The user will spend less time in the calculation and the registration and information management will be completed within seconds while the manual system will take the user to write it d
Introduction
In today's rapidly developing society, the service industry, particularly in Vietnam, has experienced significant growth This expansion has led to an increased demand for evaluations of restaurants, hotels, companies, and tourism groups As human needs evolve, managing motels and hotels has become increasingly challenging However, this complexity drives programmers to innovate and create software solutions that enhance both work and daily life.
This project focuses on the booking and payment of customer-requested services Administrators are responsible for adding services to the system, ensuring a wider selection for hotel guests Only administrators can modify service names and rates, as well as delete items from the system Customers can register for services and proceed to payment either at the counter or through the application.
This research focuses on developing software designed to streamline hotel operations, including inventory management and customer record-keeping for specific months or years By automating calculations and information management, users can complete tasks in seconds, significantly reducing the time spent compared to traditional manual systems This user-friendly project minimizes paperwork and enhances efficiency in hotel management.
The system allows users to view items starting with a selected letter, enabling customers to make their choices Each customer will receive a separate invoice, which is stored in the database for easy access to recurring records In cases of stock shortages, the hotel will procure items from a designated supplier, with costs covered by deducting from total sales proceeds Additionally, the administrator assigns unique usernames and passwords for employee logins.
As a Computer Technology student, I attended a business room session to explore fundamental hotel management topics, which enriched my understanding of our ongoing project.
The factors that cause these difficulties are:
Manual systems are inefficient and time-consuming, requiring business owners to track customer and item sales daily and manually update the system at the end of each day.
Manual hotel systems hinder effective communication among staff and managers, as they require the recording of every room or service booking by customers In contrast, technical hotel systems enhance workplace communication, streamlining operations and improving overall efficiency.
The manual hotel system relies solely on the actual guest count for data, which can be time-consuming and potentially costly for the business, especially if employees need to assist outside of regular hours.
Literature Review
Introduction to Hotel
A hotel is an establishment that offers accommodation, meals, and various services for travelers and tourists Understanding this definition is essential before exploring the history of the hotel industry.
A hotel provides a temporary place to stay away from home, whether for leisure, business, or convenience during travel, such as for a hospital appointment These accommodations are typically available for short-term rentals, ranging from one night to several weeks.
In the early 20th century, the first hotel in Vietnam, known as Hôtel Laval, was established on Catinat Street and managed by the French Today, this historic hotel is recognized as the Fave Hotel, located on Catinat - Dong Khoi Street.
The French significantly influenced the hotel industry in Vietnam, establishing a strong foundation that continues to impact the sector today Their contributions are remarkable, as they introduced unique and captivating designs that reflect a sophisticated management process Notably, Mr Vuong Dai played a pivotal role in initiating the hotel industry in Vietnam, marking the beginning of this essential service sector.
Vietnamese market, and so far, people still respect Vuong Dai as the ancestor of real estate development services in Vietnam (including hotels and general office rental)
Laval Hotel serves as the initial residence for military and civilian officials from France arriving in Saigon for work or business ventures Mr Arthur Delteil, a French pharmacologist, noted that upon his arrival in 1882, the Fave Hotel featured three floors: the ground floor housed a dining room equipped with "panca" ceiling fans, while the upper two floors contained guest rooms.
“robinet” water and a shower (considered a convenience at that time).
Introduction to Online Booking
Internet marketing has a long history, with cumulative events shaping its evolution This rapid development has made a significant impact worldwide, surpassing any previous marketing revolution in history.
Over the past decade or so, hotels have continued to invest significantly in expanding their Internet presence and expanding their advertising footprint.
Internet marketing has significantly benefited the hospitality industry by enabling hotel operators to build a positive brand image and connect with a larger audience at a reduced cost.
One example is PPC (Pay Per Click) advertising campaigns which are now widely used throughout the industry The main objective of PPC advertising appears in the
The "Sponsored Ads" section of major search engines plays a crucial role when potential customers search for hotels Hotels typically incur a cost of around $1 per click for PPC ads, while other marketing campaigns can cost billions Many hotel operators report an average return of approximately 8:1 on branded properties from PPC advertising, which helps counterbalance the impact of lower booking rates by generating additional demand PPC advertising connects consumers directly to hotel websites, eliminating the need for costly third-party booking sites Although hotels may offer lower room rates, they benefit from avoiding high commissions associated with direct bookings.
24/7 access: It allows customers to be able to book rooms or make other transactions
24 hours a day, year-round from almost any location For example, checking balances, making payments, obtaining travel tickets, and other information
More choices: Customers have a whole range of room types that they can choose from and customize.
Price comparison: Customers can consider the price of room types and from there can make the right choice for them.
