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Table of Contents

1. Introduction..............................................................................................................................1
1.1 Purpose.......................................................................................................................................1
1.2 Document Conventions..............................................................................................................1
1.3 Intended Audience and Reading Suggestions.............................................................................1
1.4 Product Scope.............................................................................................................................2
2. Overall Description..................................................................................................................2
2.1 Product Perspective....................................................................................................................2
2.2 Product Functions.......................................................................................................................3
2.3 User Classes and Characteristics................................................................................................5
2.4 Operating Environment..............................................................................................................6
2.5 Design and Implementation Constraints.....................................................................................6
2.6 Project Documentation...............................................................................................................7
2.7 User Documentation...................................................................................................................7
2.8 Assumptions and Dependencies.................................................................................................7
3. External Interface Requirements...........................................................................................8
3.1 User Interfaces............................................................................................................................8
3.2 Hardware Interfaces..................................................................................................................10
3.3 Software Interfaces...................................................................................................................11
3.4 Communications Interfaces......................................................................................................11
4. System Features.....................................................................................................................12
4.1 E-R Diagram.............................................................................................................................12
4.2 Use Case Diagram....................................................................................................................13
4.3 Use Case Scenarios...................................................................................................................14
4.4 Activity Diagrams.....................................................................................................................18
5. Other Nonfunctional Requirements.....................................................................................22
5.2 Performance Requirements.......................................................................................................22
5.3 Safety Requirements.................................................................................................................22
5.4 Security Requirements..............................................................................................................22
5.5 Software Quality Attributes......................................................................................................22
5.6 Business Rules..........................................................................................................................23
6. Other Requirements..............................................................................................................24

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1. Introduction
1.1 Purpose

The 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 from the newly introduced system which is to be
constructed. The clear understanding of the system 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 Hotel
Management System can be designed, constructed, and finally tested.

1.2 Document Conventions

The document is prepared using Microsoft Word 2013 and has used the font type 'Times New
Roman'. The fixed font size that has been used to type this document is 12pt with 1.5 line spacing. It
has used the bold property to set the headings of the document. Use case scenario is written
according to Alistair Cockburn’s template. UML diagrams have been created according to UML 2.0
standards. Standard IEEE template is the template used to organize the appearance of the document
and its flow.

1.3 Intended Audience and Reading Suggestions

The intended audience of this document would be owner and specific employees like Manager and
Receptionist of Hotel Gayana, and project team with the objective to refer and analyze the
information. The SRS document can be used in any case regarding the requirements of the project
and the solutions that have been taken. The document would final provide a clear idea about the
system that is building.
Brief outline of the document is,
1. Overall Description
2. System Features
3. External Interface Requirements
4. Non Functional Requirements

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1.4 Product Scope

The introducing software, Hotel Management System which is going to be implemented for Hotel
Gayana will automate the major operations of the hotel. The Reservation System is to keep track in
room and hall reservation and check availability. The Room Management System is for manage all
room types room services. The Inventory Control System will keep track in all inventories of the
hotel and guest details will handled by guest management. Administration department will monitor
the all .There is three End Users for HMS. The End Users are Owner, Manager and Receptionist.
Owner can access to all system functionalities without any restrictions. Manager can access to all
system functionalities with limited restrictions. Receptionist can only access to the Reservation
management section. To keep restrictions for each End User levels HMS can create different Login
functions.

The objectives of the automated Hotel Management System is to simplify the day to day processes
of the hotel. The system will be able to handle many services to take care of all customers in a quick
manner. As a solution to the large amount of file handling happening at the hotel, this software will
be used to overcome those drawbacks. Safety, easiness of using and most importantly the efficiency
of information retrieval are some benefits the development team going to present with this system.
The system should be user appropriate, easy to use, provide easy recovery of errors and have an
overall end user high subjective satisfaction.

