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ABSTRACT
Hotel Management System is an ideal software solution for hospitality industries that can be used at hotels, motels, inns, resorts, lodges, guest house, ranches, and suits operations. Traditionally, hotels were largely dependent on cards and paperwork at the front desk to keep in touch with old and current customers. They were largely at the mercy of the desires of vacationers to arrive, and on their own efforts and staff to be ready for potential surges or long droughts of occupancy. Luckily, such inconvenience and old fashioned methods of hotel operations are improved with the introduction of information technology. In this project, a hotel management system was developed to solve the problems encountered in the use of manual methods in hotel operations. The system is developed using Microsoft visual basic and the database is designed in Microsoft access.
CHAPTER ONE
INTRODUCTION
1.0 Introduction
Hotel is a building that provides lodging, meal and other services to the traveling public, provided they are in a position to pay and is in a fit condition to be received. Hence, the hotel provides foods, beverages and lodging to travelers and other paying guest.
The hotel industry is perhaps, one of the oldest commercial endeavours in the world. The first inns have existed since ancient time (e.g. along the Roman road system during the Roman Empire) to serve merchants and other travelers. Medieval European monasteries operated inns to guarantee haven for travelers in dangerous regions. The spread of traveling by stage coach in the 18th century stimulated the development of inns, as did the industrial revolution. The modern hotel was largely the result of railroads, when traveling for pleasure became widely popular, large hotels were often built near railroads stations.
The real growth of the modern hotel industry took place in the United Stated of America in 1794. The real boom in hotel building came in the early twentieth century. This period also saw the beginning of chain operations under the guidance of E.M (European Monasteries), who started by involving in investments, big profits and trained professional to manage the business. The management of the hotel system was virtually left in the hand of the front offices. The office in a hotel is the department responsible for sales of hotel rooms, through systematic method of reservation followed by registration and assurance of the rooms to the customers, this was done manually. This was boring and cumbersome, and has remained boring and cumbersome in hotels that still operate manually today.
The development in hotel management continued gradually until recently when computer was invented as an electronic device that accepts input, manipulate date and produces information which is the output as required. Therefore, a hotel which operates a computerized system will ensure that the program carries provisions for different tariffs, location and individual guest reference.
1.1 GENERAL OVERVIEW OF HOTEL MANAGEMENT SYSTEM
Hospitality information systems are a collection of components that work together to provide information help in the operation and management of a hospitality organization. Information technology systems in use in the hospitality industry are primarily computers and telephone systems. However, some software applications and hardware are in use in various sectors of the industry.
In the hospitality industry, computers and telephones are used to provide guest services, to make business more effective, and to perform decision-making functions for managers. The computers, communication equipment and other technology in use in information systems are called information technology (IT). Computer information systems give hospitality managers an advantage because they reduce the chance of error. These systems allow the managers to control an entire property at the touch of a button. For example, computerized systems can now help monitor work as it is going on there warning against obvious or likely errors before such errors cascade and create additional errors elsewhere. In housekeeping operations, housekeepers can be notified in advance of guests’ requests before the guests check into the hotel. Information is kept on guests’ likes and dislikes. This helps create a comfortable and predictable environment for guests and at the same time, it saves time and provides efficiency in the housekeeping department.
Hospitality information systems are also mechanisms that deliver processed data to management to facilitate the decision-making process. Much of the information needed by management exists within the enterprise. Some are required to be maintained by law, and other data exists as a result of business transactions entered into by the enterprise. Some information exist within individuals and are not available without involving that person in the decision-making process. As the operation grows, hospitality information systems become more structured, requiring additional data production, sorting and processing. With the increased speed and capabilities of microcomputers, and the reduced cost of hardware and software, hospitality information systems are available to assist management in many ways.
Centralized purchasing management systems are available to create purchase orders that can be immediately communicated to vendors. This system works best for multiunit organizations. There are also products available to track inventory and to compute theoretical sales. These systems can automatically route requisitions and delivery worksheets. Systems for recording food and beverage sales continue to improve, offering not only sales tracking data but internal control features, such as remote printers at production stations giving authorization to release inventory. Orders can be taken tableside by hand-held wands or touch screens, eliminating the need for servers to write down guest selections.
In the area of telecommunications, hospitality information systems have proven to help enterprises generate additional revenue through facsimile (fax) machines, modem connections, conference calling and videoconferencing. As technology increases, this continues to be a growth area for the industry.
Hospitality information systems provide entertainment to guestrooms through on demand movies, video games and videotape rentals, and premium channel selections. Security, a major concern in tourism, is another area where the systems have improved delivery of guest service through key cards, security cameras and motion detectors. Energy costs are also better managed with hospitality information systems by controlling heating and air conditioning. Front office and back office accounting procedures have been greatly enhanced by hospitality information systems. The most visible to the guest is the property management system which helps the check-in and check-out process and stores data on each guest. This, coupled with other sales software packages, allows management to maximize revenue through yield management.
1.2 STATEMENT OF THE PROBLEM
Traditionally, hotels were largely dependent on cards and paperwork at the front desk to keep in touch with old and current customers. They were largely at the mercy of the desires of vacationers to arrive, and on their own efforts and staff to be ready for potential surges or long droughts of occupancy. Luckily, such inconvenience and old fashioned methods are long since past, thanks to advances in information technology.
Automation is one of the fastest-changing aspects of the hospitality industry. Advances in the areas of reservation systems, guest services, food and beverage management, hotel sales, food service catering, and hospitality accounting have placed computer systems technology in virtually every area of hospitality operations.
Ever since the 1980s, ICTs have been changing the way in which business is conducted in the hospitality and tourism industries. Progress in ICTs has transformed business practices, strategies and industry structures dramatically. The development of computer reservation systems (CRSs) in the 1970s, global distribution systems (GDSs) in the late 1980s, and the internet in the 1990s not only generated a new paradigm-shift, but also changed operational practices in the industries.
Today, more than ever before, hospitality managers must understand the fundamental features of computer systems and manage the information systems within their organizations. Hence there is need to develop a hotel management system which will ease record keeping and manage daily operations of a hotel.
1.3 OBJECTIVE OF THE STUDY
The objective of this study is to develop a hotel management system that is much simpler and more effective in other to meet the satisfaction of customers.
Others include:
• To develop a system with advance security, thus protecting the confidentiality of all the information stored in the system and limiting the access control.
• To develop an efficient, consistent and computerized hotel management system.
1.4 SCOPE OF THE PROJECT
The scope of this project is to develop a hotel management system that will be used to manage day to day operation in a typical hotel.
1.5 DEFINITION OF TECHNICAL TERMS
Tourist/Visitor/Traveler: Any person who travels either for leisure or business purposes more than 100 miles (round-trip) in a day or who stays overnight away from his/her primary domicile.
Traveler: Definitions vary, but in general a traveler is someone who leaves their own economic trade area, (usually going a distance of a minimum of fifty to one hundred miles) and stays overnight.
Reservation Systems (Automation Vendors): Computerized systems leased to travel agencies offering airline, hotel, car rental and selected tour availability and bookings.
Leisure Travel: Travel for recreational, educational, sightseeing, relaxing and other experiential purposes.
Booking: Term used to refer to a completed sale by a destination, convention center, facility, hotel or supplier (i.e. convention, meeting, trade show or group business booking).
Booked: Hotel rooms, airline tickets or other travel services held for a specific client.
Complete Material Cost #3,000