ST.

PAUL’S UNIVERSITY
NAIROBI CAMPUS

STUDENT NO.:
NAME:

PROJECT TITLE: HOTEL MANAGEMENT DATABASE SYSTEM

CASE STUDY OF NOMAD HOTEL

OBJECTIVE: TO CREATE A BEST WORKING MODEL OF A HOTEL

MANAGEMENT SYSTEM WHICH MAKES THEIR RECORDS EASY TO
SAVE AND SAVE CUSTOMERS’ DATA.

A PROJECT SUBMITTED FOR THE STUDY LEADING TO PROJECT

IMPLEMENTATION IN PARTIAL FULFILLMENT OF THE
REQUIREMENTS FOR THE AWARD OF A DIPLOMA IN BUSINESS
INFORMATION TECHNOLOGY OF ST.PAUL’S UNIVERSITY.

© 2019
 DECLARATION

Student

This is my own work and contains no material which has been previously submitted for a

certificate or diploma at this university or any other institution.

Name: _________________________________ Reg No. ____________________

Signature: ______________________________ Date: ______________________

Supervisor

This research report is submitted for examination with my authority as the college supervisor.

Name: _________________________________

Signature: ______________________________ Date: _______________________

ii
 ACKNOWLEDGEMENT

The system analyst stops shortly to thank all those who devoted their energy, resources and time

to the success of this project. The foremost ultimate thank you goes to my determined and ever

encouraging teacher MR. , words cannot explain my gratitude

for your ever helping hand through this process. However, I can’t forget the support that both my

school administration and my family have granted me through this process. In conclusion, the

system analyst will ever treasure the help from both mentioned and non-mentioned well-wishers

deeply in his heart.

iii
 DEDICATION

Dedicated to my parents, brothers, sisters, friends and lecturers without who all this work would
not have been possible. Gratitude for all your continued support throughout this project.

iv
 TABLE OF CONTENTS
DECLARATION ..................................................................................................... ii
ACKNOWLEDGEMENT ..................................................................................... iii
DEDICATION ........................................................................................................ iv
TABLE OF CONTENTS ........................................................................................v
ABSTRACT ........................................................................................................... vii
CHAPTER ONE ......................................................................................................1
1.0 Introduction ........................................................................................................................... 1
1.1 Background to the Study ....................................................................................................... 1
1.2 Modules ................................................................................................................................. 2
1.2.1 Guest Management System ............................................................................................ 2
1.2.2 Staff Management System .............................................................................................. 2
1.2.3 Rent Management System .............................................................................................. 2
1.2.4 Rooms Management System .......................................................................................... 2
1.3 Existing System ..................................................................................................................... 3
1.3.1 Disadvantages ................................................................................................................. 3
1.4 Proposed System ................................................................................................................... 3
1.4.1 Advantages ..................................................................................................................... 3
1.5 Implementation Modules....................................................................................................... 4
1.5.1 Admin Module ................................................................................................................ 4
1.5.2 User Module ................................................................................................................... 4
1.6 System Configuration............................................................................................................ 5
1.6.1 H/W System Configuration ............................................................................................ 5
1.6.2 S/W System Configuration ............................................................................................. 5
1.7 Objectives of the Project ....................................................................................................... 5
1.7.1 These are following main Objectives of the Hotel ......................................................... 6
1.8 Advantages ............................................................................................................................ 8
1.9 Statement of the Problem ...................................................................................................... 9
1.10 Research Questions ............................................................................................................. 9
1.11 Justification ......................................................................................................................... 9
1.12 Scope ................................................................................................................................. 10
1.13 Anticipated Outcomes Resulting from this Project are; .................................................... 10
CHAPTER TWO ...................................................................................................11
2.0 System Analysis .................................................................................................................. 11
2.1 Problem Definition .............................................................................................................. 11
2.2 The Current Manual System ............................................................................................... 12
2.2.1 System Description ....................................................................................................... 12
2.3 The Manual System Structure ............................................................................................. 13
2.3.1 Problems in the Manual System ................................................................................... 13
2.4 Advantages of the Manual System ...................................................................................... 14
2.5 Disadvantages of the Manual System ................................................................................. 14
2.6 Technology Management System ....................................................................................... 14
2.7 The Importance of the Hotel Industry in Developing Countries ......................................... 15
2.8 Marketing Management in Hotel Management .................................................................. 16
2.8.1 The Hotel Marketplace ................................................................................................. 16

