Hotel Automation Software

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Hotel Automation Software

Software Requirements Specification

Version


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Table of Contents

1. Introduction 3

1.1 Purpose 3

1.2 Scope 3

1.3 Definitions, Acronyms and Abbreviations 3

1.4 References 31.5 Overview 4

2. Overall Description 4

2.1 Product Perspective 4

2.2 Product Functions 4

2.3 User Characteristics 5

3. Specific Requirements 5

3.1 External Interface 5

3.1.1. User Interface 5

3.1.2. Software Interface 5

3.1.3. Hardware Interface 5

3.1.4. Communication Interface 63.2 Functional Requirement 6

3.3 Purchased Components 7


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1. IntroductionThe following subsections of the Software Requirements Specifications (SRS) document

provide an overview of the entire SRS.

1.1 PurposeThe Software Requirements Specification (SRS) will provide a detailed description

of the requirements for the Hotel Automation Software (HAS). This SRS will allow for a

complete understanding of what is to be expected of the HAS to be constructed. The clear

understanding of the HAS 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 HAS can be

designed, constructed, and finally tested.

This SRS will be used by the software engineers constructing the HAS and the hotel

end users. The software engineers will use the SRS to fully understand the expectations of

this HAS 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 theirexpectations. 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.

1.2 ScopeThe software product to be produced is a Hotel Automation Software which will

automate the major hotel operations. The first subsystem is a Reservation System to keep

track of reservations and room availability. The second subsystem is the Catering System

that charges the current room. The third subsystem is a Management System which caters for

General Management Services and allows modification of subsystem information. These

three subsystems functionality will be described in detail in section 2-Overall Description.

There are three end users for the HAS. The end users are the booking clerks, catering

service representative and hotel managers. The first two have access to the Reservation and

catering System respectively. The General Management System will be restricted to

management users apart. The managers have access to the other systems as well.

1.3 Definitions, Acronyms and AbbreviationsSRSSoftware Requirements Specification

HASHotel Management System

Subjective satisfactionThe overall satisfaction of the system

End usersThe people who will be actually using the system

1.4 References[1] The applicable IEEE standards are published in IEEE Standards Collection, 2001

edition.

[2] The principal source of textbook material is Fundamentals of Software Engineering by

Rajib Mall (PHI 2009).


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1.5 OverviewThe SRS is organized into two main sections. The first is The Overall Description

and the second is the Specific Requirements. The Overall Description will describe the

requirements of the HAS from a general high level perspective. The Specific Requirements

section will describe in detail the requirements of the system.

2. The Overall DescriptionThis section describes the general factors that affect the product and its

requirements. This section does not state specific requirements. Instead it provides a

background for those requirements, which are defined in section 3, and makes them easier to

understand.

2.1 Product PerspectiveThe HAS is an independent standalone system. It is totally self contained. The HAS will be

placed on PCs throughout the hotel.

2.2 Product FunctionsLogin

Allows users with different profiles to login to the system and perform their desiredfunctions.

Reservation

Allows for typing in customer information Has a default room rate that is adjustable Includes a description field for the changed rate When a customer checks in, the room number will be changed to occupied in the

database Ability to modify a reservation When no rooms are available and a customer would like to extend their reservation

their information will be placed in a database and when there are rooms available the

first customer on the list will have the room

When a customer checks out the amount owed is displayed If the internal clock states that is a customers time to have checked out and customer

has not checked out, adds an extra night to amount owed and provides a report

Records that room is vacant Records payment Allows for space to write customers feedback

Catering

Tracks all meals purchased Charges the current room as necessary

General Management Services

Querying room occupancy statistics Allows addition, deletion and modification of information on rooms and rates, menu

items and prices, user profiles

Registration of frequent customers2.3 User Characteristics


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There are essentially three profiles of users for the HAS: The booking clerk who will use it

for reservation of customer related functions, Catering service representative who will use it

to update meal records of customers and finally managers who will be administrators and will

carry out various General Managerial Services like revision of room/meal rates etc.

3. Specific RequirementsThis section contains all the software requirements at a level of detail, that when combinedwith the system context diagram, use cases, and use case descriptions, is sufficient to enable

designers to design a system to satisfy those requirements, and testers to test that the system

satisfies those requirements.

3.1 External InterfacesThe Hotel Management System will use the standard input/output devices for a personal

computer. This includes the following:

Keyboard Mouse Monitor Printer

3.1.1 User InterfacesThe User Interface Screens are described in table 1.

Table 1: Hotel Management User Interface Screens

Screen Name Description

Login Log into the system as a Booking Clerk or Catering Service

Manager or Manager

Enquiry Check room Availability, Tariffs.

