection of any of the above mention RDBMS platform (with distributive system
support) would do just good if considerations are not given to issues that concerns
latency, slowness of I/O, locking/blocking, and so on.
However, when the need arises for a database to play a more critical role (OLTP) in a
business-critical system, and the need to incorporate features such as no-down-time, high
availability, clustering, reliability, point-in-time recovery, scalability (for both
performance and data volume), replication for disaster recovery and reporting purposes,
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with extreme high speed and low latency (HPC), then such case will probably need an
RDBMS with enterprise solution features, which will incur high cost.
MS SQL Cluster provides HA since it only supports has log shipping and
failover but no load Active/Passive mode database mirroring for
balancing (instance wise), there is no warm/standby DB solutions
scalability at the instance (active/passive, r/w and
level. There has to read-only), and it supports
replacement of the whole transactional replication
cluster (or pair by pair), if with the granularity at the
the existing hardware has article/object level (per
been throttled table)
Oracle RAC is the best for HA provides TimesTen in- if the existing hardware One of the best ways for
clustering and load memory database cannot keep up with the database cloning and one of
balancing and scalability performance requirement, the best DR solutions (using
A simple adding of a RMAN)
beefier box to the cluster
and gradually replace all
other nodes, which
protect our existing
investment better.
Informix
Sybase ASE 15 Cluster achieves provides ASE in memory Sybase has the best
the same thing as database replication solution, which
Oracle RAC out performs Oracle's Data
guard
TeraData is a
networked/distributed
DB platform since birth
DB2 works very well with
IBM’s pSeries/Power
server running AIX
HACMP(High
Availability Cluster
Multiprocessing), and
Veritas VCS/Sun Cluster
MS Access (see table 2)
MySQL Cluster claimed higher cluster uses an in-memory cluster also supports provides shared nothing
TPC-C performance storage engine adding nodes to the cluster, which basically is
benchmarks than cluster with all nodes synchronous replication
Oracle RAC being active, but it is a among all active nodes. And
share nothing cluster. its asynchronous replication
More nodes mean more also supports at the
copies of databases, more transaction and object level
storage and more network
traffic for data replication
among all nodes in the
cluster.
PostGreSQL
SQLite or
eXtremeDB
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Based on the survey conducted and the options provided by available platforms to
undertake this project, the first pick was a backend SQL database running multiple T-
SQL statements with a user-friendly frontend VB, but with constraint of time and
compelling handiness as much as possible with not much disfavor to those necessary
inputs as provided by the need of the client (The Cape Hotel), MS Access was deemed
suitable for the implementation of the project.
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The Cape hotel has two systems for storing and gathering information upon reservation
and other requests. Due to ambiguity and cumbersomeness of their systems in use, they
desire a more robust system to alleviate the complexity of working with a manual and
half electronic automated system for the production of desirable results. The system will
store details about guest, make booking of available rooms, price calculation and make
billing report.
A meeting with the HR manager (Victor Whitfield) of the Cape Hotel to find out the
inner working of his system was scheduled. To get more information about his current
systems and procedures, questions asked where:
Question: What system do you use for managing your hotel regarding room reservation
and billing and the related?
Victor: We have an Excel spreadsheet with all the booking. We print it and manually
shade with a highlighter to book room/dates and monitor.
Question: So, there isn’t an automated system for doing what you’ve just explained?
Victor: We do have the Omega system but we don’t use it for that purpose. We use it for
acquiring bills from the other terminals for grand totaling.
Question: Why are you not using a system you’ve purchased to do the work in a more
simplified manner?
Victor: I meet the system here, and no one actually said anything about how efficiently
the system must be handled. I was told that only the billing aspect of the software was in
use before my incumbency.
Victor: We most times get booking by emails, and at times phone calls. As per the date in
question for booking, the booking chart printed from the Excel spread sheet is checked,
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and based on the information available we inform guests on available types of rooms,
pricing, and if not, then the future available dates of vacant rooms.
Victor: The merged Excel cells are unmerged upon cancellation, and the already printed
sheets are remerged with white-off.