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 2.8.2 Hotel Marketing Strategies ........................................................................................... 16
2.8.3 Factors of Production in Small Scale Hotels are; ......................................................... 16
2.9 Market Information Systems ............................................................................................... 16
2.10 Linking Hoteliers and Clients ........................................................................................... 17
2.11 Feasibility Study................................................................................................................ 17
2.11.1 Technical Feasibility: ................................................................................................. 17
2.11.2 Economic Feasibility: ................................................................................................. 18
2.11.3 Operational Feasibility: .............................................................................................. 18
2.12 Future Enhancements ........................................................................................................ 18
CHAPTER THREE ...............................................................................................19
3.0 Research Methodology........................................................................................................ 19
3.1 Introduction ......................................................................................................................... 19
3.2 Research System Design ..................................................................................................... 19
3.3 Field Study .......................................................................................................................... 19
3.4 Delimitation of the Study .................................................................................................... 20
3.5 Sample of the Population .................................................................................................... 20
3.6 Sampling Techniques .......................................................................................................... 20
3.7 Instrument for Data Collection............................................................................................ 20
3.7.1 The Questionnaire has Five Sections: A, B, C, D and E: ............................................. 21
3.8 Method of Data Collection .................................................................................................. 21
3.9 Method of Data Analysis .................................................................................................... 22
3.10 The System Design............................................................................................................ 22
3. 10.1 Dataflow Diagram ..................................................................................................... 23
3. 10.2 System Flow Chart .................................................................................................... 24
3.11 File Data Fields ................................................................................................................. 25
3.11. 1 Booking Table ........................................................................................................... 25
3. 11. 2 Admission Table ....................................................................................................... 25
3. 12 Output Design .................................................................................................................. 26
3.12.1 Foreign Guests Report ................................................................................................ 26
3.12.2 Local Guests Report ................................................................................................... 26
3.13 Input Design ...................................................................................................................... 27
3.13.1 Booking Form ............................................................................................................. 27
3.13.2 Admission Form ......................................................................................................... 27
3.13.3 Accommodation Form ................................................................................................ 28
3.14 Storage Design .................................................................................................................. 28
3.14.1 Files Used ................................................................................................................... 28
3.14.2 File Organization Methods ......................................................................................... 28
3.14.3 Storage Devices .......................................................................................................... 29
3.15 System Controls, Backup and Security ............................................................................. 29
3.15.1 Protection from Viruses .............................................................................................. 29
3.15.2 Data Security Measures .............................................................................................. 29
3.15.3 Audit Trial .................................................................................................................. 29
3.15.4 Log Files ..................................................................................................................... 30
3.15.5 Policies........................................................................................................................ 30
3.16 Normalization .................................................................................................................... 31
REFERENCES .......................................................................................................32

vi
 ABSTRACT

The Nomad Hotel Management System was developed following system development stages
for smooth running and management of Nomad hotel. The ensuing months provided enabled the
system analyst recognize and define the problem in the current manual system at the hotel. After
an information gathering process from several hotels managed by manual and computerized
systems, the system analyst saw that the hotel indeed needed a computerized management system.
After a close analysis of samples collected during the problem definition stage the analyst found
that all the hardware and software requirements needed for implementation and maintenance of
the system are readily available in the market and cheaply affordable by the hotel. The system was
carefully designed to ensure maximum efficiency of the system at the hotel. The system was
skillfully and carefully coded to seal any possible loopholes in the system. The system was
developed using visual basic for applications (Microsoft access) language. This system will indeed
help the hotel management and the esteemed staff members to manage and steer the hotel’s
functionality and transactions to realize its maximum potential in addition to its competence in the
hotel business field.

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 CHAPTER ONE

1.0 Introduction

1.1 Background to the Study

This application is specially developed to help hotel staff. The project Hotel Management manages

and maintains the records of customers and room in the hotel. The rooms have different categories

such as Deluxe, Semi-Deluxe etc., so their charges and records will be maintained

accordingly. This software has been made in a user friendly interface, so that anyone can add,

delete the entries of customers and handle all the transactions easily. As a security we have

provided Admin & user level authentication for different modules such as set-up-user etc., also the

user name and password gets stored in the database in encrypted format more dealing with the

security. Customer can either make booking in advance, or he can directly Check-In. For

the convenience of Administration, we have provided facility to generate report of transactions

made in terms of check-in & check-out, bookings by day or specified timespan.

I decided to base my project on a hotel management system mainly because the organization and

management still lags behind compared to similar hotels abroad. In this era of technology, not

having a computerized system not only wastes time but also burdens the staff of these

organizations unnecessarily.

