Hotel Management System

Elicitation Techniques

Document
Prepared by:
Zoya ismail
Kinza naseer
Maryam shakeel

Interview Agenda of Hotel Management System:

Our agenda of interview is to determine the requirements (functional? Nonfunctional) of
hotel management system. Our main aim is to determine how our proposed system will

Hotel Management System Software Requirements Specifications

meet the requirements which the old system is not providing. What problems are the
facing in their present system . We will also identify their customer requirements such as
room details, food details, online reservation and also the non-functional requirements of
the system. We will try to make all the requirements of the user clear so that their wont be
any ambiguity in our system and will be according to the exact need of the customer.
Part 1:
1) Reservation/Booking
1.1) Shall your system record reservation?
a) Yes
b) No
1.2) Shall your system record customer details?
a) Yes
b) No
1.3) Shall your system record default room rate?
a) Yes
b) No
2) Food
2.1) Shall your system record payment and payment type?
a) Yes
b) No
2.2) Shall your system track all meal purchase in hotel?
a) Yes
b) No
2.3) what would be the type of your payment?
a) cash
b) credit
c) both a & b
3) General information
3.1) most of your guest come for?
a) business trip
b) family trip
c) honeymoon
d) other
3.2) Shall system record customer feedback?
a) yes
b) no

3.3) do you have any previous experience with the online system ?
a) yes
b) no
Part 2:

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Hotel Management System Software Requirements Specifications

1)
a)
b)
c)

The load time of user interface screen should be?

1 sec
2 sec
3 sec

2)
a)
b)
c)

Login information shall be verified with in

1 sec
2 sec
3 sec

3)
a)
b)
c)

Queries should return result with in ?

1 sec
2 sec
3 sec

4) The system should be available during?

a) 24 hours
b) Normal operating hours
Part 3:
1) What makes your hotel unique?

2) Describe the theme of your hotel?

3) Why did you choose this location?

4) Is your hotel is an independent entity or part of an international franchises ?

5) How many rooms do you have in your hotel?

6) What are the average number of guest per day?
7) Describe the login criteria?

Questionnaire:
1 .What operations you want web based?
a) Reservations
b) Payment
c) Both
2. Availability of website for 24 Hours

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Hotel Management System Software Requirements Specifications

a). Yes
b). No
3.What features do you need beyond traditional hotel operations?

a) Credit card payment

b) online table and room booking
c) Both
4. Any security issues in hotel you ever faced.
a) Yes
b) No
5.Problems you are facing in current system
a) privacy issues
b) Slow service
6. Do you want a confirmation email/call of your reservation.
a) Yes
b) No
7. How would you prefer reservation payment
a) Offline
b) Online
8. what else you want in HMS website.
__________________________________________________________________
__________________________________________________________________
9. How we can improve our HMS? Any suggestion.
__________________________________________________________________
__________________________________________________________________
10.
__________________________________________________________________
__________________________________________________________________
Requirements collected during Elicitation using these three techniques:
1. Questionnaire
2. Interview
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Hotel Management System Software Requirements Specifications

3. Hard Data

1.1 Domain Requirements:

The Hotel Management Systems objectives is to provide a system to manage a hotel that
has increased in size to a total of 100 rooms. It provides Reservation and Booking System
(both online and offline)to keep track of reservations and room availability. It also
provides the Tracking and Selling Food System that charges the current room. Its third
purpose is General Management Services and Automated Tasks System which generates
reports to audit all hotel operations and allows modification of subsystem information.
2.1.1 Hardware Interfaces
The HMS will be placed on PCs throughout the hotel.
1.1.1 Software Interfaces
All databases for the HMS will be configured using Oracle 8i. These databases include
hotel rooms and customers information. These can be modified by the end users. The
room database will include the room numbers and if they are vacant or occupied. The
customers information database will contain all the information of the customer such as
first name, last name, number of occupants, assigned room, default room rate(may be
changed), phone number, whether or not the room is guaranteed, credit card number,
confirmation number, automatic cancellation date, expected check in date and time, actual
check in date and time, expected check out date and time, amount owed by customer, and
abbreviated customer feedback.