Question: It seems a bit of a headache but considering what you’ve just explained, have
you ever experienced a time where complications or humanly errors with booking or
cancelation occured?
Victor: Very often. At times if cancellation is done on the spreadsheet by the receptionist
and not followed up to be changed in the excel sheet. We do over-book or misinform
guest with no vacant rooms. The most difficult task is tracing dates of all future available
rooms.
Victor: We tabulate all bills from other service points, sum from excel spreadsheet total
days, and use our QuickBooks system to print out invoices.
Question: As the HR manager, what is your own level of proficiency with computers and
peripherals and that of other staff at front-desk and terminals?
Victor: I am an advanced computer user, and the rest of the front-desk staff are all
computer basics for the minimal.
Question: What are the computer devices and accessories you have here?
Victor: As you can see, this office has two desktop PCs (HR and Finance Managers) and
these HP printers are inter-networked between my computer and the finance manager.
The front-desk has a desktop PC and a printer. And the restaurant has a desktop PC for
entering data via the Omega.
Question: What do you have in your budget for the new system to be implemented, if I
should want to know?
Victor: I can’t say much but I can assure you that we run under a $5,000.00USD budget
for sort of improvement until we can move in new building in June.
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Question: So, you’ll be moving in a new building by June. How long will the process of
moving out take?
- Reservations are done via email or phone call to the front-desk and the details are
entered either into a manual chart and later updated into the excel spreadsheet.
- Cancellations are made by whiting out the colored-merged cell and unmerging
merged cell in the spreadsheet.
- Room preparation instructions for the room to be made ready daily are hand
written with the information gained from the chart.
- Customer bills are calculated from multiple sources.
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3.4.1 Computer
3.4.2 Printer
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This MS Access hotel database management system would require user with a minimum
knowledge of computer basic in Microsoft Office Suite. Front-desk, restaurant, and
business (accounts) offices are the three (3) interactive users of the system.
User will decrypt database upon program startup and then be able to make data entry,
information inquiry or report printing. The entire system is menu driven and provides
easy-to-use functionality.
Guests are billed by per person on pay-per night basis (24 hours)
There are 5 types of rooms available and 2 conference rooms.
The hotel has two sections with 3 floors including penthouse suites.
All rooms have a safe box for valuables, phone line, TV, but Internet access,
satellite TV, game console, and Crib (available in family suites only) has to been
requested due to additional cost.
75 rooms in total :
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NOTE: The currency is restricted to the United States Dollars (as used in Liberia for business transactions)
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The system with act a mediatory role between guest request and front-desk (receptionist)
in the process of providing rational information based on stored data.
The front-desk is left with the rest of the task, to query for information to make wise
decision based on the request of guest. Booking will be done if provisions are met.
Cancellation will be made if guest finds it unnecessary to buy the services, and checking-
in of new guest and checking-out of guest after expiration of stay will be done by the
front-desk.
The internal process provides booking, check-in, and check-out information to front-desk
based on guests’ request or inquiry.
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Figure 1: ER diagrams
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4. System Design
The system is going to be menu driven will backend data into a database inform of
tables. See table below:
These are attributes identified for the implementation of the system table structure, but
first we will have to normalize this structure for efficiency and redundant alleviation; yet
setting a defined relationship with normalized entities.
CustomerName Text
Address Text Customer Table
PostCode Text
TelephoneNo Text
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BookingID AutoNumber
Arrival Date/Time
Checkout Date/Time
RoomType Drop Down
menu
CribRequired Yes/No Booking Table
SatelliteTV Yes/No
GamesConsole Yes/No
InternetAccess Yes/No
Breakfast Yes/No
FullMeals Yes/No
PaymentMethodID AutoNumber
PaymentMethod Drop Down Payment Method Table
menu
CreditcardNo Test
CreditCard Table
CreditCardExpdate Date/Time
RoomNumber Number
RoomType Text Room Table
PricePerNight Currency
Additional attributes were derived to make the tables more meaningful which includes
the smallest of its attributes, for example the address attribute is broken down in address
line 1, address line 2, and Town.