When I analyzed the situation I realized that the version was better than buying some of the brilliant

software providing hotel management system being sold online. Different hotel systems and the

risk factors associated with the implementation and running of such systems.

1
1.2 Modules

 Guests Management System

 Staff Management System

 Rent Management System

 Room Management System

1.2.1 Guest Management System

This module would store data of guests assigning each guest a unique guest ID. Against this, the

following information would be stored; Guests’ names, age, gender, room number, mobile

numbers, address, rent paid and total paid.

1.2.2 Staff Management System

The following information would be stored about each staff member; ID, name, age, attendance,

salary, category (e.g. staff, if staff assistants, coordinators, guards, sweepers, gardeners, main staff

etc.) date of joining, number of years working, address, phone number, duty work. Based on

attendance we would make performance related charts for each category.

1.2.3 Rent Management System

Guest ID, rent due, payment date, cheque, cash, cheque number, issuing bank, security, parking

cost, meal payment.

1.2.4 Rooms Management System

Room categories, guest ID, room issued, room number, date of entry (into the system) and rent

charges.

2
1.3 Existing System

In the existing manual system a lot of time is spent in communicating the information across

different branches. There is a need for an integrated automated system, which has some centralized

control over the entire process. Conventional System makes use of huge amounts of paper for

recording transactions. The existing system is a manually maintained system. All the Hotel records

are to be maintained for the details of each customer, Fee details, Room Allocation, Attendance

etc. All these details are entered and retrieved manually.

1.3.1 Disadvantages

 Time consuming.

 Updating process.

 Inaccuracy of data.

1.4 Proposed System

The computerized version of the existing system provides easy and quick access over the data.

Keeping records of admission of residents properly so that facilities provided by Hotels are fully

utilized in effective and efficient manner. Keeping the records of salary structure of the workers

of Hotel by billing approach.

1.4.1 Advantages

 Storing residents’ details correctly.

 Maintaining accuracy.

3
1.5 Implementation Modules

 Admin

 Resident (User)

1.5.1 Admin Module

This module provides administrator related functionalities. Administrator can view the registered

user and payment model. In this module admin can upload the information about the hotels such

as hotel facilities, payment details, resident allotment details and allotment status. Admin will give

the responses to users based on requirements, always checking the hotel strength and availability

of rooms, and salary payment for workers. Hotel main goal is to provide security maintenance.

1.5.2 User Module

This module is about users of this portal. By using this module user can lodge any complaint about

process. User must be registered with the system. By using this login id user will log on to this

portal and do all transactions which are assigned to them. User registration details must be secret

after that he/she will get personal ID and password through that only contacts the admin. User will

then send a room allotment request to the admin and will have to wait until the administrator

responds, then only the user can access the permissions.

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1.6 System Configuration

1.6.1 H/W System Configuration

Processor - Core Two Duo

Speed - 3.0 GHz

RAM - 2 GB (min)

Hard Disk - 500 GB

Key Board - Standard Windows Keyboard

Mouse - Wireless Mouse

Monitor - SVGA

1.6.2 S/W System Configuration

Operating System : Windows 10

: Microsoft Office : Ms Access

Ms Excel

Ms Word

1.7 Objectives of the Project

The project “Hotel Management System” is aimed to develop to maintain the day-to-day state of

admission/ vacation of residents, List of workers, List of Bills etc.

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1.7.1 These are following main Objectives of the Hotel

 Records of salary structure of the employees of Hotel by billing approach.

 Keeping records of admission of resident.

 Keeping user satisfaction as utmost priority.

 Scheduling the allotment of user with room to make it convenient for user.

 Scheduling the services of workers and properly so that facilities provided by hotel are

fully utilized in effective and efficient manner.

 Keeping records of user registration details in accurately arranged order so that the

treatment of customers becomes quick and satisfactory.

 Keeping details about the users, their needs and payment details reports etc.

 Keeping the best hotel facilities.

During the past several decades’ personnel function has been transformed from a relatively obscure

record keeping staff to central and top level management function. There are many factors that

have influenced this transformation like technological advances, professionalism, and general

recognition of human beings as most important resources.

A computer based management system is designed to handle all the primary information required

to calculate monthly statements. Separate database is maintained to handle all the details required

for the correct statement calculation and generation.

This project intends to introduce more user friendliness in the various activities such as record

updating, maintenance, and searching.

The searching of record has been made quite simple as all the details of the customer can be

obtained by simply keying in the identification of that customer.