2. Overall Description
2.1 Product Perspective

The Hotel Management System is a new self-contained software product which will be produced by
the project team in order to overcome the problems that have occurred due to the current manual
system. The newly introduced system will provide an easy access to the system and it will contain
user friendly functions with attractive interfaces. The system will give better options for the
problem of handling large scale of physical file system, for the errors occurring in calculations and
all the other required tasks that has been specified by the client. The final outcome of this project
will increase the efficiency of almost all the tasks done at the Hotel in a much convenient manner.

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2.2 Product Functions

 Make Reservations
 Search Rooms
 Issue Bills
 Set Rates
 Retrieve Reports (Staff payment, Income)
 Taking Backups
 E-mail notifications

View Reports
Department
Insert Details
Update Department
Owner Details
Delete

Department Details

Room/Staff/InventoryDetai
Add ls
Room/Staff/InventoryDetail
Update
s
Room/Staff/InventoryDetai
Delete ls
Manager

GuestDetail
Add
s
GuestDetails
Update
GuestDetails
Delete
Rooms
Search
Receptionist Reservations
Make
Bill
Issue

Figure 2.1.1 High Level Architecture

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Functional Requirements

Function 1 Make Reservations

Input Code, Number of children, Number of adults, check-in date, check

out date, status, Number of nights
Output Database Record, Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 2 Add Guest

Input Member code, Phone number, Company, Name, E-mail, Gender,

Address
Output Database Record, Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 3 Add staff member

Input Code, Employee Name, Employee Address, NIC, Salary, Name Age,
Occupation, E-mail
Output Database Record, Database successfully updated message
Processing Validate the given details and record the information in to the
database.

Function 5 Issue Bill

Input Billing no, Quantity, Price, Taxes, Date, Services, Unit
Output Printed version of the bill
Processing Validate the given details and total cost is calculated according to the
Services gain by the customer.

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2.3 User Classes and Characteristics

2.3.1 User Classes

There are three user levels in Hotel Management System of Hotel ABC.

I. Owner
II. Manager
III. Receptionist

2.3.2 Characteristics of User Classes

Owner:-

Hotel owner has the privilege of Monitoring and authorization of all the tasks handle by the system.
He can access every function performed by the system. Owner of the company as well as the system
can access to the administration panel which is consider the core of the system. As the main
authorized person of the company owner gets the ability to manage the other users including their
user levels and privileges. Taking backups of the system and restoring system can also be done by
the Owner. Meanwhile he will be able to take all the kinds of reports available in the system. As the
owner of the system and the company he has the power to set room rates as well. Hotel owner has
the sole right of deleting a staff member from the system database.

Manager:

Manager is responsible for managing resources available in hotel management system. Manager
also has most of the privileges mentioned above except the things regarding the payment handling.
The reason for using a Manager is to reduce the work load done by the owner that cannot be
assigned to the receptionist, as those tasks seem much responsible. The user level, Manager has the
authority to take all the reports available in the system but here also except the reports related to
financial stuff, hotel income. Manager has other abilities that receptionist, user level has. Such as,
adding new staff member to the system, Modifying them or removing them, Adding new guests to
the system, Modifying them and removing them from the system, Adding new inventory to the
system, Modifying them and removing them. Adding new room types to the system, modifying
them and removing them

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Receptionist:

As a hotel receptionist, he or her role will be to attain the goals of bookings and to ensure that all
guests are treated with a high standard of customer service. Hierarchically receptionist role has the
least accessibility to the system functions. Receptionist plays the boundary role of the system .He or
she can perform limited functions such as registering new guest to the system, make reservations,
Sending e-mail reminders to clients for booking confirmation. Management of hotel will prefer to
hire receptionist who have a good standard of general education and possibly in subjects such as
English, math and IT.

