EZee Frontdesk - Hotel Management Software Implementation

Hotel Management Software is a state-of-the-art property management system that allows hotels and hotel chains to run business operations more efficiently and effectively, with features such as database backup/restore, inventory management, reports, house keeping, banquet and conference management, multi-property support, sales and marketing, accounting, HR & payroll, and more. The software is easy to use, implement, and maintain, and offers a range of benefits, including managing multiple properties with multiple currencies, centralized operations for all departments, interface with latest devices, daily MIS & security system, automated integration between operations, front-office & back-office departments, customized reports, and more.

Hotel Management System
CIS3108/NSG6108
Your Name

Preliminary Investigation
The current system of XYZ Hotel is based on manual system and this system is very cumbersome to
manage and to deal with all requirements of Hotel Management. Now to fulfill the all requirement of
current Hotel management system new system is designed that will be completely online from where any
user can login from anywhere and can do their related functionality. After a deep analysis of samples
during the problem definition stage the analyst found that all required hardware and software
requirements needed for implementation and maintenance of the system. And the Hotel stakeholders can
afford this system easily and can face the market challenges. This system is supposed to design to ensure
maximum efficiency of the system at the hotel and this is hoping that system will be secure. This system
will developed using java technology. This new system hope will help the hotel management and the
esteemed staff members to manage the hotel data in efficient way and system will easy to access and very
user friendly and there will also a help desk before using any functionality in the proposed system in the
corner side so that anyone can easily understand that how to operate the proposed system in absence of
any developer.
System Review
The current system is based on paper work and direct communicates with customers and with department
and this result in delay of information transmission from one department to another department.
According to current system the customer either calls or visit to the hotel booking office.
Now the booking office orders the other departments to do preparation for guest. When guest is check in
then document is transferred to account department. Then account department estimate the guest
expenditure on daily bases and bill is daily delivered to guest on desk in his/her room. During checking
out of guests, their all expenditures list is generated before date of guest checks out and when they check
out from the Hotel they got bill to pay.
Strong points of Manual System
 The staff members of Hotel no need to aware of computer skills.
 Low cost: This system no requires internet services and computers.
Weak points of Manual System
 Difficult to manage all records of old customers.
 Difficult to search information about old registered customers (difficult in data retrieval).
 Need large space to stores all hard copies of records.
 No Security: Threat to loose files by theft and files can be easily modifiable by unauthorized
person.
 Lots of human error in data entry.
 Difficult to modify data for any required user clearly.
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Systems Planning Phase
Systems Request
The following format is used to design the whole system
Project Name:
Project Sponsor:
Name:
Department:
Organization:
Phone: E-mail:
Business Need:
Functionality:
Expected Value:
Tangible:
Intangible:
Special Issues or Constraints:
WBS
Task Name Duration Start Finish Predecessors
WBS for System Planning 41 days Mon
8/15/16
Mon
10/10/16
Systems Planning Phase 10 days Mon
8/15/16 Fri 8/26/16
Systems Request 3 days Mon
8/15/16
Wed
8/17/16
Systems Review 4 days Thu 8/18/16 Tue 8/23/16 3
WBS 2 days Wed
8/24/16 Thu 8/25/16 4
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Pert and Gantt Charts 1 day Fri 8/26/16 Fri 8/26/16 5
Systems Analysis Phase 13 days Mon
8/29/16
Wed
9/14/16
Questionnaire or Interview
Questions 3 days Mon
8/29/16
Wed
8/31/16 6
Context DFD 2 days Thu 9/1/16 Fri 9/2/16 8
Use Case Diagram 1 day Mon 9/5/16 Mon 9/5/16 9
System Requirements 4 days Tue 9/6/16 Fri 9/9/16 10
Commercial Software
Package Research 3 days Mon
9/12/16
Wed
9/14/16 11
Systems Design Phase 4 days Thu
9/15/16
Tue
9/20/16
Input Prototype 2 days Thu 9/15/16 Fri 9/16/16 12
Output Prototype 2 days Mon
9/19/16 Tue 9/20/16 14
Systems Implementation
Phase 12 days Wed
9/21/16
Thu
10/6/16
Application Development
Plan 3 days Wed
9/21/16 Fri 9/23/16 15
System Changeover Plan 4 days Mon
9/26/16 Thu 9/29/16 17
User Training Plan 5 days Fri 9/30/16 Thu 10/6/16 18
Systems supoort and
security phase 2 days Fri 10/7/16 Mon
10/10/16
Maintenance and Support
Plan 2 days Fri 10/7/16 Mon
10/10/16 19
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Pert and Gantt Charts
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Systems Analysis Phase
Questionnaire or Interview Questions
The following questions are asked from Manager.
Q1) How many departments in Hotel and what they are named?
Q2) what is computer skill level of your employees?
Q4) Do you keep records of guests if yes then for how many years you keep record?
Q5) How you take payment from the customers?
Q6) who are your guest? Are they belong regional area or nationally or internationally?
Q 7) what are the services in your hotel you provide?
Q 8) what is the economic status of your hotel per year since you opened this Hotel?
Q 9) what are your expectations from this project?
Q 10) Do you want this system to be offline or online?
Q 11) how many staff members in each department?
This question is asked from Guest Reservation Staff
Q 12) what are the information’s you stored of guest?
Q 13) what are the total staff members in this department?
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This question is asked from Account department.
Q 14) how take payment from the customers?
Q 15) what are the total staff members in this department?
Context DFD
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Use Case Diagram
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Functional decomposition diagram
System Requirements
 Operating System – Windows XP
 Microsoft office 2007
 3 GHz processor
 512 MB RAM
 80 GB hard disk
 Antivirus
Commercial Software Package Research
Djubo:
This is cloud based centralized Hotel Reservation System. This does number of functions like: usually the
sales manager keep booking chart , manually guest or agent call for booking, cancelation of booking and
modification in booking and also managed payments and sales manager also needs to keep front offices
updates and also keep online channels manager updates. Djubo performs all these task by single
interface and now Sales Manager only require to manually maintain the Djubo interface data and Djubo
constantly keep managed others data like: online managers, booking, payment, front office updates.