Business Rules
System Function Analysis
This system is primarily designed for hotels, facilitating essential functions such as guest login, guest count management, room supply oversight, coordination of accompanying services, staff management, and member administration.
Manage the number of guests can query information of incoming tenants and maintain good information.
Manage items in the room to be able to query existing or missing room information, record basic information of the room to add or maintain.
Service managers have the ability to access records of registered services at any time, allowing hotels to assess services through registrations and reviews to identify areas of focus Additionally, managers can query employee information, including employee ID, name, gender, age, date of birth, home address, and contact details, while also having the capability to add, edit, or delete employee records.
After the employee logs in, the employee can query, add, edit, and delete members through the member management section Employee can query membership by member id.
Use Case Diagram
UC-1.1
Description The user wants to change the data contained in the system
Actor(s) Hotel Owner, Management Staff
Trigger The user wants to update one or more objects in the system
Pre-conditions - Must have add edit delete function to be able to update operation
- The device used must be linked to the database system to display information.
Flow Basic: main stream of interaction
- The hotel owner (admin) login to view the report parameters with full rights to edit the account
- Employees log in and only interact with the management screen
- The system displays detailed information of customers who have registered to rent a room.
- The system to record guest rooms booked by staff interaction
- The system saves the data that the employee has changed for the selected guest room
Alternate: Alternate flow of interactions between actors and systems for successful use case execution.
- Admin can use Staff account to access, but some functions will be limited
- The system automatically records the data provided by the customer
Exception: Exception interaction flow between actors and the system for the use case to fail.
- The system compares existing customer data and displays a message that this person has been hired
- The system reported an error and could not access system data to update
Post-conditions - User successfully updated customer data
- The system will record and save activities as well as data changes during use
Business Rules - User cannot enter two same customer information into the system
- Changed data cannot be duplicated with old data
- Time out for bright screen under 120 seconds
- Lights up when there is a user action
UC-1.2
Use Case Name Room manager
Descriptiom Room information is managed through the above operation on the computer and the data will be linked to the database
Actor Hotel Owner, Management Staff
Trigger Hotel owners want to manage rooms, Employees want to manage rooms
Pre-conditions - The room that can be rented must be fully furnished and in a state of readiness
- The data of the room in the system must always be updated in parallel with real time
Flow Main: main stream of interaction
- Users log in with an existing account and select the room rental function to manage the room
- The system displays detailed information about the rooms in the hotel, whether the room is available or not or is it ready to serve or not.
- The system to record guest rooms booked by staff interaction
- The system saves the data that the employee has changed for the selected guest room
Alternate: Alternate flow of interactions between actors and systems for successful use case execution.
- In case of employee account error, the admin can create a new account or update the account again to use
- Access to each room in the system to see if it's ready or not
- Can save data manually immediately without having to wait for the system
Exception: Exception interaction flow between actors and the system for the use case to fail.
- Room data comparison system failed and can't display room
- User selects already occupied room to rent
- user selects room under maintenance to rent
Post-conditions - The room has been successfully rented and switched to occupied mode
- Customer information has been saved after renting the room
- The system will record and save activities as well as data changes during use
Business Rules - A guest cannot rent two or more rooms if traveling alone
- Staff will not be able to change customer information after confirming room rental
- The data of the hotel rooms must always be updated by the system every day
- Time out for bright screen under 120 seconds
- Lights up when there is a user action
Sequence Diagrams
+ Management by books, employees have to record a lot, thus leading to confusion.
Effectively managing room status using physical tools such as room schedule boards, status tables, and books can be challenging If these tools are accidentally erased, it can lead to significant time loss and contribute to missed room rental opportunities.
+ The process of entering and modifying information is difficult to erase, time consuming and expensive.
+ When superiors need information about the situation as well as room status, employees have to travel quite hard
Despite being medium to small scale, hotel owners and managers are eager to implement information technology in their management processes Recognizing this practical need, we have developed innovative software focused on room management, enabling managers to swiftly update room information and seize rental opportunities effectively.
Sources and methods of investigation
Source of investigation
- From social needs learned from reality and through the Internet.
- From the software that has been designed and put into the application of domestic and foreign.
- From the experience of the person who built the software (You guys on the forum "C# and applications" especially the course video material on the Kteam youtube channel).
Investigation method
- Studying collected documents (specifications and steps to build software)
- Observe and analyze the collected information system
- Exploiting information from users about needs, thereby building functions for the system.
- Observe the interface between the software system and users, then shape to find the best way to create user-friendly interfaces that are easy to use.
Scope and limitations of the software
- Stemming from the actual situation, with the scope towards motels, small and medium-sized hotels, our software will well support the manager in the management of the hotel.