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Similarly, record maintenance and updating can also be accomplished by using the identification

of the customer with all the details being automatically

generated. These details are also being promptly automatically updated in the master file thus

keeping the record absolutely up-to-date.

The entire information was maintained in the database or files and whoever wants to retrieve can’t

retrieve, only authorized users can retrieve the necessary information which can easily be

accessible from the file.

The main objective of the entire activity is to automate the process of day to day activities of the

hotel like:

 Room activities.
 Admission of a new customer.
 Assign a room according to customer’s demand.
 Checkout of a computer and releasing the room.
 Finally compute the bill etc.
 Advance bookings.
 Cancellation.

This project has some more features:

 No data duplication.
 No Paper Work Required.
 Time Efficient.
 Cost Efficient.
 Automatic data validation.
 User friendly environment.
 Data security and reliability.
 Fast data insertion & retrieval.
 Easy performance check.

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1.8 Advantages

We have designed the given proposed system in access data base to automate the processes of

Hotel. This project is useful for the authorities who can add room details, availability of

rooms, booking etc. The following steps that give the detailed information of the need of proposed

system are:

 Performance:

During past several decades, the records are supposed to be manually handled for all activities.

The manual handling of the record is time consuming and highly prone to error. To improve the

performance of the Hotel Management System, the computerized system is to be undertaken. This

project is fully computerized and user friendly even that any of the members can see the report and

status of the company.

 Efficiency:

The basic need of this system is efficiency. The system should be efficient so that whenever a new

customer submits his/her details the system is updated automatically. This record will be useful

for other users instantly.

 Control:

The complete control of the project is under the hands of authorized person who has the password

to access this project, an illegal access is not supposed to deal with. All the control is under the

administrator and the other members have the rights to just see the records not to change any

transaction or entry.

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  Security:

Security is the main criteria for the proposed system. Since illegal access may corrupt the database.

So security has to be given in this project.

1.9 Statement of the Problem

Database management for any organization forms a key managerial and operational pivot point

that requires particular attention to ensure accuracy and efficient running of the organization. Over

years, many organizations have found it imperative to inculcate in their management systems, up

to date and sophisticated database management systems to keep up with rising competition. As a

result our study aims at highlighting some basic database management systems of a hotel model

using access database system that will give an insight into how organizations can become better

equipped in their routine business.

1.10 Research Questions

The Research will answer the following questions;

1. What was the level of efficiency resulting from use of access database system in the

management of a hotel model?

2. What was the impact of utilization of access database system in database management in a

model hotel setting?

1.11 Justification

The study aimed at examining the methods of maximizing the benefit that comes along with

utilization of access database system as a database management system in a hotel model. It also

involved establishing the effectiveness of access database system as opposed to other database

management systems.

9
1.12 Scope

This study was limited within a single entity, in this case a Hotel. The principle focus of the study

was to find out the effectiveness of the use of access database system as a database management

tool.

1.13 Anticipated Outcomes Resulting from this Project are;

 Trade

There is urgent need to reduce and eliminate trade distorting subsidies and support development

of basic institution and infrastructure prior to opening a hotel.

 Multi – functionality

Problem with database management system is that is focuses on production alone rather than

acknowledging it’s multi – functionality and also provides economic, environmental and social

services. It’s also important to recognize that small scale hoteliers are embodied within the national

regional and global trade systems;

 To promote development and growth of small hotels.

 To develop an enterprise budget using actual economic data collected from small to

medium size.

 To identify the economic benefits of different direct market options available.

 To recruit and increase number of members of different co-operatives.

 To identify challenges that prevents expansion and interferes with production efficiency of

small scale.

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 CHAPTER TWO

2.0 System Analysis

2.1 Problem Definition

Nomad Hotel offers accommodation, meals, additional facilities and other services.

Accommodation services are offered as follows: Meals, other services and facilities offered

includes: Breakfast; Lunch, dinner, tea, Laundry, Ironing, transport and room service.