Check-in Check-in customer (with or without a reservation), Modify room

stayCheckout Checkout customer, generate bill

Payment Accept payment for room and food

Catering Add meals consumed, generate meal charges

Administer Rooms Query Room occupancy statistics, revise room tariffs

Administer Meals Create, modify, and delete meal items and prices

Frequent customers Register Frequent customers/update details

3.1.2 Software InterfacesThe system shall interface with an Oracle11g database. These databases include hotel

rooms, customers details, meal menu, frequent customer. These can be modified by the end

users. The room database will include the room numbers and if they are vacant or occupied.

The customers details database will contain all the information of the customer such as first

name, last name, number of occupants, assigned room, default room rate(may be changed),

phone number, whether or not the room is guaranteed, credit card number, confirmation

number, automatic cancellation date, expected check in date and time, actual check in date

and time, expected check out date and time, amount owed by customer, and abbreviated

customer feedback. The meal menu database will contain details of various food items

available and corresponding rates. The Frequent customer database will include all customer

personal like name, address, contact number etc along with a identification number.

3.1.3

Hardware InterfacesThe system shall run on a Microsoft Windows based system.


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3.1.4 Communication InterfacesThe system shall be a standalone product that does not require any communication interfaces.

3.2 Functional RequirementsFunctional requirements define the fundamental actions that system must perform. The

functional requirements for the system are divided into four main categories, Login,

Reservation, Food, and Management. For further details, refer to the use cases.

R.1 Login

Input: User name and password

Processing: Password Validation

Output: Window corresponding to Next function is opened if password is valid. If password

is invalid error message is displayed and user is asked to re-enter the password/user name.

Next Function: R.2. if password is valid and username profile = Booking Clerk

R.3. if password is valid and username profile = Catering Service

Representative

R.4. if password is valid and username profile = Manager

R.1. if password is invalidR.2. Reservation

Description This function would cater for all day to day booking related requirements like to

querying about availability of rooms, booking of rooms, checkin/checkout of customers.

R.2.1. Check Availability

Input: Type of room

Processing: Query room database and return available rooms

Output: Room nos., if available. If rooms are not available apology message will be

displayed.

Next Function: R.2.2

R.2.2 Check Tariff

Input: Type of room

Processing: Query room database and return queried rooms tariff

Output: Current applicable tariff


R.2.3. Checkin

Input: Customer details, approx. duration of stay, type of room, checkin date and time.

Processing: Allocate a room no. and update room occupancy status as occupied for the

duration of stay. Allot Unique TOKEN No. for customer and update in customer database.

Output: Allotted Room no. and Token no.


Constraint: In case of advance booking, the reservation will be automatically cancelled if

payment is not made before checkin time+1 hour.

R.2.4. Checkout

Input: Token No.

Processing: Calculate total amount due from customer and update in customer database.

This includes

(a)Room Tariff(b)Catering Charges(c)Taxes.

Update room occupancy status as vacant.


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Output: Bill indicating total amount due from customer.


R.2.5. Payment

Input: Token No., payment mode, amount.

Processing: Update customer dues in customer data base.

Output: Generate payment receipt and display pending dues.

R.3. Catering

Input: Quantity and type of food, token no.

Processing: Update catering details to customer record with date and time and update

catering charges to customer dues.

Output: Acknowledgement.

R.4. Management

This function allows the manager to carry out General Management Services. This function

can be invoked only if logged in as manager profile.

R.4.1. Register Frequent customers

Input: Customer details

Processing: Add customer to Frequent customer database.

Output: Identity Number.

R.4.2. Query Room OccupancyInput: Room No./Room type/All, duration (from date-to date, month)

Processing: Calculate the occupancy rate as follows:

(a)Room No.:

(b)Room type: (c)All:

Specified duration:

(a)For month, duration = 30 days(b)For from date-to date, duration = to datefrom date.

Output: Average occupancy rate in days

R.4.3 Revise Room Tariff

Input: Room No./Room type/All, Up/Down,%

Processing: Update room tariff in room database

Output: Display updated tariffs.

R.4.4. Add/Delete/Modify food item/rates

Input: Item Description, rate.

Processing: Add/Delete/Modify food item/rates in food database

Output: Display updated menu.

3.3 Purchased ComponentsIt is presumed that the PCs on which the software is targeted will be running on

Windows Operating System hence the same will not be provided. The database software

(Oracle 11g) will be purchased and necessary licensing documents will be provided.

Hotel Automation Software

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