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CHAPTER 1

INTRODUCTION

In this age and time, the use of computers have come to facilitate business processes so as toincrease productivity and efficiency.

However some business organisations still use manual processes to run their activities which in factis putting them out of the market.

The fear is that the use of the computer may cause redundancies. Others also think that without thecomputers they can effectively manage their companies so they tend to reject the idea.

However, they forget that the implementation of the computer will facilitate their work process andimprove efficiency.

This project seeks to implement a system that will facilitate business processes with respect to hotelmanagement.

Easy Hotel Management System (EHMaS) is a system that is to be implemented to help curb theproblems with the manual work process in hotels.

STATEMENT OF THE PROBLEM

In Ghana, most hotels do not have any management system that help them to manage their

reservations any other processes that are handled.

This makes a reservation process take quite some time. This is because one has to go through awhole list of rooms to check which rooms are available and which are not.

Tracking of old records is also a problem since there are chunks of customer records to always gothrough.

The generation of reports on sales made and customer reservations as well as other reportsbecome difficult and take days.

The EHMaS helps solve this problem and many others through a variety of functionalities it providefor its users.

Easy hotel is a three star hotel which seeks to upgrade its self to a four star hotel and this was usedas the case study for this project.

RESEARCH QUESTIONS

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These are a few of the questions used for the research.

1. How rooms do the hotel have?

2. Into which categories have they been grouped?

3. How many reservations are made in a day?

4. What is the age range for an eligible customer?5. What details are taken from customers?

6. Can foreigners also make reservations?

7. What is the procedure for a check in?

8. What is the procedure for a check out?

9. What charges are available?

10. What payment terms are available?

11. Do you issue invoices?

12. Do you issue receipts?

13. What is the maximum time for which a room can be booked?

14. Do you get reservations from customer such individuals and institutions?

15. What room services are available?

16. How many staff members does the hotel have?

17. How many staff members can make a reservation?

18. What types of reports are normally generated?

19. Do you allow cars be packed here?

20. Is your packing space free?

21. How many hours does the hotel open per day?

22. What problems are normally faced with reservations?

PROJECT OBJECTIVES

The objective of this project is to design and develop a system/software that will;

Record the daily entries of reservations

Provide a search engine for searching for customer as well as reservation details.

Print and save details of reservations and customers

Print and save receipts

Keep customer records

Manage sales assistants details Provide reports on the reservations made


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SIGNIFICANCE OF THE PROJECT

The are many like systems already in market however this will be different in that it will becustomised to the preferences of the user.

It will also help facilitate the reservation process at the hotel. Searching for details of aparticular reservation wont be as difficult as previously.

More customers can be served faster.

Manager can easily have access to sales records

Reports can easily be generated by just the click of a few buttons

SCOPE OF THE PROJECT

The system is to be developed using VB.Net. Certain required skills like establishing a

database connection needs to be acquired.

The system will not include an online reservation, however if the hotel prove to appreciate

the effectiveness of the new system, then an online reservation could be integrated.

Employees will have to be convinced in order to understand and accept the system to be

implemented so that they give out any information needed for the project

The organisation may have never implemented a computer system in its activities therefore

this will be a real steep learning curve. Employees will have to be trained to use the system

effectively.

Time constraint for the project is not enough therefore certain additional features like staff

management may not be included. However it may be integrated later after the current

specified requirements have been implemented.


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Chapter 2

Literature Review

The problem of Hotels not being able to manage their activities well enough to maximize

efficiency because of the use of manual processes (no computer automation) has been in

existence for long. Therefore not trying to re invent the wheel, there are other relevant

studies which have been made in this same area. This, I review in the following lines.

KingSmart hotel software

KingSmart hotel software was developed by ComPower Technology

(sourcecodeonline.com, 2010). It is specially made for the hospitality industry. The software

supports hotel, motel, resort, villas, services apartments or rental business by offering tools

for marketing and daily operations as well as management and planning. KingSmart is a fully

integrated suite allowing effective and easy deployment from a smaller operation to a global,

multi-branded hotel chain environment. KingSmart Suite's important modules in the Hotel

Property Management Software Suite include, Hotel Management Software, Hotel

Reservation Software (Billing Software), Hotel Reception Software, Hotel Point of Sale, Call

Accounting, Hotel Accounting software and Hotel Back Office Software.

Free Hotel Software

Free Hotel Software is a general purpose hotel & motel software which is can be used as a

hotel maintenance software, hotel reservations software, hotel management software, hotel

billing software, general purpose hospitality software, hotel accounting software, hotel

accommodation software, hotel property management software (PMS, PM Software) and as

hotel booking software and as software for online hotel reservation. It has the following

features: Walk-In Guest Reservation Multiple Rate, Multiple Currencies Credit Card

Transactions, Invoicing, Backup and Restore Night Audit Reservation block dates Guest

Ledger & Database Advance Guest Search Business Source, Address Book, Out of order

room, 80+ Reports , etc. (FreeHotelSoftware.com,2010)

BPHotels

BPHotels was developed by Ruby On Rails (sourcecodeonline.com, 2010).

it has the following features: Search for rooms and booking available rooms, Payment

module, Administrator can create new rooms and rates, Administrator can view and manage

orders, Search history and Power reports with graphs


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CHAPTER 3 : METHODOLOGY

ARCHITECTURE AND ENVIRONMENT

DESCRIPTION OF THE CURRENT SYSTEM

The Hotel is a three star hotel which seeks to upgrade its self to a four star hotel. Currently ithas different types of rooms of different sizes and prices. The rooms range from singlebedroom to deluxe which is the highest room type available. Each room type has a differentprice.