The services are offered as outlined below:

BED AND
HALFBOARD FULLBOARD
CATEGORY BREAKFAST
(KSH) (KSH)
(KSH)

Single Room 2500 3900 5100

Double Room 2900 4300 5500

Single Room Self Contained 3100 4500 5700

Double Room Self Contained 3700 5100 6300

ITEM COST
Breakfast 1000

Lunch 700

Dinner 1500

Tea 250

Laundry: Heavy Linen 300

Medium Linen 200
Light Linen 100

Transport: Mileage,
100/ Km
Vehicle

11
Although the hotel is of an international class and quality, it’s not realizing its maximum

potential due to delay of activities by the current redundant manual system. Due to huge losses

suffered by the hotel from the frequent errors in the current system, the hotel management opted

for a computerized system, which would:

1. Be friendlier to customers and the staff.

2. Improve customer care and service at the hotel.

3. Increase the hotel performance.

4. Reduce the operational costs of the hotel.

2.2 The Current Manual System

2.2.1 System Description

The current manual system uses paperwork and direct human language communication by mouth

to manage the hotel. This delays information transmission in the hotel.

Booking is done through phone calls or through visit to the hotel booking office. The guest’s

personal details such as Name, Age, Nationality and Duration of stay are input during booking in.

The booking office orders for preparation of the guest’s room before his/ her check in date. The

documents are transferred manually to the filling department for compilation of the guest’s file.

On the reporting date the file is transferred to the reception. On checking in the guest is given the

key to his allocated room, he also specify if he needs room service.

The receptionist hands over the guest’s file to the accountant on the next table. Here the guest pays

accommodation and meals fee. The guest’s file is updated on daily basis of his expenditure costs.

The accounts department generates the bills on daily basis and delivered to the guests in their

rooms at dusk by the service maids. The guest pays at the accounts desk, where the receipts are

generated.

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For a one meal customer the bill is generated immediately after ordering and he pays at the

accountant desk before leaving. During checking out of guests, their expenditure outlines are

generated a day before check out date. The guests receive their outlines at the accounts desk as

they check out, where they pay for bills balances if any.

2.3 The Manual System Structure

2.3.1 Problems in the Manual System

Difficulty in location of guest files: due to the large number of guests’ files, location of guest files

during checking in, updating of daily expenditures, receipt generation and checking out is

extremely difficult for the hotel employees.

Large storage space: the physical files occupy too much space of about two rooms full of storage

cabinets. This occupies the hotel’s space that could have otherwise been used for income

generation by the hotel.

Human and computational errors: many errors enabled by the system due to tedious

computations required during data processing cost the hotel management heavily.

Poorly generated records: poorly generated records encourage omission of some important data

by the employees. Such data as the guests’ luggage is omitted. This leads to security problems at

the hotel such as armed robberies.

Complains from guests: due to poor management of documents encouraged by the manual system,

several cases were reported where guests complained of overcharging, charging of services not

used by the guests.

Poor communication: due to poor communication between the departments, guests are often

served with services they didn’t order.

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Difficulty in data analysis: The accountants usually found it difficult to analyze the

guests’ data during generation of expenditure bills due to missing of some records.

2.4 Advantages of the Manual System

 Employees don’t need special computer skills to run the manual system.

 No reliance on computer devices which may fail since they are machine in nature.

 Relatively low running costs as the system requires no electricity, internet services as the

computerized system would.

2.5 Disadvantages of the Manual System

 Guest files can easily get lost or mix up with other guest file documents.

 Files occupy a large storage space

 Unnecessary duplication of data.

 Files are prone to theft unauthorized modification due to low data security levels and

standards.

 Due to easy access to guest data by unauthorized users, guest data is extremely unconfident.

Retrieval of guest records is extremely difficult. Data entry procedure is prone to errors.

2.6 Technology Management System

The rationale is simply that with proper selection and application of existing and emerging

technologies small hotels can reduce the cost of operation and make a significant contribution to

hotels’ productivity, do it in more environmentally protective ways, and provide a decent living

for the operators. These objectives cannot be accomplished overnight, but there is enough existing

technology to get meaningful results in the shortest time possible.

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Control Data is striving to help achieve these objectives in a number of ways: first, by catalyzing

more research and development applicable to small-scale hotels; second, by assembling existing

and emerging technologies in a readily accessible computer database; and third, by offering high

quality, easily available and affordable education and training to small-scale hoteliers in planning,

management and the application of new technologies. In the process, Control Data will eventually

earn a reasonable profit from investments in these and related efforts.

At this point, I should mention that I use the words "technology," "know how" and "knowledge"

interchangeably. I believe "know how" communicates best, but it is at times a bit awkward to use.

2.7 The Importance of the Hotel Industry in Developing Countries

The hotel industry will continue to be very significant in developing countries for a long time to

come because:

 Increased population growth.

Consequently, the number of those dependent on hotel for their major means of livelihood is likely

to remain high for the foreseeable future.

 The absorptive capacity of the non-hotel sector is limited.