Table 6: Customer
Field Name Data Type Field Size/Key
CustomerID Auto Number Primary Key
FirstName Text 50
Lastname Text 50
AddressLine1 Text 50
AddressLine2 Text 50
Town Text 50
PostCode Text [input mask] (10)
Telephone Text [input mask] (10)
CreditCardNumber Number Foreign Key
PaymentMethod Text 50
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Table 7: Booking
Field Name Data Type Field Size/Key
BookingID Auto Number Primary Key
Arrival Date/Time (short date) NA
Checkout Date/Time (short date) NA
CustomerID Number Foreign Key
RoomNumber Number Foreign Key
CribRequired(nights) Number NA
SatelliteTVRequired (nights) Number NA
GamesConsoleRequired(nights) Number NA
InternetRequired(nights) Number NA
HoursRequire Number NA
StaffRequired Number NA
BreakfastRequired Number NA
FullMealsRequired Number NA
PaymentMethod Text Foreign Key
Table 9: Rooms
Field Name Data Type Field Size/Key
RoomNumber Number Primary Key
RoomType Text [combo box] ["Single";"Double";"Junior";"Family";"Pen
thouse";"Conference"
PricePerNight Currency NA
CribAvailible Yes/No [check box] NA
SatelliteAvailible Yes/No [check box] NA
GamesConsoleAvailible Yes/No [check box] NA
InternetAvailible Yes/No [check box] NA
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SELECT Booking.Room,
Booking.Arrival,
Booking.Checkout FROM Booking
WHERE ((Booking.Arrival)
Between [Please enter arrival
date] And [Please enter
checkout date]-1)) Or
((([Checkout]-1) Between
[Please enter arrival date]
And [Please enter checkout
date])) Or
((Booking.Arrival)<[Please
enter arrival date]) And
(([Checkout]-1)>[Please
enter checkout date]-1));
Checks room SELECT Rooms.RoomNum Rooms table & Rooms No
FROM Rooms LEFT JOIN
availability Reserved query
[Rooms Reserved] ON
(uses Rooms Rooms.RoomNum=[Rooms
Reserved Query Reserved].Room WHERE
((([Rooms Reserved].Room) Is
Null));
Rooms Available None (combines Rooms Rooms table and Rooms No
and Room type Available query and Rooms table Available
Invoice details for a of Staff, Breakfast, Set Booking, Rooms Yes
report Meals, Arrival, Checkout Credit Card Number,
FirstName, Surname,
Address line 1,
Address line 2, Town,
Postcode, Telephone
Number, Booking ID,
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Booking Customer
BookingID CustomerID
Arrival FirstName
Checkout SurName
CustomerID AddressLine1
RoomNumber AddressLine2
CribRequired Town
SatelliteRequired PostCode
GamesRequired Telephone
InternetRequired CreditCardNumber
HoursRequired PaymentMethodID
ServiceStaffRequired
FullMeals
Breakfast
PaymentMethod
CreditCard Rooms
CreditCardNumber RoomNumber
Expiry Date RoomType
CardHolderName PricePerNight
CribAvailable Legend
SataliteTVAvailable
GamesAvailalable Primary Key
InternetAvaliable
PaymentMethod Foreign Key
PaymentMethodID 21
PaymentMethod
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1. that In all tables attribute values are atomic, each with their own primary key
necessarily making it into first normal form(1NF)
2. all tables have no partial dependency and in that a relationship was created
between tables employing foreign keys to put them in the second normal form
(2NF), yet with a transitive dependency amongst the Customer, Booking, and
Payment Method tables.
4. All tables are also in BCNF because all FDs contain only primary key (which is of
course superkey) corresponding to their respective relation.
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Database structure
main menu
Hotel Logo
Check room
availability
Add new
customer
record
Add credit
Reports:
card
-daily cleaning
information
-rooms for
cleaning
-invoices, etc
Exit
Booking/
button
reservation
Booking Form
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Hotel Logo
Reports Exit
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Room Availability
For caption/
title bar
List box (From the rooms and
room type query – displays the
rooms and types/ according to
date entered in query)
System
scrollbar
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Customer Details
Last Name
To Add a new customer,
Address Line 1 click 'Add Customer' Button.