1.2 Product Functions

Reservation and Booking System
Allows for typing in customer information
Has a default room rate that is adjustable
Includes a description field for the changed rate
When a customer checks in, the room number will be changed to occupied in the
database
Ability to modify a reservation

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Hotel Management System Software Requirements Specifications

When no rooms are available and a customer would like to extend their reservation
their information will be placed in a database and when there are rooms available
the first customer on the list will have the room
When a customer checks out the amount owed is displayed
If the internal clock states that is a customers time to have checked out and
customer has not checked out, adds an extra night to amount owed and provides a
report
Records that room is vacant
Records payment
Allows for space to write customers feedback
Tracking and Selling Food System
Tracks all meals purchased
Charges the current room as necessary
General Management Services and Automated Tasks System
Reports generated to audit hotel occupancy, future occupancy, room revenue, and
food revenue
Exception reports listing exceptions to the normal cost
Allows addition, deletion and modification of information on rooms and rates, menu
items and prices, user profiles
Creation of users and assigning passwords

1.3 External Interfaces

The Hotel Management System will use the standard input/output devices for a personal
computer. This includes the following:
Keyboard
Mouse
Monitor
Printer
1.3.1 User Interfaces
The User Interface Screens are described in table 1.
Table 1: Hotel Management User Interface Screens

Screen Name
Login
Reservation

Description
Log into the system as a CSR or Manager
Retrieve button, update/save reservation, cancel reservation,
modify reservation, change reservation, adjust room rate, accept
payment type/credit card
Modify room stay (e.g., new credit card), check-in customer (with
or without a reservation), adjust room rate, special requests,
accept payment type/credit card
Checkout customer, generate bill

Check-in
Checkout

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Hotel Management System Software Requirements Specifications

Screen Name
Hotel Payment
Room Service/Restaurant
Customer Record
Administer Rooms
Administer User
Administer Meals
Reports

Description
Accept payment for room and food
Create order, modify order, view order, cancel order, generate
meal bill
Add or update customer records
Availability and rates
Create, modify, and delete users; change password
Create, modify, and delete meal items and prices
Select, view, save, and delete reports

1.3.2 Software Interfaces

The system shall interface with an Oracle or Access database.
1.3.3 Hardware Interfaces
The system shall run on a Microsoft Windows based system.

1.4 Functional Requirements

Functional requirements define the fundamental actions that system must perform.
The functional requirements for the system are divided into three main categories,
Reservation/Booking, Food, and Management. For further details, refer to the use cases.
1. Reservation/Booking
1.1. The system shall record reservations.
1.2. The system shall record the customers first name.
1.3. The system shall record the customers last name.
1.4. The system shall record the number of occupants.
1.5. The system shall record the room number.
1.6. The system shall display the default room rate.
1.6.1. The system shall allow the default room rate to be changed.
1.6.2. The system shall require a comment to be entered, describing the reason for
changing the default room rate.
1.7. The system shall record the customers phone number.
1.8. The system shall display whether or not the room is guaranteed.
1.9. The system shall generate a unique confirmation number for each reservation.
1.10. The system shall automatically cancel non-guaranteed reservations if the
customer has not provided their credit card number by 6:00 pm on the check-in
date.
1.11. The system shall record the expected check-in date and time.
1.12. The system shall record the expected checkout date and time.
1.13. The system shall check-in customers.
1.14. The system shall allow reservations to be modified without having to reenter all the
customer inforamtion.
1.15. The system shall checkout customers.
1.15.1. The system shall display the amount owed by the customer.
1.15.2. To retrieve customer information the last name or room number shall be used

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Hotel Management System Software Requirements Specifications