Customers can book rooms for as long as they can but the shortest bookable time is thirty(30) minutes termed the fast track. Customers can also call the hotel telephone line andreserve rooms. When a room is reserved or booked, the customers details are recorded androom number given to him or her is also recorded.

The customer is required to pay for the time he/she wishes to stay at the hotel before keysare handed over to him if the booking is between fast track and one day. However for moredays booking the customer will have to pay part of the amount before he is given his/herroom. After stay, the customer pays the rest of the amount owed.

The hotel has two sales assistants who serve the customers. One works in the morning andthe other in the evening.

Currently the hotel runs hotel reservations manually (no computer system is used) whichmakes a reservation process take quite some time. Tracking of old records is also a problemsince there are chunks of customer records to always go through. The hotel manager wishesthat a system built for the hotel so that it will be used to make the hotel reservations.

LIMITATIONS OF THE CURRENT SYSTEM

Records easily wear out. (they get torn or managed by cockroaches)

Difficult to get booked and non booked rooms

Improper accounts is kept on sales made

No records are kept on customers vehicles and children

Searching for customer records is tedious

Improper records are kept on sales personels and sales made

It does not employ a modern way of management


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FACT-FINDING

This section of the project presents the outcome of the fact finding exercise that

was used to investigate the current system. This establishes what the existingsystem does and tries to bring out what the problems are after which a bettersystem is proposed for modelling from a number of options (Yeates andWakefield 2004, p.157).

Fact finding techniques that can be employed include (Ravindran n.d.):

Interviews Analysts can use interviews to collect information about thecurrent system form the potential users. Here the analysts discover the areas ofmisunderstanding, unrealistic exception and descriptions of activities andproblems along with resistance to the new proposed system. Interviews are timeconsuming.

Questionnaires Here the analysts can collect data from large groups.Questionnaires could be Open-ended or Close questionnaires. Open-endedquestionnaires are used to learn feelings, opinions, general experiences onprocess detail or problem. In it, questions are answered in their own words.Where as in closed questionnaires a set of prescribed answers are used andspecific response have to be selected.

Record inspections or reviews Basic records like the reports, bills, policymanuals, regulations, standard operation procedures etc can be used for betterunderstanding the system.

Observation This is a skill which the analysts have to develop. The analystshave to identify the right information and choose the right person and look at theright place to achieve his objective. He should have a clear vision of how eachdepartments work and work flow between them and for this he should be a goodobserver.

The techniques employed in executing this project were interview andobservations.

PROBLEMS FACED DURING FACT-FINDING

Some problems that were faced during the fact-finding period are:

Interviewees were sometimes not available or not ready for the interview on theappointed date and time. A new time or date would then have to be set for theinterview.

Some of the interviewees were not so forth-coming in divulging information thatcould help in the final design of the system. There is a feeling from some of themof being rendered jobless when the new system is implemented.

Some users could not fluently describe into details what they expect theirsystem to do.


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FACT-FINDING REPORT

Record keeping on the interview was done by writing down findings. The mainfocal point of the interviews was to get the understanding of how the currentsystem worked and also to get the requirements for the new system. In theManager and the Employees were interviewed.

INTERVIEW RECORDS

Table 2.1: Managers interview report

Interview Record

SystemEHMaS

Name

Interview Manager

Sheet

1

Participants

Mr. Fred Gyamfi

Date

15/09/2010

Objective/AgendaTo confirm Term of ReferenceTo establish the problems of the current system.To determine the requirements for the new systemfrom the manager.

Location

Managers office

Duration

30 minutes

Results

Mr Fred is the main project sponsor.

Confirmed Terms of Reference:

Objective to develop a system that will increase the efficiency of workdone help manage the company in a more organised wayScope to cover the reservation of rooms and salesTimescales project to be developed and implemented within 19weeks.

Problem 1 bad record keeping of salesProblem 2 bad record of checked in and out statusProblem 3 bad record on customer detailsProblem 4 Lack of useful management record.Problem 5 no proper account on cash in flow

Requirement 1 Accurate records should be kept on all check in/outsRequirement 2 proper management system should be implemented onaccounts.

CrossReference


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Table 2.1: Employees interview report

Interview Record

SystemEHMas

Name

Interview Employees

Sheet

1

Participants

Mr. Peter James and Miss Cynthia Afum

Date

16/09/2010

Objective/AgendaTo investigate the data entry and storage processTo get the problems facedTo get more user requirementsTo understand the check in/out system.

Location

Workshop

Duration

1 hour

Results

Mr. Peter James and Miss Cynthia Afum have been employees for quitesome time now. They are senior workers at easy hotel

Problem 1 sometimes it becomes difficult to track which rooms areavailable and which are not.Problem 2 customer details easily get mixed up.Problem 3 track is always lost on records which have been kept in theoffice for longer periods.Problem 4 when sales is very high, it becomes difficult to serve them allvery quicklyProblem 5 office is being occupied by company copies of customerdetails and bookingsProblem 6 calculating sales made is very tediousProblem 7 there is sometimes confusion identifying who served whichcustomer

Requirement 1 it must be insisted that customer details must be createdon each saleRequirement 2 record keeping must be converted to an electronic formRequirement 3 other options must be provided for locating customerdetailsRequirement 4 employees must be insisted to make records on thecustomers they serve


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CURRENT PHYSICAL DATA FLOW DIAGRAM / BUSINESS ACTIVITY MODELLING

CURRENT PHYSICAL DFD-LEVEL

Room Reservation:

Check in:

Check Out:

Customer

Room Reservation

Receptionist1

Customer dataD1 Rooms dataD2

Customersenquiry

Customers

details

Room details

Enquiry

response

Customer

Room check in

Receptionist2


Customers

details /

room

specification

Customers

details

Room detailsRoom number and

key

Sales DataD2

Sales details

Customer

Room check Out

Receptionist3


Final

payment

/return of keys

Checkout

details

Room detailsReciept

SalesD2

Sales details


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Data

Dictionary

ID: TYPE:

Data

flow

SYSTEM:

EHMas

NAME:

Room Details

Alias:

Definition:

Room details = room_type + price + availability

Occurrence:

About 300 per day

Notes:

Source: Room data

Destination: 1 Room reservation

Author:

Easy

Date:

20/09/10

Data

Dictionary

ID: TYPE:

Data

flow

SYSTEM:

EHMas

NAME:

Customers Enquiry

Alias:

Definition:

Customers enquiry = room_type + price + availability

Occurrence:

About 200 per day

Notes:

Source: Customer


Author:

Easy

Date:

20/09/10


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Data

Dictionary

ID: TYPE:

Dataflow

SYSTEM:

EHMas

NAME:

Sales details

Alias:

Definition:

Sales Details = amount_received + date + room_number

Occurrence:

About 50 per day

Notes:

Source: Room Check in

Destination: sales Data

Author:

Easy

Date:

20/09/10

Data

Dictionary

ID: TYPE:

Data

flow

SYSTEM:

EHMas

NAME:

Final payment

Alias:

Definition:

Check out details = date + time + paymentStatus + roomNo+receipt no

Occurrence:

About 300 per day

Notes:

Source: Customer


Author:

Easy

Date:

20/09/10


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ENTITY RELATIONSHIP DIAGRAM (ERD) FOR CURRENT SYSTEM

ENTITY DESCRIPTIONS FOR CURRENT SYSTEM

Data

Dictionary

TYPE:

Entity

SYSTEM:

EHMas

NAME:

Customer

DEFINITIONS

Attributes:

Customer = Customer ID + Customer Name + Customer Address+ Customer

Telephone number+ Customer Email address +

OCCURRENCE: 5,000

MANAGER

SALESALES

PERSONEL

ROOMCUSTOMER


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Data

Dictionary

TYPE:

Entity

SYSTEM:

EHMas

NAME:

Manager

DEFINITIONS

Attributes:

Manager = Manager ID + Manager Name + Manager Address+ Manager Telephone

number+ Manager Email address

OCCURRENCE: 1

Data

Dictionary

TYPE:

Entity

SYSTEM:

EHMas

NAME:

Sales Personel

DEFINITIONS

Attributes:

Sales Personel = Sales Personel ID + Sales Personel Name + Sales Personel

Address+ Sales Personel Telephone number+ Sales Personel Email address

OCCURRENCE: 2

Data

Dictionary

TYPE:

Entity

SYSTEM:

EHMas

NAME:

Sale

DEFINITIONS

Attributes:

Sale = date + amount received + personel number+customers number +actual

amount + room service

OCCURRENCE: 5000

Data

Dictionary

TYPE:

Entity

SYSTEM:

EHMas

NAME:

Reservation

DEFINITIONS

Attributes:

Reservation = date + customer ID + room type + room number


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OCCURRENCE: 5000

DataDictionary

TYPE:Entity

SYSTEM:EHMas

NAME:Room

DEFINITIONS

Attributes:

Room = room number + type + price + location + description

OCCURRENCE: 30


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ANALYSIS AND DESIGN IF THE NEW SYSTEM

DELIVERABLES

REQUIREMENT SPECIFICATION OF NEW SYSTEM

The system will have two logins; One with administrative permissions and another with

Limited permissions.

Modules of the system will include;

I. Job Entry module

a. Add job entry

b. Edit job entry

c. Search/view job entry

d. Print job cardII. Customer Entry module

a. Add customer details

b. Edit customer details

c. Search/view customer details

d. Print customer details

III. Employee Entry module

a. Add Employee details

b. Edit Employee details

c. Search/view Employee details

d. Print Employee detailsIV. Apprentist Entry module

a. Add Apprentist details

b. Edit Apprentist details

c. Search/view Apprentist details

d. Print Apprentist details

V. Accounts Entry module

a. Add cost

b. Edit cost

c. Search/view accounts

d. Print invoices and receiptsVI. User accounts Entry module

a. Add users

b. Edit user accounts

c. Search/view accounts

d. Delete user accounts

Logins with limited accounts will not be able to;

Create or delete user accounts

Enter or view employee and apprentist details

Alter account detailsBut administrative logins will have access to all functions of the system.


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DATA FLOW DIAGRAM OF THE NEW SYSTEM

Room Reservation:

Check in:

Check Out:

Customer

Room check Out

Receptionist3


Final

payment

/return of keys

Checkout

details

Room details

Reciept

SalesD2

Sales details

Customer

Room Reservation

Receptionist1


Customers

enquiry

Customers

details

Room details

Enquiry

response

ReservationsD3

Reservation

details

ReservationsD3

Customer

Room check in

Receptionist2


Customers

details /

room

specification/

payment

deposit

Customers

details

Room detailsRoom number and

key

Sales DataD2

Sales details

Reservation

details


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DATA DICTIONARY

PROCESS DESCRIPTIONS

PROCESS ID DESCRIPTION NOTES

Room

reservation

1 When a customer wants to make a

reservation he/she contacts the

receptionist. The receptionist takes the

customers details and then gives the

customer details of the rooms available.