To delete a customer, press
Address Line 2 the button with the rubbish
bin on. To Navigate the
Town/City Customer Records, use the
arrows to cycle through.
Postcode
Telephone Instructions
(label) –
Payment Method visible on
screen
Credit Card Type
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Onscreen
instructions
Navigation
Delete
bottom
current
record
Booking Form
1. Room: Drop down combo box (Lookup wizard) showing the Room Number,
Room type and Price Per Night (from the Rooms table).
2. Customer ID: Drop down or combo box (Lookup wizard) showing the Customer
ID, First Name, Last Name and Postcode (from the Customer table). This enables
the user to easily see which customer they are using. (the other details are hidden
once the Customer number is selected).
3. Payment Method: Drop down combo box (Lookup wizard) allows the payment
type “Cash” or “CreditCard” to be entered in the payment method table.
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Most of the data entries fields have help text (controlTip Text), so that when the
user hovers the pointer over an icon/button, a brief description is displayed as tip.
Customer Invoice
Hotel Logo
Arrival: mm/dd/yyyy Checkout: mm/dd/yyyy
Room:
Room No : xx Room Type: xxxx
Room Price /night : xx
No. of nights stayed : xx
Accommodation cost: xx
Satellite TV : xxxx
GameConsole: xxxx
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Query Layout
Daily Room Cleaning Columnar (sorted ascended by room date)
Rooms to Prepare for Guests Columnar (sorted ascended by room date)
arriving
Rooms to Prepare for Guests Columnar (sorted ascended by room date)
leaving
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The design provides use a group of buttons driven by event handlers to ease transactions
within the system. The database is mapped to the desktop of the user(s) computer. It
requires a user’s name and password (as provided by the database administrator – which
can be created in the ‘Users and permission’ tab of MS Access) to decrypt the database
for interaction.
When user name and password is authenticated, and second screen requesting database
password with prompt user:
Upon authentication with then the main menu is displayed. See on next page:
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Quit button:
Exit with
saving
Command buttons:
linking different forms
The criteria set for the provision of this form would require the arrival and checkout dates
of guest to determine consistency in avoiding over-booking.
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The rooms
displayed is based
on the dates
Input as in this case
12/03/12 and
13/04/12)
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Customer ID number
Onscreen instructions
Shortcut button
back to Booking
form
Navigate between
Delete existing record records buttons
button
Onscreen instructions
User is prompted to input room in question to proving a list of available features. Feature
could also be added from same table upon request.
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Command
button for
various forms
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Live samples:
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Breakdown
cost for other
services
Total
(accommodation
+ services)
7% GST total
Grand total
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Room type
and number
Guest check
out date
Guest check
in date
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Room type
Date of
arrival
Room
number
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This project runs very minimal on high-level security provision based on the scope of
operation of the client and its operational size.
The database is password encrypted and decryption is done when a valid password is
entered.
Same password policy applies to network used except the source database is shared with
the attribute ‘$’ making it invincible to network user. The database source is subsequently
mapped to specific users’ desktops.
4.4.3 Recovery
An automatic backup will be schedule for a daily differential backup to an external hard
disk or network disk.
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Due to the highly unstructured nature of the project, it was indeed difficult to run
smoothly with the implementation phase. The debugging and test of codes which
practically took most of the time estimated ran ‘top-down’.