- Due to the scope, the software cannot fully meet the necessary functions, management, and is not synchronized between functions.
Request new software in the future
Our software will solve some of the above limitations, and it will partially support the main tasks in a hotel while still ensuring the necessary management needs.
1 Get quick and complete hotel information
2 Manage and log in to the software system to update information
3 Allows managers as well as customers to quickly find necessary information about the hotel
4 Allowing customers to directly contribute their ideas to promote better service of the hotel.
5 Quickly print reports and invoices for cables on and for customers.
Work assignment
Nguyễn Tiến Dũng: Thiết kế database, Thiết kế giao diện, Làm báo cáo
Nguyễn Viết Hiệp: Thiết kế giao diện, Làm báo cáo.
DATABASE DESIGN
Job Specification
1.1 Job Description of Application With Functions:
Room rental management: All registration information is managed based on the guest's full name, number of rooms, arrival date, departure date and contact phone number.
The hotel efficiently manages check-in information, including the room number, the full name of the guest, and the date and time of arrival It is essential that the check-in details align with the previously declared room registration information for guests who have made advance bookings.
Check-out management is a crucial process where the receptionist verifies the tenant's room and services used based on their check-in details They are also responsible for generating the final bill, ensuring that all charges are accurately accounted for before the tenant departs.
Effective room information management is crucial for hotels, as they typically offer various room types, each comprising multiple individual rooms equipped with diverse amenities To ensure optimal operations, hotels must manage their rooms by categorizing them according to the number of rooms, room types, and base pricing Additionally, facilities should be organized based on the name and quantity of each device available in the rooms.
1.2 Create MS SQL SERVER database with database name "QLKhachSan"
- Create tables according to the above structure.
- Create a relational schema Database Diagram.
- Update information for tables to test the program.
1.3 Design the program system to:
- Build user management function to log in to the system
- Update information in the table: tblkhachhang (Customer), tblhoadon
- Print service payment invoice according to customer code.
- Search for customer information by Customer Code, by Customer Name.
Database Specification Diagram
Sơ Đồ 1 1 Sơ Đồ Bảng Tổng Quát
Through analyzing the topic specification, I found that in the database there will be the following main tables:
Sơ Đồ 1 2 Sơ đồ dữ liệu về Khách hàng
The Customer Data Sheet will have the following specific information:
- Identity card or Passport number.
Data diagram of the Rental – Booking Table
Sơ Đồ 1 3 Sơ đồ dữ liệu về Bảng thuê – Đặt phòng
Data sheet on Table of Rent – Reservation will have to have the following specific information:
- Check-in status or not
Sơ Đồ 1 4 Sơ đồ dữ liệu về Phòng
Bảng dữ liệu về Phòng sẽ phải có những thông tin cụ thể như sau:
- Status: the room is empty or the room has been booked or rented.
2.3 Data Map of Room Type:
Sơ Đồ 1 5 Sơ đồ dữ liệu về Loại phòng
The data sheet on Room Type will have the following specific information:
- Price of this room type
Sơ Đồ 1 6 Sơ đồ dữ liệu về Hóa đơn
The data sheet on Room Type will have the following specific information:
2.5 Data Map of Account – User:
Sơ Đồ 1 7 Sơ đồ dữ liệu về Tài khoản – User
The data sheet on Room Type will have the following specific information:
Data tables
UI
Login Interface
Hình 1 1 Giao diện Đăng nhập
Simple and easy to use login interface, you need an account to log in to the software, here are some demo accounts:
Main interface
Customer Information Interface
Hình 1 3 Giao diện Thông tin Khách hàng
Customer Information Interface with functions:
- Search for customer information by Customer Code.
- Add, edit, delete customer information.
Payment Interface
Hình 1 4 Giao diện Thanh toán
- Search for customer information by Customer Code.
- Calculate the total amount the customer needs to pay.
- Add Payment information to invoice list.
Invoice Interface
Hình 1 5 Giao diện Hóa Đơn
- Add, edit, delete Invoice information.
Booking Interface
Hình 1 6 Giao diện Đặt phòng
- View a list of Reservation Vouchers and view room types.
Room Management Interface
Hình 1 7 Giao diện Tab Quản lý phòng
Hình 1 8 Giao diện Tab Quản lý loại phòng
Password Change Interface
Hình 1 9 Giao diện Đổi mật khẩu
Statistical reporting interface of invoice list
We haven't finished this part yet
Customer list statistics reporting interface
We haven't finished this part yet
CONCLUSION
Result
- Easy to organize and manage.
- User-friendly interface, easy to understand and easy to operate.
- Only applicable to small-sized hotels.
Software development direction
- Improve the security of the program.
- Updating new functions to meet the needs of advanced management, meeting large-scale hotels.