Here details of the rooms are stored on

the system, therefore it will be easier to

get the information

INPUT FLOW OUTPUT FLOW

Customers enquiry

Room details

Customers details

Enquiry response

Customers

details

Reservation

details

Room Check

In

2 When a customer wants to check in,

he/she contact the receptionist and

provides his details about reservation

made or room wanted. The sales

personnel will then query the system to

check if there is an available room for the

type of room requested. If rooms are

available, his details are taken, a down

payment is made and then the customer

is assigned a room. Any amount received

is entered into the system as well as thebooking details. Hence sales made are

automatically generated.

Customer details

room specification

payment deposit

Room details

Reservation

details

Customer details

Sales details

Room details

Room number

Room key

Room Check

Out

3 On check out, the customers details are

entered into the system then

automatically, the days/ time spent as well

as the amount to be received will be

generated. The Payment is made by the

customer and the keys are returned.

Final payment

Room keys

Booking Details

Customer details

Device details

Job card

Sales details

Checkout details

Receipt


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DATA FLOW DESCRIPTIONS FOR THE NEW SYSTEM

Data

Dictionary

ID: TYPE:

Data

flow

SYSTEM:

EHMas

NAME:

Customers details

Alias:

Definition:

Customers details = customer_ID + Name + Telephone + Address + Email +

Chldren+ car_number + company_details

Occurrence:

About 200 per day

Notes:

Source: Customer


Author:

Easy

Date:

15/10/10

Data

Dictionary

ID: TYPE:

Data

flow

SYSTEM:

EHMas

NAME:

Room Details

Alias:

Definition:

Room details = room_type + price + availability+room_number

Occurrence:About 300 per day

Notes:

Source: Room data


Author:

Easy

Date:

15/10/10


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Data

Dictionary

ID: TYPE:

Data

flow

SYSTEM:

EHMas

NAME:

Customers Enquiry

Alias:

Definition:

Customers enquiry = enquiry_no + room_type + price + availability +

customers_name + telephone + description

Occurrence:

About 200 per day

Notes:

Source: Customer


Author:Easy

Date:15/10/10

Data

Dictionary

ID: TYPE:

Data

flow

SYSTEM:

EHMas

NAME:

Sales details

Alias:

Definition:

Sales Details = sale_number + amount_received + check_in_date + room_number +

check_out_date + reservation_number + customer_number

Occurrence:

About 50 per day

Notes:

Source: Room Check in

Destination: sales DataAuthor:

Easy

Date:

15/10/10


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Data

Dictionary

ID: TYPE:

Data

flow

SYSTEM:

EHMas

NAME:

Final payment

Alias:

Definition:

Check out details = date + time + paymentStatus + roomNo+receipt no +

sales_number

Occurrence:

About 300 per day

Notes:

Source: Customer


Author:Easy

Date:15/10/10

ENTITY ANALYSIS OF THE NEW SYSTEM


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ENTITY RELATIONSHIP DIAGRAM (ERD)

An Entity Relationship Diagram (ERD) is the diagram produced as a result ofvisually representing entities, attributes and relationships of a system under

study (Oppel 2004, p. 180). Oppel (2004, p.180) goes on to say that ERD isiterative in nature because entities are discovered throughout the designprocess and it has the principal advantage of being understood by non-technical people while still providing great value to technical people. The entity-relationship data model sees the world as made up of entities and relationshipsamong these entities (Silberschatz et al. 2001, p. 27).

An entity is anything which an organisation identifies as being capable of anindependent existence and can be uniquely identified. This could be a physicalobject such as house or care, an event such as car service or house sale, or aconcept such as an order orcustomer transaction. A relationship on the otherhand, is some association between entities (Beynon-Davies 2004, p.p. 220-221).

ENTITY RELATIONSHIP DIAGRAM (ERD) FOR CURRENT SYSTEM

MANAGER

SALESALES

PERSONEL

ROOM

RESERVATION

CUSTOMER


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DESIGN AND CODING OF THE NEW SYSTEM

POPULATION:

DATA STRUCTURE OF ENTITIES SHOWING ATTRIBUTES AND KEYS

In a relational model, tables are the primary unit for data storage which aremade up of rows and columns with each row representing once occurrence ofthe entity while each column represent one attribute for the entity (Oppel 2004,p.33).

There are constraints that govern the behaviour of the relational model to ensurethat only valid data is entered into the database. This project will examine two ofsuch constraints: Entity integrity constraint This is a primary key constraint. Itensures that all relations (tables) in the database must have a primary key. Aprimary key is an attribute or group of attributes used to uniquely identify the

rows of a table (Benyon-Davies 2004, p.p. 92, 107).

Referential integrity constraint This is a foreign key constraint. It ensures thatevery foreign key value in the database must either refer to a primary key valuewithin the database or be a null value. A foreign key is an attribute of a relationwhich references the primary key of some other relation (Benyon-Davies 2004,p.p. 93, 107).

Customerfield Description Data

typeNull key

customerIDNameAddressEmail

TelephoneChildrenCar_numberCompany_details

Uniquely identifies eachcustomername of customerpostal address of customeremail of customertelephone number ofcustomerdetails of children broughtalong

car number of customerwork place of customer

IntegerVarcharVarcharVarcharVarcharVarcharVarcharvarchar

NoNoNo

YesNo

YesYesyes

PK

Managerfield Description Data type Null keycustomerIDNameAddressEmail

Telephone

Uniquely identifies managername of managerpostal address of manageremail of managertelephone number of manager

NumberVarcharVarcharVarcharvarchar

NoNoNo

YesNo

PK


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Sales Pesonnelfield Description Data

typeNull key

customerIDNameAddressEmail

Telephone

Uniquely identifies each salespersonnelname of sales personnelpostal address of sales personnelemail of sales personneltelephone number of sales personnel

numberVarcharVarcharVarcharvarchar

NoNoNo

YesNo

PK

Salefield Description Data

typeNull key

Sale_numberAmount_recievedCheck_in_dateRm_numberCheck_out_dateRsv_numberCus_numberSa_number