2.4 Operating Environment

Hardware and software requirements

Hardware:-
1. Operating System Supports all known operating systems, such as Windows, Linux
2. Computer 512MB+ RAM, monitor with minimum resolution of 1024x768, keyboard, and
mouse
3. Hard Drive should be in NTFS file-system formatted with minimum 10 GB of free space
4. A Laser printer will need to be used to print these reports and notes

Software:-
1. Software is designed to run on any platform above Microsoft Windows 7 (32bit).
2. Microsoft .NET Frameworks 4.0 or above.
3. Microsoft SQL Server Management Studio Express 2010.

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2.5 Design and Implementation Constraints

Software development crew provides their best effort in developing the system. In order to maintain
the reliability and durability of system, some design and implementation constraints are applied.
Availability of an android app for hotel management system could make the system portable but
due to time constraint it is not possible. System will need a minimum memory of 512MB. But it is
recommended to have a memory of 1GB.

2.6 Project Documentation

Project Documentation section reveals the all the details about documents created by the project
team so far of this project. It includes project charter and project proposal.

 Project charter: - This document provides the basic information about the team
members their responsible in developing functions, the background of the client and
the nature of the main problem identified

 Project Proposal: - The proposal of the project consists with the problems that are
identified with the client, and the solutions that are going to implement using the
proposed system.

2.7 User Documentation

User manual provide to the client will give a clear idea in interacting with the system. It will be
written in a simple understandable language concealing the inner complexity of the system. A hard
copy of the user manual will be delivered to the client with the delivery of system.

2.8 Assumptions and Dependencies

Some software used in implementing the system is with high cost and the client has agreed to afford
the amount of money needed to purchase them. It’s assumed that client won’t change that decision
on the next phases of the software development. Although we assume that client is using windows 7

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or windows 8. Otherwise if client use an open source operating system, there is a need of changing
the SRS accordingly.

3. External Interface Requirements

3.1 User Interfaces
User friendly dashboard of system

About Us

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Contact Us

Book Online

Booking Interface

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3.2 Hardware Interfaces

Section 2.4 includes the requirements of the desktop computer where the system going to be
installed. A specific computer must match with the above mentioned requirements in order to gain
the maximum benefits from the system in an efficient manner.
Reservation alerts will be sent to the one of the member of hotel staff as an e-mail notification. So
there is a need of broadband internet connection. Client should able to keep a stable internet
connection.
A laser printer will be needed when printing bills and several reports

3.3 Software Interfaces

The computer this software going to be install need to have Windows Operating System equal or
above, Windows 7. On that Windows platform .Net 4.0 will be installed and that will be the

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platform the particular software will be run. There will be an ADO.NET data transmission with the
Microsoft SQL Server Management Studio Express 2010 R2 edition that will be installed in the
same computer.

3.4 Communications Interfaces

When a specific reservation reserved at the same time an e-mail notification will be sent to both
relevant staff member’s e-mail account and guest’s account. Guest will be notified in the check-out
date. To achieve that functionality, it requires having a stable internet connection. Mostly a
broadband connection with the client’s computer will provide the efficient service.

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4. System Features
4.1 E-R Diagram

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4.2 Use Case Diagram

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4.3 Use Case Scenarios

1)

Use case Name Make Reservation

Goal Add a new reservation
Primary Actors Receptionist
Secondary Actors None
Precondition Guest shouldn’t already be exist
Post condition Hotel Guest Details updated to include current
Guest
Triggers
Main flow Step Action
1 Receptionist enter guest details
2 System searches for room details
3 System presents room types and
tariffs
4 Customer selects room and
confirms tariff
5 System records customer’s name
and address
6 receptionist confirms booking on
system
7 System generates confirmation
receipt
Extensions

2)

Use case Name Check Availability

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Goal To check whether a room available or not

Primary Actors Receptionist
Secondary Actors None
Precondition Login to the system.
Post condition
Triggers
Main flow Step Action
1 Display User interface
2 Select Availability Tab
3 Enter room type, duration, number
of adults and children

4 System check room availability

relevant to each requirements
5 Display available room details
Extensions 4.1 No room available for entered
details and display “No Room
Available”

3)

Use case Name Add Guest

Goal Add a new Guest
Primary Actors Receptionist

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Secondary Actors None

Precondition Log in to the system
Post condition
Triggers
Main flow Step Action
1 Receptionist selects “add guest”
button
2 System prompts to fill out guest
details
3 System validates details
4 Update database
5 Display “Successful message”
Extensions
Guest details are incorrect, Display
3.1 the message "Unsuccessful" and
display Add guest option.