People employed in the non-hotel sectors often face a high degree of economic vulnerability,

especially those in the lower income brackets. Industry is particularly vulnerable. A socially stable

and commercially viable small-scale hotel sector can act as a buffer in absorbing tensions and

reducing economic vulnerability, in cases where economies are in transition.

15
2.8 Marketing Management in Hotel Management

2.8.1 The Hotel Marketplace

Hoteliers too frequently state that they know how to cater, but need more help with marketing.

Large and growing stocks and surplus production of many commodities suggest that hoteliers are

excellent caterers, but poor marketers. For many hoteliers, effective marketing means getting a

profitable price for whatever they cater for whenever and wherever they want to sell it. Many

hoteliers feel that the market should return a profit for whatever they choose to cater for.

2.8.2 Hotel Marketing Strategies

Hotel caterers commonly agree that the marketing problem is low prices for their output. Hoteliers

also agree that a better way of marketing their product exists, but they often fail to consider

alternative marketing strategies or incorporate marketing as a part of their hotel planning process.

The significance of marketing becomes more obvious with tight profit margins and survival

concerns. Marketing and production management are both important to the hotel business.

2.8.3 Factors of Production in Small Scale Hotels are;

 They do have knowledge e.g. local ecological environment and conditions.

 The kind of knowledge may be put to the test if condition suddenly changes.

 The hotels should be able to work on other factors of production.

2.9 Market Information Systems

Information and Communication Technologies (ICTs), in particular mobile phones, email and the

internet, are transforming how marketing is carried out in some parts of Africa. One example is

internet-supported market information systems, which collect and distribute information about

market prices and enable sellers and buyers to make contact. ‘Market spies’ are another innovation.

16
These people base themselves in hotel markets and work on behalf of hoteliers, using mobile

phones to inform them of prices and to make deals with traders.

2.10 Linking Hoteliers and Clients

In the past, sales of hotel products have normally been done through face-to-face meetings,

typically in a hotel or marketing place. This is now becoming less common, as hoteliers and clients

are increasingly doing deals over the telephone or through email.

This ought to be a much more efficient process, reducing the need for hoteliers to actually leave

their hotels in order to visit markets, thereby cutting their costs and allowing them to continue with

production. Market information systems, like those described above, may also work to link

hoteliers and clients. Some approaches, such as use of the internet or newspaper-based market

information, may only be accessible to hoteliers who are literate in English. The Network for

Hoteliers Groups in Tanzania, has found that using mobile phones is the best approach for those

who cannot read English.

2.11 Feasibility Study

A feasibility study is carried out to select the best system that must satisfy requirements and its

working ability in an organization.

2.11.1 Technical Feasibility:

The technical aspect of feasibility is largely concerned with answering the question of who, why,

where, what and how much in the contact of the existing system and the proposed system. These

questions are asked to the user of the system.

An investigation of present procedure is needed in order to identify the volumes, trends and

frequencies that will specify the effect of the design of any computer based system.

17
In our project all these points are handled. Based on this we have designed the input screens, table

showing list of input fields with different possibilities of validation and their acceptability to the

user gauged and correction is done whenever it is necessary. Technical feasibility study covers the

technical aspects as far as the automation is concerned.

2.11.2 Economic Feasibility:

During the analysis of economic feasibility, the financial aspects of project are taken into

consideration. As this wizard helps in the faster development of the applications, the time factor is

reduced prominently, thus saving cost. As today’s world requires “Go Green”, means avoiding

unnecessary use of paper, keeping this in mind we tried to make the things automatically, reducing

the paper work (reducing the skilled people to do the data entry part) reducing production hours.

What we need is a person from basic computer background, that’s it!

2.11.3 Operational Feasibility:

Operational feasibility deals with feasibility of the system in operational manner. This system has

been found to be very simple & easy to use because it is user friendly. The operational feasibility

is found to be extremely useful. As the proposed system is in access, the look is quite

understandable to the user, still we shall provide an official training for them to handle the

application.

2.12 Future Enhancements

 To provide online booking support.

 To provide support for centralized control over other branches in case of hotel having

multiple branches.

18
 CHAPTER THREE

3.0 Research Methodology

3.1 Introduction

In this chapter, I discuss the research design, area of study, sampling technique and instrument

for data collection, administration of the instrument and method of data analysis.