5.1 Coding:
Here included are queries (SQL statement) and coding (VB) implementing workability in
the database:
5.1.1 Forms:
Form_Booking
Exit_Command22_Click:
Exit Sub
Err_Command22_Click:
MsgBox Err.Description
Resume Exit_Command22_Click
End Sub
Private Sub Command26_Click()
On Error GoTo Err_Command26_Click
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Exit_Command26_Click:
Exit Sub
Err_Command26_Click:
MsgBox Err.Description
Resume Exit_Command26_Click
End Sub
Private Sub Delete_Record_Click()
On Error GoTo Err_Delete_Record_Click
Exit_Delete_Record_Click:
Exit Sub
Err_Delete_Record_Click:
MsgBox Err.Description
Resume Exit_Delete_Record_Click
End Sub
Private Sub Command32_Click()
On Error GoTo Err_Command32_Click
DoCmd.GoToRecord , , acNewRec
Exit_Command32_Click:
Exit Sub
Err_Command32_Click:
MsgBox Err.Description
Resume Exit_Command32_Click
End Sub
Private Sub Command33_Click()
On Error GoTo Err_Command33_Click
DoCmd.GoToRecord , , acNext
Exit_Command33_Click:
Exit Sub
Err_Command33_Click:
MsgBox Err.Description
Resume Exit_Command33_Click
End Sub
Private Sub Command34_Click()
On Error GoTo Err_Command34_Click
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DoCmd.GoToRecord , , acPrevious
Exit_Command34_Click:
Exit Sub
Err_Command34_Click:
MsgBox Err.Description
Resume Exit_Command34_Click
End Sub
Private Sub Command45_Click()
On Error GoTo Err_Command45_Click
stDocName = "Menu"
DoCmd.OpenForm stDocName, , , stLinkCriteria
Exit_Command45_Click:
Exit Sub
Err_Command45_Click:
MsgBox Err.Description
Resume Exit_Command45_Click
End Sub
Private Sub Command52_Click()
On Error GoTo Err_Command52_Click
DoCmd.RunCommand acCmdRefresh
Exit_Command52_Click:
Exit Sub
Err_Command52_Click:
MsgBox Err.Description
Resume Exit_Command52_Click
End Sub
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5.1.2 Form_CreditCard
Private Sub Command7_Click()
On Error GoTo Err_Command7_Click
DoCmd.GoToRecord , , acNewRec
Exit_Command7_Click:
Exit Sub
Err_Command7_Click:
MsgBox Err.Description
Resume Exit_Command7_Click
End Sub
Private Sub Command8_Click()
On Error GoTo Err_Command8_Click
DoCmd.GoToRecord , , acNewRec
Exit_Command8_Click:
Exit Sub
Err_Command8_Click:
MsgBox Err.Description
Resume Exit_Command8_Click
End Sub
Private Sub Command9_Click()
On Error GoTo Err_Command9_Click
Exit_Command9_Click:
Exit Sub
Err_Command9_Click:
MsgBox Err.Description
Resume Exit_Command9_Click
End Sub
Private Sub Command10_Click()
On Error GoTo Err_Command10_Click
DoCmd.GoToRecord , , acPrevious
Exit_Command10_Click:
Exit Sub
Err_Command10_Click:
MsgBox Err.Description
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Resume Exit_Command10_Click
End Sub
Private Sub Command11_Click()
On Error GoTo Err_Command11_Click
DoCmd.GoToRecord , , acNext
Exit_Command11_Click:
Exit Sub
Err_Command11_Click:
MsgBox Err.Description
Resume Exit_Command11_Click
End Sub
5.1.3 Form_Customer
Private Sub AddressLine2_BeforeUpdate(Cancel As Integer)
End Sub
End If
End Sub
5.1.4 Form_Menu
Exit_Command1_Click:
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Exit Sub
Err_Command1_Click:
MsgBox Err.Description
Resume Exit_Command1_Click
End Sub
Private Sub Command5_Click()
On Error GoTo Err_Command5_Click
stDocName = "Customer"
DoCmd.OpenForm stDocName, , , stLinkCriteria
Exit_Command5_Click:
Exit Sub
Err_Command5_Click:
MsgBox Err.Description
Resume Exit_Command5_Click
End Sub
Private Sub Command7_Click()
On Error GoTo Err_Command7_Click
stDocName = "CreditCard"
DoCmd.OpenForm stDocName, , , stLinkCriteria
Exit_Command7_Click:
Exit Sub
Err_Command7_Click:
MsgBox Err.Description
Resume Exit_Command7_Click