Uniquely identifies each saleAmount received paymentDate customer checked inRoom number given to customerDate customer checked outNumber of the referencedreservationCustomers idId if the sales personnel whomade the sale

numbernumberdatenumberdatenumbernumbernumber

NoNoNoNoNoNoNoNo

PK

FKFKFK

Roomfield Description Data

typeNull key

room_numbertypechargeavailabilitydescription

Uniquely identifies each roomThe type of roomThe amount to be charged for theroomWhether the room is booked or not

The characteristic of the room

numbervarcharnumberBooleanvarchar

NoNoNoNoNo

PK

Reservationsfield Description Data

typeNull key

Rsv_numberDateCus_nameCus_telepho

nedescription

Uniquely identifies each reservationDate of reservationName of customer who made thereservation

The telephone number of the customerDetails of the reservation

numberdatevarcha

rvarcha

NoNoNoNo

No

PK


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rvarchar

SAMPLING PROCEDURES

PROCESS DIAGRAMS FLOWCHARTS

Analysing the whole system, almost all the processes that would go on in thesystem falls under one of the underlisted heading:

Logging into the system

Entering new record

Searching for a recordA flow chart will be used to implement the design of these processes.

SAMPLE LOGIN FLOW CHART


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SAMPLE DATA ENTER FLOW CHART

For entering record into the system, the design for the flowchart is assuming theuser did enter the correct credentials. The flowchart below shows the process ofentering data into the system starting from the switchboard.

It must however be noted that depending on the users group, he/she may beable to enter data into the system or not.


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SAMPLE SEARCH FLOW CHART

Searching for record from the system, the design for the flowchart is assumingthe user did enter the correct credentials. The flowchart below shows the processof searching for data from the system.


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SEQUENCE DIAGRAMS FOR SYSTEM COMPONENTS

According to Ambler (2004), sequence diagrams model the flow of logic withinyour system in a visual manner, enabling you both to document and validateyour logic, and are commonly used for both analysis and design purposes. Most

programmers prefer to use sequence diagrams when using a CASE tool toreverse engineer source code into interaction diagram (Larman 2002, p.199).


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Sequence diagrams are typically used to model:

Usage scenarios. A usage scenario is a description of a potential way yoursystem is used.

The logic of methods. Sequence diagrams can be used to explore the logic

of a complex operation, function, or procedure. One way to think ofsequence diagrams, particularly highly detailed diagrams, is as visualobject code.

The logic of services. A service is effectively a high-level method, oftenone that can be invoked by a wide variety of clients.

This document will use sequence diagram to model the interaction that goes onin using the system for the following operations:

Logging into the system

Entering new record

Searching for a record

SEQUENCE DIAGRAM FOR LOGIN

SEQUENCE DIAGRAM FOR ENTERING A NEW RECORD


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SEQUENCE DIAGRAM FOR SEARCHING FOR A NEW RECORD


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Software coding standards are language-specific programming rules that greatlyreduce probability of introducing errors into ones application. Without agreedcoding standards, it is easier for a team working on a project to waste a lot oftime and resources having to reformat each others code or read and makemeaning to another mans codes (Henderson 2003, p.64).

The coding standards used in this project does not follow any specific format orstandard. It is used at my own discretion and flexibility as a guide owing to thefact that this is not a team project. With the possibility of another programmerworking on this project some time unknown, the codes were written with muchsemblance to the thumb rule of coding standards used in most programmingbooks.

The coding standards used include:

VARIABLES

Variable names must be kept as short as possible and be meaningful.

Variable names must not begin with special characters (e.g. &, $ ),underscore ( _ ) or a figure.

Variable names must not be a keyword e.g. date, for, do.

Camel casing must be used in naming all variables, e.g. TotalSales. Nospacing between compound names.

Each variable must be declared on a separate line.

NAMING CONVENTION

Controls must have the appropriate prefix to their names to describethem. For example, btnButton1, txtTexbox1, lblLabel1, frmForm1.

Control names must in a way be descriptive of their function in the project,

e.g. btnTotalSales. Other objects used in the project - pictures, charts, etc. must follow the

naming convention for variables.

COMMENTING

Comment as much as possible without commenting the obvious.

Comments must as much as possible try to explain what they are doing

Comments must be above block of codes describing.

In-line commenting must be used sparingly unless very necessary

Comment each logical step51

ERROR HANDLING Block of codes performing very vital operations must be placed in a Try

Catch construct.

Logical block of codes must be placed in a Try Catch construct.

The use of the Finally keyword in a TryCatch construct must be lookedover very well before employing it.

Turn On compiler warnings.

Exception throwing properties of controls that possess it must be enabledor used.

DECLARATIONS

Application-wide variables must be declared in a module Application-wide constants must be declared in a module


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Write an application-level procedure for operations that are oftenperformed

WHITE SPACE

Indentations would follow one specified by the IDE.

Leave at least one line spacing between logical structures. White spacing must be used at ones own discretion but must ensure

codes look well aligned.