Hoteliers must be able to take appropriate decisions at appropriate time. Incorrect judgment and

decisions would result in the failure of execution of hotel plan and in turn economic loss. Hotel

Management is a science that deals with the organization and operation of a hotel as a firm from

the point of view of continuous maximum profit consistent with the welfare of the hoteliers. Thus,

in an environment where a hotelier desires to achieve objectives like profit maximization and

improvement of family standard of living with a limited stock of factors of production which can

be put to alternative uses, hotel management is an essential tool.

3.2 Research System Design

It is important to assess your equipment and Infrastructure and other physical resources when

designing a whole hotel. Location, size, expense, and need are all things to be considered. It is

often a good idea to draw a map of your hotel, so you can plan your infrastructure development.

Building upon it and most likely, your first few years will be difficult.

3.3 Field Study

Except when it serves a descriptive purpose, hotel management is the science (and art) of

optimizing the use of resources in the hotel component.

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3.4 Delimitation of the Study

In this study, the options, perceptions and attitudes of a handful of Hoteliers was sought on impact

of Access database management. In addition, the staff of the hotels were considered appropriate

for the study area because, as stated in chapter one, they constitute the dramatis – personae

responsible for routine handling of the business within the hotels. Most of them have had several

years of hoteliering and therefore, they are in the best position to furnish the researcher with the

information needed to answer the research question of this study.

3.5 Sample of the Population

For some studies, the population may be small enough to warrant the inclusion of all of them in

the study. But a study may entail a large population which cannot all be studied. That portion of

the population that is studied is called a sample of the population. A sample in this study is,

therefore, a smaller group 3 – 4 of elements drawn through a definite procedure from an accessible

population. The elements making up this sample are those that are actually studied.

3.6 Sampling Techniques

A stratified random sampling procedure was used for selecting the participants in this study. This

technique was employed to ensure a fairly equal representation of the variables for the study. The

stratification was based on state government and private owned hotels in Kenya. Within each

section, selection of staff was by simple random sampling.

3.7 Instrument for Data Collection

The researcher designed an interview schedule as one of the data collection instrument for this

study. The hoteliers were interviewed. The interview questions (see Appendix) were aimed at

eliciting relevant information concerning employment of access database management system in

a hotel.

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Questions relating to methodology and material for hotel database management were asked during

the interview schedule. A questionnaire (see Appendix) designed by the researcher titled” Impact

of Utilization of Access Database in Hotel Management” was also used in the study.

The content of the instrument was based on the findings of the interview conducted with the

hoteliers as well as on the information from the literature reviewed.

3.7.1 The Questionnaire has Five Sections: A, B, C, D and E:

 Section “A”, is on personal data of the respondents;

 Section “B”, is on the needs/objectives of Access Database Utilization in Hotels.

 Section “C” contains questions on the perceived problems of Database Utilization in

Hotels.

 Section “D”, on the other hand is on the methodology and materials for Database

Management. and

 Finally, section “E”, made up of items on the possible strategies that could be adopted for

improved Database Management in Hotels.

The instrument was structured in the modified Likert fashion, on a 4 – point scale, ranging from

“strongly agree” (SA), through “agree” (A), “disagree” (D) to “strongly disagree” (SD). Subjects

were then instructed to respond to their degree of agreement with the statements contained in the

instrument.

3.8 Method of Data Collection

After the pilot testing and all necessary modifications, the questionnaires were administered

directly to the chosen sample for the study. One hundred copies of the questionnaire given out

were successfully completed and returned. The possibility of retrieving back all the questionnaire

was as a result of the researchers colleagues who offered a helping hand.

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The opposite could have been the case if the researcher had taken the lonely task of going round

the hotels to collect the questionnaire.

3.9 Method of Data Analysis

The data collected from the field were analyzed. Statistically weighted mean was used in

answering the research questions. The response options in the instrument are weighted as shown

below:

 Strongly Agree (SA)

 Agree (A)

 Disagree (D)

 Strongly Disagree (SD)

3. 10 The System Design

The system was designed in Microsoft Access package. The system design phase

describes the functional capabilities of the proposed system. This is divided into the

following design phases: System flowchart, System dataflow diagram, Input design,

processing design and output design.