End Sub
Private Sub Command11_Click()
On Error GoTo Err_Command11_Click
DoCmd.Quit
Exit_Command11_Click:
Exit Sub
Err_Command11_Click:
MsgBox Err.Description
Resume Exit_Command11_Click
End Sub
Private Sub Command13_Click()
On Error GoTo Err_Command13_Click
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stDocName = "Reports"
DoCmd.OpenForm stDocName, , , stLinkCriteria
Exit_Command13_Click:
Exit Sub
Err_Command13_Click:
MsgBox Err.Description
Resume Exit_Command13_Click
End Sub
Private Sub Command14_Click()
On Error GoTo Err_Command14_Click
stDocName = "Booking"
DoCmd.OpenForm stDocName, , , stLinkCriteria
Exit_Command14_Click:
Exit Sub
Err_Command14_Click:
MsgBox Err.Description
Resume Exit_Command14_Click
End Sub
5.1.5 Form_Report
Private Sub Command0_Click()
On Error GoTo Err_Command0_Click
Exit_Command0_Click:
Exit Sub
Err_Command0_Click:
MsgBox Err.Description
Resume Exit_Command0_Click
End Sub
Private Sub Command2_Click()
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Exit_Command2_Click:
Exit Sub
Err_Command2_Click:
MsgBox Err.Description
Resume Exit_Command2_Click
End Sub
Private Sub Command4_Click()
On Error GoTo Err_Command4_Click
Exit_Command4_Click:
Exit Sub
Err_Command4_Click:
MsgBox Err.Description
Resume Exit_Command4_Click
End Sub
Private Sub Command6_Click()
On Error GoTo Err_Command6_Click
stDocName = "Menu"
DoCmd.OpenForm stDocName, , , stLinkCriteria
Exit_Command6_Click:
Exit Sub
Err_Command6_Click:
MsgBox Err.Description
Resume Exit_Command6_Click
End Sub
End Sub
Private Sub Command9_Click()
On Error GoTo Err_Command9_Click
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stDocName = "Invoice"
DoCmd.OpenReport stDocName, acPreview
Exit_Command9_Click:
Exit Sub
Err_Command9_Click:
MsgBox Err.Description
Resume Exit_Command9_Click
End Sub
DoCmd.Close
Exit_Command3_Click:
Exit Sub
Err_Command3_Click:
MsgBox Err.Description
Resume Exit_Command3_Click
End Sub
5.1.7 Queries:
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5.2 Switchboard:
This programmer user kit which allows program with the help of MS Office-embedded
Visual Basic (VB) tools to create a Graphical User Interface (GUI) to include command
buttons to drive the SAS session, connect to project directories, documents, forms, on-
line help, etc. It, in short, reduces work and saves time by allowing flow of information
within projects.
A basic advantage of using a switchboard in your project is that it groups similar tasks,
which will give users a more organized and user-friendly interface. Depending on how
much information is needed to present on the switchboard, there are several ways to
group the tasks.
A switchboard not only provides programmers with handy-tools, and henceforth greatly
improving efficiency, reducing workload of employees; but it also provides the project-
related team with an information delivery kit, thus efficiently monitoring and delivering
information amongst the team.
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End Sub
End Sub
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End Sub
' If no item matches, report the error and exit the function.
If (rs.EOF) Then
MsgBox "There was an error reading the Switchboard Items
table."
rs.Close
Set rs = Nothing
Set con = Nothing
Exit Function
End If
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End Select
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HandleButtonClick_Exit:
On Error Resume Next
Set rs = Nothing
Set con = Nothing
Exit Function
HandleButtonClick_Err:
' If the action was cancelled by the user for
' some reason, don't display an error message.
' Instead, resume on the next line.