CODE SNIPPETS

Snippet for database connection

Module modAdo PublicConst cnString AsString =

"Provider=Microsoft.Jet.OLEDB.4.0;Persist Security Info=False;DataSource=../data/data.mdb;Jet OLEDB:Database Password=jaypee"EndModule

Snippet for retrieving data from the database

Imports SystemImports System.DataImports System.Data.OleDb

Module modFunction

PublicFunction GetFieldValue(ByVal srcSQL AsString, ByVal strField AsString) 'create connection Dim cnHotel As OleDbConnection

cnHotel = New OleDbConnection

With cnHotel If .State = ConnectionState.Open Then .Close()

.ConnectionString = cnString

.Open() EndWith

Try Dim cmd As OleDbCommand = New OleDbCommand(srcSQL, cnHotel) 'create data reader Dim rdr As OleDbDataReader = cmd.ExecuteReader

'loop through result set While (rdr.Read)

GetFieldValue = rdr(strField).ToString() EndWhile

'close data readerrdr.Close()

Catch e As ExceptionConsole.WriteLine("Error Occurred:" & e.ToString)


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Finally ' Close connection

cnHotel.Close() EndTry EndFunction

PublicFunction GetIndex(ByVal srcTable AsString) AsLong Dim cnHotel As OleDbConnection 'create connection




.Open() EndWith

Dim sqlQRY AsString = "SELECT * FROM [KEY_GENERATOR] WHERE

TableName = '" & srcTable & "'"

'create commands Dim cmd As OleDbCommand = New OleDbCommand(sqlQRY, cnHotel)

Try 'create data reader Dim rdr As OleDbDataReader = cmd.ExecuteReader Dim intNextNo AsInteger

'loop through result set While (rdr.Read)

intNextNo = rdr("NextNo").ToString()

EndWhile

intNextNo = intNextNo + 1 'define update statement Dim sqlUpdate AsString = "UPDATE [Key_Generator] SET[Key_Generator].NextNo = " & intNextNo & " WHERE TableName='" & srcTable &"'"

Dim cmdUpdate As OleDbCommand = New OleDbCommand(sqlUpdate,cnHotel)

'execute nonquery to update an indexcmdUpdate.ExecuteNonQuery()

GetIndex = intNextNo Catch ex As OleDbException

Console.WriteLine(ex) Finally ' Close connection

cnHotel.Close()Console.WriteLine("Connection closed.")

EndTry EndFunction

'Function that will format return a generated id PublicFunction GenerateID(ByVal srcNo AsString, ByVal src1stStr AsString, ByVal src2ndStr AsString) AsString If Len(src2ndStr)


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ElseGenerateID = src1stStr & Left(src2ndStr, Len(src2ndStr) -

Len(srcNo)) & srcNo EndIf EndFunction

'Function that will return a currency format PublicFunction toMoney(ByVal srcCurr AsString) AsStringtoMoney = Format(IIf(Trim(srcCurr) = "", 0, CSng(srcCurr)),

"#,##0.00") EndFunction

PublicFunction toNumber(ByVal srcCurrency AsString, OptionalByRefRetZeroIfNegative AsBoolean = False) AsDouble Dim retValue AsDouble If srcCurrency = ""Then

toNumber = 0 Else If InStr(1, srcCurrency, ",") > 0 Then

retValue = Val(Replace(srcCurrency, ",", "", , ,CompareMethod.Text)) Else

retValue = Val(srcCurrency) EndIf If RetZeroIfNegative = TrueThen If retValue < 1 Then retValue = 0 EndIf

toNumber = retValueretValue = 0

EndIf EndFunction

PublicFunction CountRows(ByVal sSQL AsString) Dim cnHotel As OleDbConnectioncnHotel = New OleDbConnection



.Open() EndWith

Dim cmdCount As OleDbCommand = New OleDbCommand(sSQL, cnHotel)

CountRows = cmdCount.ExecuteScalar() EndFunction

PublicFunction GetData(ByVal sSQL AsString) Dim CN As OleDbConnection Dim sqlCmd As OleDbCommand = New OleDbCommand(sSQL) Dim myData As OleDbDataReader

CN = New OleDbConnection(cnString)

TryCN.Open()

sqlCmd.Connection = CN

myData = sqlCmd.ExecuteReader


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Return myData Catch ex As Exception Return ex EndTry EndFunction

'Execute Non Query PublicFunction ExecNonQuery(ByVal strSQL AsString) Dim cnHotel As OleDbConnection


Try With cnHotel If .State = ConnectionState.Open Then .Close()


.Open() EndWith

Dim cmd As OleDbCommand = New OleDbCommand(strSQL, cnHotel)

cmd.ExecuteNonQuery()

ReturnTrue Catch ex As OleDbException Return ex Finally

cnHotel.Close() EndTry EndFunction

'Function used to change the yes/no value PublicFunction changeYNValue(ByVal srcStr AsString) AsString SelectCase srcStr Case"Y" : changeYNValue = "1" Case"N" : changeYNValue = "0" Case"1" : changeYNValue = "Y" Case"0" : changeYNValue = "N" EndSelect EndFunctionEndModule

Snippet for Login

PublicClass frmLogin

PrivateSub frmLogin_Load(ByVal sender As System.Object, ByVal e AsSystem.EventArgs) HandlesMyBase.Load

FillCombobox(cboUser, "SELECT * FROM Users", "Users", "UserID","PK") EndSub

PrivateSub btnCancel_Click(ByVal sender As System.Object, ByVal e AsSystem.EventArgs) Handles btnCancel.Click Me.Close()

EndSub


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PrivateSub btnLogin_Click(ByVal sender As System.Object, ByVal e AsSystem.EventArgs) Handles btnLogin.Click If cboUser.Text = ""Then cboUser.Focus() : ExitSub

If txtPass.Text = ""Then txtPass.Focus() : ExitSub

Dim strPass AsString

strPass = GetFieldValue("SELECT PK,Password FROM Users WHERE PK=" &cboUser.SelectedValue, "Password") 'strPass = Enc.DecryptString(strPass)