1.15.3. The system shall record that the room is empty.

1.15.4. The system shall record the payment.
1.15.5. The system shall record the payment type.
1.16. The system shall charge the customer for an extra night if they checkout after
11:00 a.m.
1.17. The system shall mark guaranteed rooms as must pay after 6:00 pm on the
check-in date.
1.18. The system shall record customer feedback.
2. Food
2.1. The system shall track all meals purchased in the hotel (restaurant and room service).
2.2. The system shall record payment and payment type for meals.
2.3. The system shall bill the current room if payment is not made at time of service.
2.4. The system shall accept reservations for the restaurant and room service.
3. Management
3.1. The system shall display the hotel occupancy for a specified period of time (days;
including past, present, and future dates).
3.2. The system shall display projected occupancy for a period of time (days).
3.3. The system shall display room revenue for a specified period of time (days).
3.4. The system shall display food revenue for a specified period of time (days).
3.5. The system shall display an exception report, showing where default room and food
prices have been overridden.
3.6. The system shall allow for the addition of information, regarding rooms, rates, menu
items, prices, and user profiles.
3.7. The system shall allow for the deletion of information, regarding rooms, rates, menu
items, prices, and user profiles.
3.8. The system shall allow for the modification of information, regarding rooms, rates, menu
items, prices, and user profiles.
3.9. The system shall allow managers to assign user passwords.

Functional requirement for website

1. Overview of the website

The site should be designed to allow any users to search database from hotel system
database. The system should allow customer to view information of rooms and hotel and
allow customer to book the records in the database, accept the payment and provide
confirmation. Other function that could increase the usability of a website is:
1. Automatic email confirmation of the room booking.
2. Confirmation of payment details.
3. Provide list of room available and rates.

2. System platform and interface

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Hotel Management System Software Requirements Specifications

Website should be accessible to every users using web browsers. The site
should maintain the inventory of website visited by the users from different
areas in its database.

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Hotel Management System Software Requirements Specifications

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Hotel Management System Software Requirements Specifications

2.1 Nonfunctional Requirements

Functional requirements define the needs in terms of performance, logical database
requirements, design constraints, standards compliance, reliability, availability, security,
maintainability, and portability.
2.1.1 Performance Requirements
Performance requirements define acceptable response times for system functionality.
The load time for user interface screens shall take no longer than two seconds.
The log in information shall be verified within five seconds.
Queries shall return results within five seconds.
2.1.2 Logical Database Requirements
The logical database requirements include the retention of the following data elements.
This list is not a complete list and is designed as a starting point for development.
Booking/Reservation System
Customer first name
Customer last name
Customer address
Customer phone number
Number of occupants
Assigned room
Default room rate
Rate description
Guaranteed room (yes/no)
Credit card number
Confirmation number
Automatic cancellation date
Expected check-in date
Expected check-in time
Actual check-in date
Actual check-in time
Expected check-out date
Expected check-out time
Actual check-out date
Actual check-out time
Customer feedback
Payment received (yes/no)
Payment type
Total Bill
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Hotel Management System Software Requirements Specifications

Food Services
Meal
Meal type
Meal item
Meal order
Meal payment (Bill to room/Credit/Check/Cash)
2.1.3 Availability
The system shall be available during normal hotel operating hours.
2.1.4 Security
Customer Service Representatives and Managers will be able to log in to the Hotel
Management System. Customer Service Representatives will have access to the
Reservation/Booking and Food subsystems. Managers will have access to the
Management subsystem as well as the Reservation/Booking and Food subsystems. Access
to the various subsystems will be protected by a user log in screen that requires a user
name and password.

. The end users are the hotel staff (customer service representative) and hotel managers.
Both user types can access the Reservation and Booking System and the Food Tracking
and Selling System. The General Management System will be restricted to management
users.

Questionaire filled by following customers:

1
Afzal ahmaed
2
Usama Manzoor
3
Zohaib Ahmed
4
Tayyab Muzamal
5
Afrasiab Hussain
6
Asif Ahmed Sheikh
7
Sehrish Khan
8
Umer Mushtaq
9
Kainat Naqvi
10
Sadat haneef daar

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Jr. lecturer
Lab engineer
Lab engineer
Student
Student
Student
Jr. lecturer
Lab engineer
Student
HOD