If (Err = conErrDoCmdCancelled) Then
Resume Next
Else
MsgBox "There was an error executing the command.", vbCritical
Resume HandleButtonClick_Exit
End If
End Function
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15 Customer Details Form ‘Cash’ Disable creditcard creditcard number This function
Test if the ‘payment method’ number combo box combo box doesn’t needs working
combo box disables Creditcard get disabled on to enable
number when set to ‘cash’ desired result
16 Customer Details Form Add new record New record added First click clears
Test ‘add new customer’ command displayed data
button functionality for new entry
17 Customer Details Form Delete existing Focused record Accept ‘yes’ to
Test delete record’ command focused record deleted confirm deletion
button functionality of focused data
18 Customer Details Form Go to previous Previous record is
Test ‘previous record’ command existing record displayed
button functionality
19 Customer Details Form Go to next existing Next record is
Test ‘next record’ command button record displayed
functionality
20 Customer Details Form Display Booking Booking form
Test ‘go to booking’ shortcut form displayed
command button functionality
21 Credit Card Details Form Add/create new New credit card
Test ‘Add Credit Card’ command credit card record record
button functionality added/created
22 Credit Card Details Form Delete current credit Current/focused
Test ‘Delete Credit Card’ command card record credit card record
button functionality deleted
23 Credit Card Details Form Go to previous Previous record is
Test ‘previous record’ command existing record displayed
button functionality
24 Credit Card Details Form Go to next existing Next record is
Test ‘next record’ command button record displayed
functionality
25 Booking Details Form Go to previous Previous record is
Test ‘next record’ command button existing record displayed
functionality
26 Booking Details Form Go to next existing Next record is
Test ‘previous record’ command record displayed
button functionality
27 Booking Details Form Delete current credit Current/focused
Test ‘Delete’ command button card record credit card record
functionality deleted
28 Booking Details Form Add new record New record added First click clears
Test ‘New Booking’ command box displayed data
functionality for new entry
29 Booking Details Form Drop down a list to List drop for
Test ‘Payment Method’ combo box select ‘cash’ or selection: ‘cash’ or
functionality ‘creditcard’ from ‘creditcard’
30 Booking Details Form Prompt for user input Room number
Test ‘Feature Available in Room ’ on room number in prompted for
command button functionality question
b Booking Details Form Display table with Available service as The section
Test ‘Feature Available in Room ’ services available per room number might need to
command button functionality displayed in table be worked on
31 Booking Details Form Prompt for user input Room number
Test ‘Room Availability ’ command on room number in prompted for
button functionality question
b Booking Details Form Prompt for user input Non-booked rooms
Test ‘Room Availability ’ command on room number in displayed (room no
button functionality question and type)
32 Report Form Display Report for Report displayed in
Test ‘Daily Room Cleaning ’ Daily Room print preview
command button functionality Cleaning in print
preview
33 Report Form Display Report for Report displayed in
Test ‘Room to prepare for guest Rooms to clean for print preview
arrival today’ command button guests arriving today
functionality in print preview
34 Report Form Display Report for Report displayed in
Test ‘Room to Clean guest leaving Rooms to clean for print preview
today ’ command button guests leaving in
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After days of debugging with much confusion, a few things were notice. Some of which
were corrected:
- The main menu form was too primitive and so a stylish design was given
- The buttons on main menu also had a change to a more classical touch
- The customer details form in it well manner intentions lacked the identification of
guest by their assigned Customer ID numbers. A field on the customer details was
inserted to display customer ID alongside other details.
- An additional table ‘Payment Method’ was added when it was discovered that not
all users were credit card holders, and perhaps not all credit cards are valid.
- Creditcard method combo box was inserted on customer form to depict paying
method either by ‘cash’ or ‘creditcard’, both of which are accessible to the system
- Since customer details inputting of date are before booking, it was then necessary
to include on the customer detail form a shortcut linking the booking form rather
than closing forms.
- A payment method combo box was also included on the booking form ascertain at
the point of entry by which means payment would be made.
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Now it is clear that based on the outputted information The Cape Hotel can now be able
to make rational decisions taking time into consideration. The new system has proven its
eligibility to marginalize the two (2) systems employed by The Cape Hotel, that which is
a manual Excel spreadsheet for booking reservation and cancellation and other tasks
susceptible to human errors alongside a partially used application to manage other hotel
related needs.
The new Access database application strongly demonstrates with efficiency the ability to
take on the many tasks of The Cape Hotel in storing, managing, and enabling the
management make decision to increase production and bottom line - profit.
Booking is not a simple click, and more on cancellation is a single ‘delete record’ button.
The use of unnecessary stationery is alleviated with a one-time final print bill which
automatically summarizes all detailed financial interaction made between the guest and
the hotel with a single click.