If LCase(txtPass.Text) = LCase(strPass) Then With CurrUser

.USER_NAME = cboUser.Text

.USER_PK = CInt(cboUser.SelectedValue)

.USER_ISADMIN = CBool(changeYNValue(GetFieldValue("SELECTPK,Admin FROM Users WHERE PK=" & cboUser.SelectedValue, "Admin"))) EndWith

Dim MainForm AsNew mdiMain

MainForm.Show() Else

MsgBox("Invalid password.Please try again!",MsgBoxStyle.Exclamation)

txtPass.Focus() EndIf

strPass = vbNullString EndSub

PrivateSub txtPass_Enter(ByVal sender AsObject, ByVal e AsSystem.EventArgs) Handles txtPass.EnterHLText(txtPass)

EndSub

PrivateSub txtPass_TextChanged(ByVal sender As System.Object, ByVal eAs System.EventArgs) Handles txtPass.TextChanged

txtPass.SelectionStart = Len(txtPass.Text) EndSubEndClass


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CHAPTER 4: IMPLEMENTATION

DESIGN OF THE USER INTERFACE

A key goal of interface design is to maximize the usability of the system by ensuring thatusers can carry out their tasks effectively, efficiently, safely and enjoyably, and in order to dothis a designer has to be aware of the available technology and the needs, tasks andcharacteristics of the eventual users of the system (Yeates and Wakefield (2008).

Some screen shots of the program will be displayed here to illustrate how some of the pages

look like.

Screen shot of main interface

The Login:


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The Main Interface

Making a check in


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Checking a room status

Printing Reports


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OVERVIEW OF SOFTWARE TESTING

Software Testing is an empirical investigation conducted to provide stakeholderswith information about the quality of the product or service under test, withrespect to the context in which it is intended to operate (Kaner, 2006). Software

Testing also provides an objective, independent view of the software to allow thebusiness to appreciate and understand the risks at implementation of thesoftware. Test techniques include, but are not limited to, the process ofexecuting a program or application with the intent of finding software bugs.

Software Testing can also be stated as the process of validating and verifyingthat a software program/application/product:

meets the business and technical requirements that guided its design anddevelopment;

works as expected; and

can be implemented with the same characteristics.

Software Testing, depending on the testing method employed, can beimplemented at any time in the development process. However, most of the testeffort occurs after the requirements have been defined and the coding processhas been completed.

Software testing is used in association with verification and validation (Eushiuan,

1999). Verification: Have we built the software right? (i.e., does it match the

specification)

Validation: Have we built the right software? (i.e., is this what thecustomer wants)

Verification is the process of evaluating a system or component to determinewhether the products of a given development phase satisfy the conditionsimposed at the start of that phase.

Validation is the process of evaluating a system or component during or at theend of the

development process to determine whether it satisfies specified requirements.

TESTING METHODSSoftware testing methods are traditionally divided into black box testing andwhite box testing. These two approaches are used to describe the point of viewthat a test engineer takes when designing test cases.

Black box testing treats the software as a "black box"without any knowledgeof internal implementation. Black box testing methods include: equivalencepartitioning, boundary value analysis, all-pairs testing, fuzz testing, model-basedtesting, traceability matrix, exploratory testing and specification-based testing.

Specification-based testing aims to test the functionality of software according tothe applicable requirements (Laycock, 1993). Thus, the tester inputs data into,and only sees the output from, the test object. This level of testing usually


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requires thorough test cases to be provided to the tester, who then can simplyverify that for a given input, the output value (or behavior), either "is" or "is not"the same as the expected value specified in the test case.

Specification-based testing is necessary, but it is insufficient to guard against

certain risks(James, 1999)

White box testing is when the tester has access to the internal data structuresand algorithms including the code that implement these.

White box testing methods can also be used to evaluate the completeness of atest suite that was created with black box testing methods. This allows thesoftware team to examine parts of a system that are rarely tested and ensuresthat the most important function points have been tested (Cornett, n.d).

TESTING LEVELS

Tests are frequently grouped by where they are added in the softwaredevelopment process, or by the level of specificity of the test. These include:

Unit testing - refers to tests that verify the functionality of a specific section ofcode, usually at the function level. In an object-oriented environment, this isusually at the class level, and the minimal unit tests include the constructors anddestructors (Binder 1999, p.45). These type of tests are usually written bydevelopers as they work on code (white-box style), to ensure that the specificfunction is working as expected. One function might have multiple tests, to catchcorner cases or other branches in the code. Unit testing alone cannot verify thefunctionality of a piece of software, but rather is used to assure that the buildingblocks the software uses work independently of each other.

Integration testing - any type of software testing that seeks to verify theinterfaces between components against a software design. Software componentsmay be integrated in an iterative way or all together ("big bang"). Normally theformer is considered a better practice since it allows interface issues to belocalised more quickly and fixed. Integration testing works to expose defects inthe interfaces and interaction between integrated components (modules).Progressively larger groups of tested software components corresponding toelements of the architectural design are integrated and tested until the software

works as a system (Beizer 1999, p.21).

System testing - verifies that a system is integrated to any external or thirdparty systems defined in the system requirements.

Regression testing - focuses on finding defects after a major code change hasoccurred.Specifically, it seeks to uncover software regressions, or old bugs that have comeback.Such regressions occur whenever software functionality that was previouslyworking correctly stops working as intended. Typically, regressions occur as anunintended consequence of program changes, when the newly developed part of

the software collides with the previously existing code. Common methods ofregression testing include re-running previously run tests and checking whether


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previously fixed faults have re-emerged. The depth of testing depends on thephase in the release process and the risk of the added features. They can eitherbe complete, for changes added late in the release or deemed to be risky, tovery shallow, consisting of positive tests on each feature, if the changes areearly in the release or deemed to be of low risk.

