CHAPTER ONE

INTRODUCTION

1.1 Background of Study

One major challenge in Business management in Nigeria is ineffective utilization of resources

and lack of proper record keeping leading to wastages and outright fraud by the staff. This is
particularly true in the hospitality industry.

The Hotel room booking information system is a system that aids the management of the
Customers’ data, Hotel staff data, customers’ registration, Customer accommodation or
allocation into specific rooms, room reservation and Personnel staff management.

Since computer technology entered the public eye, many computer programming languages have
appeared, and these languages have different applicable directions. The development of the
computer industry has led people to seek a way to control computers that is closer to human
language, and the computer language was born. Computer language has clear semantics, definite
rules, natural and intuitive, universal and easy to understand, and the development of computer
language has also contributed to the development of computer technology to a certain extent
(Yashu , 2023). Today’s widely used highlevel languages are BASIC, PASCAL, C, COBOL,
FORTRAN, LOGO, VC, VB and so on. Hotel management has always been a problem for many
enterprises. An excellent hotel management method can improve the occupancy rate of the hotel
and increase the efficiency of the hotel. After the popularization of computer systems, many
hotels have applied computer technology to hotel room management, improving the efficiency of
hotel room management. Compared with other systems, the hotel room management system
constructed in this paper is relatively simple to operate, which can meet the basic requirements of
hotel management and operation, and is very practical for small and medium-sized hotels ( Sihan
& Yuan , 2021).

Deep Sea Hotel, Igbokoda uses manual method for Customer registration and allocation and
record keeping by filling up the forms provided by the Hotel Staff and then the filled forms are
kept in file-folders. For the hotel staff to know which rooms are free and available they would
have to check through their various files or keys and this system is a bit cumbersome and even
more so for a business that is trying to expand. The registration is based on manual work and all
the processes are done manually. The same manual process is involved in staff record, roster
keeping and payroll.

1.2 Statement of Problem

In most hospitality institutions the room’s reservations are taken manually. It is not only time
consuming, but it is also unsecure and unreliable and it can be lost. Some hotels use manual
paper attendance sheets for reserving rooms while this will be difficult for hotel managers to
keep track of the large number of customers trying to book rooms and those room already
booked by using paper sheets.

The phase of system analysis process deals with problems that are affecting the current
manual system. The problems are those, which are affecting the hotel in its daily routine work.
As the growing trend in most business in Information Technology World of Computers, need of
accuracy, perfectness, speed and high memory data storage is a must. Each and every problem
must be solved with least amount of time and energy.

The problems faced by the existing system and hope to be solved by the Hotel Management
System are described below:

 Difficulty in maintenance of records

 Time consuming
 Editing of data becomes a tedious job
 No security of data
 Mistakes occurring in Calculation of funds
 Lack of efficiency
 Data redundancy
 Data inconsistency
 Incidence of Fraud

 Difficulty in maintenance of records: It is very difficult to maintain data record in the system
as all the records are entered in the register or the perspective record books. There are
 chances of the record books or files in which all the Data are stored may be torn or wearied
out or some other damages result or files may even be misplaced.

 Time Consuming: It is very time consuming and difficult to write each and every entry and
exit of customers into the hotel in the register. Also it takes a lot of time if all the entries are
to be repeated say to keep in another record for safe keeping. It is also time consuming to
check for data quickly. In the current system processes such as making different types of
reports, preparing merit lists, and tedious calculations are examples of time consuming
processes.

 Editing of data: Manually written data cannot be changed or edited once written. If there is a
mistake and the administrator tried to cancel it out and write it again this would make the
entire register very dirty and disorganized. If data is entered incorrectly the entire system gets
incorrect while editing wrongly entered data cannot easily solve errors.

 Incidence of Fraud: Fraudulent acts can be perpetuated by the staff arising from record
insecurity. The continuous incidence of fraud in the hotel organization may lead to non-
profitability of the business and the hotel involved may eventually fold up.

 Data Insecurity; As the data is stored in files or registers, it is not a secure place, As the
storage media here are files and books or registers, there are chances of getting this storage
media lost, torn, or it may go in the hand of the wrong person which can destroy the database
or it can also be destroyed accidentally. Also in the system, data should be shown to the
person according to his position on the establishment; everybody should not be allowed to
use all the data.
If the Data goes into the hand of the wrong person he or she may take advantage of the data.
So security is the major aspect of the Hotel Management System.
 High Data Redundancy: As mentioned in the current system. Due to maintenance of so
many registers there is a high redundancy of data i.e. same data is recorded repeatedly.
 Data Inconsistency: Here as mentioned in the above step the same information is written in
more than one place that creates the problem, where there is a change or deletion in the
recorded data.

1.3 Aims and Objectives of the Study

The main aim and objective of this study is to design and implementation of hotel room booking
information system. The specific objectives of this study of the proposed system is to provide
solutions to the problems stated above and help the user to manage the hotel effectively and
efficiently through:

 Adequate Record Keeping:

To eliminate manual record keeping and install an electronic record keeping thereby ensuring
adequate record of transactions are kept. This ensures a centralized system where all
necessary data and information can easily be accessed, Tracked, and monitored

 Reduced Incidence of Fraud:

The program is envisaged to reduce the incidence of fraud both by staff and outsiders through
proper record keeping, tracking and monitoring of transaction operations in the organization.

 Maximum Accountability: To Instill accountability in the process of management in the hotel

organization by not only reducing incidence of fraud, but also eliminate wastages.