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6. Reports ………………………………………………………………………………. 72
9. Glossary ………………………………………………………………………………. 73
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What is database
A database is an organized collection of data for one or more purposes (for example, the availability of
rooms in hotels), that would impact decision when processed into information.
In order for data to be properly organized and referenced easily they are stored in a table which is a
cross section of rows and columns. (see figure below of a table)
Authentication is the process where in user must provide the right answer, key or password when
requested by the software application.
If you don’t have a user name and password, then please see your database administrator.
This section is strictly for administrator of the database. Only in admin mode will you be able to create
user names and password. (see figure below)
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2. Click ‘uses and permissions’ button, and select ‘Users and Group accounts’.
Use the ‘Users’ tab to create new users.
3. Use the ‘Group’ table to create new groups. The Change Logon Password tab is to change
database password. (see figures below)
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4. Back at the file menu of your application window. Click ‘Users and permissions’ this time select
‘user and groups permission’.
5. In here the admin is able to grant restricted or unrestricted access to users on specific data
objects individually or in group.
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Main menu
When you’ve entered your user name and password and database password, the first screen that
welcomes you is the Main menu.
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Data Manipulation
Queries database
for available rooms
The Main menu consists of button when displays addition forms for purpose of:
-data input/deletion
-data display
-data query
-data report
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Booking Process
It is important to note that before making a booking into the system, customer
credit card details should first be entered into the system, followed by the
customer details, expect in the case where the customers is returning (is an old
customers with data already in system).
Click to a
new credit
card
record Click to either go to
next record or
previous record
Click to either go to
next record or
previous record
4
Click to add new
record
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Reports
Predefined queries are designed into report to project specific details for decision
making.
The Report Form has four (4) sub-reports button link separate forms as follows:
i. Daily Room Cleaning
ii. Rooms to prepare for Guests Arriving Today
iii. Rooms to Clean for Guest Leaving Today
iv. Customer Invoice
Click
button to
display
desired
report
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Customer Invoice
2. An input dialog box is displayed request Room Number needing invoice for.
3. The invoice for the Room Number inputted is displayed. The report or any
other report can be printer by clicking the printer :
Closing database
To close database, ensure that all other previously and current opened windows,
menus or forms are closed to avoid data loss. Click the exit button to to
terminate application.
Glossary
Query – a report on a database is the answer to a query
Record – is a row of data in a database table consisting of a single value from each column of
data in the table.
Report – presents information retrieved from a table or query in a preformatted, attractive
manner.
Dialog box – is a little box that pops up when a button is clicked, to either get information from
user or perform action based on provided options.
System memory – is the place where the computer holds current programs and data that are in
use.
Field – is a data structure for a single piece of data.
Data Manipulation – is a family of syntax elements similar to a computer programming language
used for inserting, deleting and updating data in a table.
Authentication – is any process by which you verify that someone is who they claim they are. This
usually involves a username and a password.
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7. Conclusion
This database finally, in a tailored category, conforms to the specifics as was expected to.
Feasibility of this system as compared to a manual Excel spreadsheet along with a
partially functional software application which seems to be marginalized do to it
complexity has met user requirement. All customer records are store in a single location
(centralization) for fast and easier decision making purpose.
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Due to time limitation, the Restaurant Form and associate attributes was not developed.
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REFERENCES
http://www.dbms2.com/2007/12/14/data-warehouse-database-management
http://www.computerworld.com/s/article/9218729/Hadoop_growing_not_replacing_RDBMS_in_enterprises
http://www.databasejournal.com/sqletc/article.php/3869736/Choosing-a-Database-Platform.htm
http://www.sql-programmers.com/DisadvantagesofAccess.aspx
http://www.galleryimage.com.au/Why-Access-Database.htm
http://www.lexjansen.com/pharmasug/2005/posters/po36.pdf
http://en.wikipedia.org/
www.wiki.answers.com
http://databases.about.com/cs/administration/g/report.htm
http://www.alexecooper.co.uk/blog/2006/01/access-hotel-reservation-database/#comment-329
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APPENDIX
Appendix 1:
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