Software Requirement Specification(SRS) Of

Hotel Management System

(HMS)

Purpose

This Software Requirements Specification (SRS) will

provide a detailed description of the requirements for the
Hotel Management System (HMS). This SRS will allow for a
complete understanding of what is to be expected of the
HMS to be constructed. The clear understanding of the
HMS and its functionality will allow for the correct
software to be developed for the end user and will be
used for the development of the future stages of the
project. This SRS will provide the foundation for the
project. From this SRS, the HMS can be designed,
constructed, and finally tested.

Purpose

This SRS will be used by the software engineers

constructing the HMS and the hotel end users. The
software engineers will use the SRS to fully understand the
expectations of this HMS to construct the appropriate
software. The hotel end users will be able to use this SRS
as a test to see if the software engineers will be
constructing the system to their expectations. If it is not
to their expectations the end users can specify how it is
not to their liking and the software engineers will change
the SRS to fit the end users needs.

Scope

The software product to be produced is a Hotel

Management System which will automate the major
hotel operations. The first subsystem is a Reservation and
Booking System to keep track of reservations and room
availability. The second subsystem is the Tracking and
Selling Food System that charges the current room. The
third subsystem is a General Management Services and
Automated Tasks System which generates reports to audit
all hotel operations and allows modification of subsystem
information. These three subsystems functionality will be
described in detail in following slides.

Scope

There are two end users for the HMS. 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.

Description Of Present System

The Request for the Reservation of the room is done by the customer.

The Receptionist checks the room availability.

After getting the availability, the receptionist gives a form the customer.

The Details included in the form are:

Full Name of the person.

No. of people accompanying that person.

Address.

Date and Time of Arrival.

No. of Days and Nights Halt.

Room Type.

Lunch and Dinner Plan.

Means of Payment.

Signature or Thumbprint of the customer.

Description Of Present System (Continued)

All the Details are verified and confirmed by the Receptionist.

The customer is given a confirmation voucher and Room Keys.

After that, the Receptionist writes down the information provided by the
customer in a register Maintained by him/her.

According the Room Type, the charges are set.

When the customer checks out, the final bill is given to the user, which is
nothing more than a billing form filled by the Receptionist. In very few
occasions, the bill is generated by a billing machine.

Limitations Of Present System

Existing System is a Manual Management System.

Records are managed manually, so it is very hard to maintain the records

systematically.

There is no data security in the present system, so user may view and
change the data in some way.

It takes a lot of time for adding, deleting, searching or modifying any

particular record.

There is no proper systematic relationship in between the work done by

the manager and the staff and many more.

Proposed System & Its Advantages

The Proposed Hotel Reservation system handles all the reservation and the
billing Transactions carried out in the Hotel.

This System maintains a log of all the customers.

This system is user friendly.

Any person can operate this software effortlessly.

This software will be more secure.

The customer details privacy is maintained.

Hotel Room Information:

Easy Updating of the Rooms:

The System will provide easy Information for the Room availability and its type.

The availability of the room can be easily updated in this system.

Report Generation:

This System provides Easy maintenance of the customer Records and their
Detailed report.

Proposed System & Its Advantages

(Continued)

Password protected:

Different Login Levels:

This System provides privacy levels of the customer details and their records.
The System will provide different login levels to maintain security.

Administrator:

The Administrator User has access to the Entire software.

He can Update, Delete rooms, view customer records, generate reports, and
generate bill.

Staff Login:

The Staff User has access only to the Check In, Update Check In and Checkout
functions of the Software.

Staff can also generate bill.

Fact Finding Techniques

We mainly used three fact finding techniques to find out for ourselves the
correct information on the basis of which we will build the software.

These fact finding techniques are extremely important because these are
the facts on the basis of which we can build the software that comprises of
a friendly environment for the end user to work with. This is the reason
why fact finding is an important activity.

The techniques which were used by us include:

Interview & Questionnaire.

Document Sampling (Detailed examination of checking-in & out, billing forms

and other related documents).

Work Site Observation.

Sequence Diagram
Receptionist

Customer

Chef

Room
Attendant

Food Items

Request For Room

Generate Bill
Check Room Availability
Return Bill
Orders
Return Status

Pay Bill

Makes

Return Status

Returns
Book Room

Check Out

Delivers
Return Summary

Return
Return

In
Take Check
Feedback
Return
Return
Feedback

Room

Bill

Use Case Diagram

New Entry For
Check In
Update Check In
Perform Check In
View Room Status
Search Customer
Information

Use Case Diagram

Add, Update,
Delete Room
Set Floor
Information
Set Room
Information
Generate Report
Change Hotel
Profile
Set Room Price

Use Case Diagram

Visit Hotel
Check In
Check Out
Bill Payment

State Diagram
Inquiry
Inquiry

Checking
Checking

Delete
Delete

Detail
Detail
Feeding
Feeding
Confirm
Confirm
Checkinin
Check

CheckIn
In
Check

Advance
Advance
Paying
Paying
Update
Update

Checkout
Checkout

Activity Diagram
Start
Check
Sta
Sta
ff

Yes

No

Username
nameand
and
User
passworddo
do
password
notmatch
match
not

Check
Check
Availabilit
Availabilit
yy
FillCheck
Check
Fill
In
In
Form
Form
CheckIn
In
Check

Update
Update
Reservation
Reservation

Checkout
Checkout

Stop

Activity Diagram
Start
Check
Administr
Administr
ator
ator

Yes

No

Username
nameand
and
User
passworddo
do
password
notmatch
match
not

Addroom
room
Add
info
info

Adroom
room
Ad
typeinfo
info
type

Changehotel
hotel
Change
profile
profile
Setroom
room
Set
price
price

Setfloor
floor
Set
info
info

Generate
Generate
Reports
Reports

Stop