 Provide Data Security: The study will install security measures by providing different access
levels to various staff.

 Effective Resource Management: The Human Resource module (HR) and Finance & Account
(F&A) module will enable effective utilization of financial and human resources by
comparing the accounts receivable with the account payable and complete record of personnel
through the nominal roll module will enhance staff deployment and productivity.

 Increased Profit Line for The Organization: when there is reduced incidence of fraud this and
proper management of resources this will enable increased profit line for the organisation

 Reduced Time Consumption: A good search algorithm will be implemented on the web
application to enhance the search facility whereby users of the system can search for all kinds
of data using various criteria.
 The system can be handy to the user in the following ways:
 To automatize the work such as gathering information, gathering Hotel Staff information,
Workers’ roster, food ordering and Hotel administration in general.
 To atomize different types of reports.
 Removal of Data Redundancy.
 To create a centralized system where all necessary data and information can be accessed
easily.
 Data Consistency.

1.4 Significance of The Study

The hotel room boking information system is developed to overcome the most of the
problems occurring in the manual system by computerizing the existing system. The features of
the newly proposed computerized system are described in brief below:
 After computerizing the system, the Hotel Administrator can finish their work in the least
amount of time possible and with very little effort. The computerized system has many gains and
efforts which the manual system cannot give in any type of situation.
 In any manual system if we take the main problem arising is to maintain the number of records
and finding a particular record, computerized systems are most helpful in dealing with areas
where database comes into existence.

A computer can hold large amount of data in storage devices and it can operate at a very high
speed. The user can input all types of information into the computer and can be able to perform
any type of task which when done manually is tedious and time consuming.

1.5 Scope and limitation of Study

The scope of the project is limited to several processes handled at Deep Sea Hotel, Igbokoda, the
processes include - handling of customer’s room reservations, managing room selected by
customers with their durations, record rooms currently unavailable to avoid duplication. It will
generate the reports such as the recent records of the hotels activities. The Online Hotel room
booking information system is designed in such a way that makes it possible to access through
the internet platform.

The limitations of this project include the following:

i. difficulties are being encounter in getting information and relevant fact about the existing
system from the management and staffs in the hotel
ii. Cost of getting information from relevant journals, books and materials.

1.6 Definition of Terms

Hotel: A hotel is an establishment that provides lodging paid on a short-term basis.

Hotel management Information system: An integrated set of components for collecting, storing,
and processing data and for delivering information, knowledge, and digital products for a hotel.

Record: A record is a value that contains other values, typically in fixed number and sequence
and typically indexed by names.

Database: A database is an organized collection of data. The data are typically organized to
model relevant aspects of reality in a way that supports processes requiring this information.

HTML: Hypertext Markup Language is the standard markup language for creating web pages
and web applications.

CSS: Cascading Style Sheets is a style sheet language used for describing the presentation of a
document written in a markup language like HTML.

Hospitality: the friendly and generous reception and entertainment of guests, visitors, or
strangers.

Online: while connected to a computer or under computer control.

Paperwork: routine work involving written documents such as reports or letters.

Reception: The action of admitting someone to a place, group, or institution or the process of
being admitted.

Reports: an account given of a particular matter, especially in the form of an official document,
after thorough. Investigation or consideration by an appointed person or body.

Reservation: Arrangement made beforehand. An advance booking, e.g. of a seat, hotel room or
ticket.

Management: This is described as the techniques and expertise of efficient organization,

planning, direction, and control of the operations of a business or set of computer.

System: Set of computer component i.e. an assembly of computer hardware, software and
peripherals functioning together.

Technology: It is the study techniques or process of mobilizing resources (such as information)

for accomplishing objectives that benefit man and his environment.

Information: Information can be defined as the process of gathering, transmitting, receiving,

storing and retrieving of data or several items put together to convey a desired message.

Computer Network: Computer Network is a system that connects two or more computers
together using a communication link.

Processing: To follow procedures; to deal with something according to an established procedure.

Computerized: To convert to computer – based systems. To install or start using a computer

system to organize, control, or automate something.

Automation: The replacement of human workers by technology. A system in which a workplace

or process has been converted to one that replaces or minimizes human labor with electronic or
mechanical equipment. This is also system of manufacture to extend the capacity of machines to
perform certain tasks formerly done by humans and to control sequences of operations without
human intervention.

Password: A security measure used to restrict access to computer systems and sensitive files.
Login: Commands entered by users of a computer to gain access to a computer, computer
network, computer program or other devices.
Logout: Steps a computer user takes to end his or her use of computer, computer network,
computer program or other devices.
.
Information System: It is a collection of procedures, people, instructions and equipment to
produce information in a useful form.

1.7 Organization of The Study

The project is broadly described in five chapters below:

Chapter One: This part of the work reveals the background of the study and gives a brief
account each of statement of the problem, aims and objectives, importance of the study, scope of
the study, layout of the project and the definition of the terms that will be used in this project.

Chapter Two: This chapter has to do with the literature review aspect of this project. It explains
different articles on Hotel Management. It also gives a review of an existing online system in
relation to the proposed system.

Chapter Three: This chapter explains the system analysis, methodology, and system design of
both the existing manual system and the proposed system.

Chapter Four: This chapter deals system implementation and documentation of the new system,
which includes the tools, software and hardware requirement of the new system, system testing
and maintenance of the new system are also disused here.

Chapter Five: This chapter summarizes the entire project as well as drawing conclusion and
recommendations from the project.