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3. 10.1 Dataflow Diagram

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3. 10.2 System Flow Chart

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3.11 File Data Fields

The following are the designs of the tables that shall be used to store the data in the system:

3.11. 1 Booking Table

Field Name Data Type Description

Date Date/Time Date of Booking

Reg. No. Number Registration Number

Fname Text First Name

Sname Text Second Name

Nationality Text Citizenship

ID Card No. Number National ID Card Number

Gender Number Guest Gender

Contacts Number Telephone Number

Address Memo Box Office Address

Email Hyperlink Email Account

3. 11. 2 Admission Table

Field Name Data Type Description

Reg. No. Number Registration Number

Fname Number First Name

Sname Number Second Name

Nationality Number Citizenship

ID Card No. Number National ID Card Number

Luggage Memo Luggage

In Date Date/Time Check In Date

Out Date Date/Time Check Out Date

Room No. Number Room Number

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3. 12 Output Design

The system will use reports to output the information. The reports shall be created from tables.

The following reports shall be used:

3.12.1 Foreign Guests Report

Date Reg. No. Fname Sname Gender ID Card No.

7/6/2018 6795 Jane Jude Female 555645

7/6/2018 6759 Melow Lewinsky Female 256235

3.12.2 Local Guests Report

Date Reg. No. Fname Sname ID Card No. Gender

7/6/2018 5642 Makern Njoroge 52669 Male

7/6/2018 4365 Jack Okoyo 125663 Male

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3.13 Input Design

The information will be input into the system by use of forms. The system has the following

forms:

3.13.1 Booking Form

Date

Reg No.

Fname

Sname

Nationality

ID Card No.

Gender

Contacts

Address

Email

3.13.2 Admission Form

Reg. No

Fname

Sname

Nationality

ID Card No.

Luggage

In Date

Out Date

Room No.

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3.13.3 Accommodation Form

Fname

Sname

ID Card No.

Room No.

Category

Charges

Rcpt No.

Payment

Amount Charged

Nationality

Total Charge

3. 14 Storage Design

This sub-topic outlines and explains the files, file organization methods and the storage devices

required for storage of the information at the hotel.

3.14.1 Files Used

 Master file: This involves relatively permanent files such as the employee details files

and the guest files.

 Transaction files: This includes accounts, guest orders and payment details.

 Report file: This consists of the departmental reports on their daily transactions.

3.14.2 File Organization Methods

Direct file access organization method will be used. This is to enable fast and efficient access

and retrieval of information from the system by authorized users.

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3.14.3 Storage Devices

The files with the highly valuable information to the hotel are to be securely stored in a hard

disk of not less than 80 gigabytes. Back up will be done using a 50 gigabytes hard disk that

should be secure from any data security threats. The area of backing up should be very far away

from the hotel premises. The data storage room temperature should be maintained to as low

temperatures as 283 Kelvin.

3.15 System Controls, Backup and Security

3.15.1 Protection from Viruses

Installation and frequent updating of latest Antivirus programs is recommended to ensure

the most security against viruses.

3.15.2 Data Security Measures

 During data transmission data should be encrypted and decrypted at the back up centre.

Access privileges shall be enacted to control access of users to valuable data and

information to uphold data security.

 Burglar proof windows should be installed on data storage and backup rooms.

 Guards should be employed to watch over both hardware and software resources at the

hotel. Alarm systems should be installed to detect and alarm the security of unauthorized

entry into the information storage rooms.

 Direct capture (CCTV) cameras should be used for surveillance at the hotel.

3.15.3 Audit Trial

Serious study and –revision of the system has been –done, checking for any loophole which

could be a possible weak point into the hotel management system.

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3.15.4 Log Files

The logs files shall be used to keep record on which employee accessed the system at what

time what the employee accessed and modified. The employees shall only access the system

resources using their passwords.

3.15.5 Policies

The system analyst recommends that the hotel management should enforce the following

policies:

 No transfer of guest information from the system at any time under any circumstances

without written permission from the management.

 No opening of any mail attachment without scanning for viruses and threats.

 No use of diskettes within the hotel.

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3. 16 Normalization

Table Field name

 Regno
 Fname
 Sname
 ID Card No.
 Room No.
 Category
Accommodation Client
 Charges
 Rcpt No.
 Payment
 Amount Charged
 Nationality
 Total Charge
 Regno
 Fname
 Sname
 ID Card No.
 Room No.
 Category
Restaurant Customer
 Charges
 Rcpt No.
 Payment
 Amount Charged
 Nationality
 Total Charge
 Regno
 Fname
 Sname
 ID Card No.
 Nationality
 Linen
Laundry Customer  Type
 Charges
 Payment
 Number of Clothes
 Amount Charged
 Total Amount
 Recpt No.

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 REFERENCES

1. Microsoft.Net Framework 3.5-Windows form Application Development- Matthew A

Stoecher.

2. Wrox ADO.Net 2.0.

3. Database Management Concepts - Henry F. Korth.

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