And there is also a dashed board where Sales Manager can see the Hotel name and it’s properties and
there is also a searched option where user can search any Brochure by entering name.
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Key Features of Djubo
 Database backup/restore (Management)
 Multi-Currency
 Front Office management
 Multi Property Support
 Maintenance Management and Administration
 Messaging System
 CRM
 Inventory Management
 Reports
 Property Management
 Reservation & Booking
 Sales and Marketing
EZee Frontdesk - Hotel Management Software
This is a state-of-art property management system that allows hotels and hotel chains to run business
operations more efficiently and effectively. This is designed with latest technology.
Key Features of eZee Front desk - Hotel Management Software
 Database backup/restore (Management)
 Inventory Management
 Reports
 House keeping
 Banquet and conference Management
 Multi Property Support
 Sales and Marketing
 Accounting
 HR & Payroll
 Multi-Currency
 Front Office management
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 Laundry Management
 Property Management
 Reservation & Booking
 Messaging System
Aatithya HMS
This system is easy to use, easy to implement and easy to maintain hospitality software either it is
concerned with the reservation system or, inventory management, purchasing , billing, reporting extra it
does all well.
Some features are describes as:
1. Manage multiple properties with multiple currencies.
2. Centralized Operations for all the departments.
3. Interface with latest devices for EPABX, ARS, Room Lock and Barcode powerfull with power
full.
4. Daily MIS & Security System.
5. Automatic integration between operations, front-office & back-office departments.
6. Customized reports as per client requirement.
7. Manage Inventory to reduce extra investment.
8. An attractive user-friendly and easy to navigate interface.
9. Powerful night audit mechanism that require no shutdown.
10. Powerful audit trails ensure secure data processing.
11. Meets all statutory compliance for govt. departments.
12. One of the simplest ERP Software Solution for hospitality business.
My Best alternative is Djubo because there is no need to handle with database and client data
because Djubo deal with these all. I just need to interact only one interface and I can collect
valuable information to know what the status of my business is. Using this software I can easily
view any of data which is related to my business as report. This system is very user friendly.
This also increases the customers and this good for business growth and all feasibilities are
described as.
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Operational feasibility
This system fulfills all basic requirement and even more than basic requirement of hotel
Management System.
Technical feasibility
This system is technically proved this system correct with all logic like: it able to represent the
all project related report as sales manager needs to see and this increases the reliability of this
project.
Economic feasibility
This is affordable as I described earlier there is no need to manage database and all other
accessories because the third party is doing all and we just need to pay per month there is no
headache to maintain data and security of data because this all responsibility is already taken by
the Djubo.
Schedule feasibility
This system is very timeable we just need to go with third party to start business online and it’s
done by doing payment according to their terms and conditions for payment and any other.
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Systems Design Phase
Input Prototype
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Output Prototype
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Systems Implementation Phase
Application Development Plan
I choose Agile Model to develop application. Because this is fragile, according to this methodology there
are some steps are followed again and again until the project is finally developed to deliver to client.
Otherwise during each step the system is shown to client so that client can verify the system development
process is going well and meets his/her specified requirements and if client want to modify some
functionalities in this system then this can be done easily. This Agile method breaks the whole system
development process into small incremental steps. These steps are included in incremental process. This
iteration involves in various steps like planning, requirements analysis, design, coding, unit testing, and
acceptance testing and at the end of each iteration a working project is displayed to the client and
important stakeholders.
System Changeover Plan
I choose phased operation. Because the current Hotel staff is completely unknown to system process so
instead of force all staff members to go with new system we do with this department wise. First we sure
that one department start to learn how to operate this system perfectly and if this staff faced any problem
and need to learn than our developer provide proper class training how to operate this system and how
they can take advantage from this new system by minimizing their hard work and work time and during
this all other department will do their work manually until they get the chance to work on new system and
learn to it. When this one department goes well with this system then we assign this system to another
staff. So by implementing this approach the work reliability increases. This also reduces the headache of
staff to learn new system and work on it.
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User Training Plan
First project team leader needs to know what is the current computer skills of each staff members in Hotel
and after that he/she create batches of each department and provide class training, where he/she prepare a
model where he/she will compare new system with old paper work so that staff members get to know
what is the main requirement to learn this new system and how they minimize their hard work and their
time. He/she will provide a demo how staff can perform their functionalities on this new system. He/ she
will provide some guidelines in written, in case any staff member forgets to how operate system.
Systems support and security phase
Maintenance and Support Plan
If client want to add new functionalities in existing system, so system is designed in such manner so that
developer can add new functionalities in existing system to meet with client requirement . But for this
developer will be charged according to their work level in this project. If client can get some bugs in
system then developer team will recognize and fix this and this will be free of cost. So the system can
maintained reliability as client proposed for system in the starting of development of system. Developer
team also support for software updates. If client needs to change the data format or client are upgrading
their existing system with new hardware system then developer team will support by modifying
supporting utilities and integrating new operating systems. If there is any logical or coding or design error
occurs then developer team also support for this.
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