4)

Use case Name Add Room

Goal Add a new room to the system
Primary Actors Manager
Secondary Actors None
Precondition Log in to the system
Post condition

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Triggers
Main flow Step Action
1 Manager clicks “add room” button
2 System prompts the manager to fill
out room details
3 System validates new room
information
4 System creates a new room
5 Update database
6 Display “successful ” message
Extensions
Room details are incorrect, Display
3.1 the message "Unsuccessful" and
display room management option.

4.4 Activity Diagrams

Add new Hotel Room

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Edit
Hotel
Room

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Make Reservation

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Search

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5. Other Nonfunctional Requirements

5.2Performance Requirements

Performance requirements define acceptable response times for system functionality. Although the
system is developed suiting for the least system performances, the performance of the system will
highly depend on the performance of the hardware and software components of the installing
computer.

5.3 Safety Requirements

There are several user levels in hotel management system, Access to the various subsystems will be
protected by a user log in screen that requires a user name and password. This gives different views
and accessible functions of user levels through the system.

5.4 Security Requirements

Customer Service Representatives and Managers and owner will be able to log in to the Hotel
Management System. Customer Service Representatives will have access to the
Reservation/Booking and subsystems. Managers will have access to the Management subsystem as
well as the Reservation/Booking subsystems.

5.5 Software Quality Attributes

 Availability: - The system shall be available during normal hotel operating hours
 Correctness: - extent to which program satisfies specifications, fulfills user’s mission
objectives
 Efficiency: - How much less number of resources and time are required to achieve a
particular task through the system.
 Flexibility: - Ability to add new features to the system and handle them conveniently.
 Integrity: - How the system would insecure the information in the system and how it avoids
the data losses. Referential integrity in database tables and interfaces

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 Maintainability: - How easy is to keep the system as it is and correct defects with making
changes.
 Portability: - The Hotel Management System shall run in any Microsoft Windows
environment
 Reliability: - Specify the factors required to establish the required reliability of the software
system at time of delivery. Mean time between failures and mean time to recovery
 Reusability: - What is the ability to use the available components of the system in other
systems as well.
 Testability: - Effort needed to test to ensure performs as intended
 Usability: - How easily a person can be taken the benefits of the system and the user
friendliness.
 Robustness: – Strength of the system to handle system functions accurately and maintain the
database without facing to unexpected failures
 Maintainability: – What design, coding standards must be adhered to exclusions created

5.6 Business Rules

ABC Hotel Management System will perform under three users which are Owner, Manager and
Receptionist. The system is designed in a way where responsibility and privileges are decreased in
the order of owner, manager and receptionist. The role of manager is elected in the aim of making
the owner’s hands free from regular interfering with the system. So, most of the privileges that
owner has are given to manager, except the ones are critical and important. Some features like that
are, taking backup, restoring of the system and handling financial details, hotel income reports of
the system. Receptionist is given with the most frequently used features of the system which has
less responsibility than the other two users. Deleting of any information in the system is only
allowed for the owner of the hotel.

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6. Other Requirements
When the system is completely developed and submitted to the client, few sessions will be required
to make the users of the system understand about the functionality of it and some time to adapt to
the system. After those sessions, it’s required that a member from the development team should
spend sometime in the system background for an agreed time period. That time period will be used
in identifying new bugs that could not be reached in the earlier phases of the development process.
Client should have a valid e-mail account in order to receive reservation e-mail notifications.

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