There are other testing approaching used in software development to testvarious components and ability of the system. Amongst them are:

Performance testing - checks to see if the software can handle large quantitiesof data or users. This is generally referred to as software scalability. This activityof Non FunctionalSoftware Testing is often referred to as Endurance Testing.

Stability testing - checks to see if the software can continuously function wellin or above an acceptable period. This activity of Non Functional Software

Testing is oftentimes referred to as load (or endurance) testing.

Usability testing - is needed to check if the user interface is easy to use andunderstand.

Security testing - is essential for software that processes confidential data toprevent system intrusion by hackers.

Destructive testing - Destructive testing attempts to cause the software or asub-system to fail, in order to test its robustness.

TESTING APPROACH

The testing approach that is employed for this project is

A unit testing of the various components of the system. For instance, thelog in component will be tested to check for authentication. Various formswill be tempted to ensure domain, entity and referential integrity of thesystem is intact.

There will be an integration testing to test how the various componentswork together.

TEST PLAN

Test Purpose The purpose of this test id to check the program has been built

free of errors to be able to handle errors. Just to make sure that

the system will work according to the system specification

Test Data Wrong entries as well as right entries will be input to the system.

Example wrong passwords or incorrect data.

Test Condition When testing fails; the development of the system should be

halted until all bugs have been removed.

Expected Outcome Upon supply a correct input, the system should work as expected

otherwise it should prompt a message to alert the user

Actual Outcome When correct inputs were supplied the system worked perfectly.

However when ever a wrong entry was made it prompted amessage to alert the user.


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All modules worked as expected therefore the system has been

built right.

TEST SCENARIOS

Testing the Login module:

Supplying a wrong password at login

Giving wrong inputs or not entering data where needed when entering data


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DETAILS OF SITE PREPARATION FOR INSTALLATION:

According to NCC Education (2007), in the preparation of a site for installation one mustconsider the power supply, heat dissipation, office alterations, office layouts and officefurniture.

Power SupplySince about eight (8) workstations and a server are going to be installed, it will be ensuredthat enough outlets are available at the time of installation. It will also be ensured that thereare more than one circuit (for switching sake, in case one fails) with sufficient capacity tosupport all the machines to be installed. Locations for machines installation will also be

separated from other electrical equipments to prevent power surges. UPS will also beprovided to ensure uninterrupted power supply to the machines.

Heat DissipationTo control heat dissipation in the store, the machines will be positioned at places away fromdirect sunlight. However for better performance of machines as well the users, airconditioners will be recommended to help cool down temperatures when its becoming toomuch.

Office AlterationsBecause of the machines to be installed, it will be ensured that the store will be able toaccommodate the all of them with ease. Hence a careful alteration of the store will be carried

out forehand installation to ensure readiness at the time of the installation and also to avoiddisturbance to machines installation interruptions.


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Office layoutForehand installation, the layout of the store will be made in such a way to be able toaccommodate the machines as well as any manual activities that will be carried out by thestaff.

Office FurnitureSince keyboard entries will be a major part of the entries to the computer system, furnituresuitable for the activity will be recommended. It will also be recommended that the furnitureshould have enough space for the workstations as well as some office documents and otherperipherals.

EXIT STRATEGY

CHANGE OVER

A documentation backing up complete changeover procedure would clearly

define the responsibilities of the various sections of the changeover. Changeoverentails when the system will go live and phasing off the old system. Thechangeover date and procedure will clearly be agreed on and the variouschangeover procedures available clearly explained.

The new system will run side by side with the old system at least for 2 monthsbefore completely phasing off the old system. All conditions necessary for theuse of the system must have been in place before then.

The changeover will cover the following aspects:

The installation of new system

Staff training

Special changeover instructionsINPUT OF CURRENT DATA HELD IN PAPER RECORDS INTO THE NEWSYSTEM

Input of data held on paper will be entered by trained staff. It will be done inphases; this will allow for enough room for the normal work and day to dayactivities to go on.

Part of the entry will be done during normal office work. Most of it which willrequire a lot of paper work will be done during the weekend and after work.

Sensitive entries will be checked by the development team before saving to thedatabase in order to minimise or possibly eliminate any errors being introducedinto the system.

PRE-PRENTED STATIONERY AND OTHER MEDIA

Identified pre-printed stationery which needs to be printed will be sourced out toa printing firm. It will be agreed that sample pre-printed stationery for the newsystem be supplied for the first time. This sample stationery will be used to runthe testing of the system to ensure that it is in correct order and can be used aworking document by the system. The final order will be made for the supply ofthe pre-printed stationery if it satisfies all conditions of the newly installedsystem. This will require the old systems pre-printed documents andmodifications made to suit the new system requirements.


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The following requirement will be needed.

A definition of the stationery content

The format in which is should be. Example is what various colours of printis needed

The estimated quantity needed and rate of use Who is responsible for the stationery

Who uses the pre- printed stationery

At what section of the developed system is the stationery needed.

SYSTEM TESTING

Though various testing will have been carried out during the creation and thedevelopment of the new system, it is appropriate for the system to be subjectedto system testing.

System testing should be carried after all have completely installed to determinethe systems accuracy. The scope of the system includes clerical and computeroperations. The data entered by the entry clerks should be used as the test data.Using such data will subject the entire system to real world data as it will run onsuch data when it goes live. The testing results should be matched up to therequirement of the system. This will enable us to sign off the contract as thesystem testing will be the final stage.

Hardware and communication channels such the networking cables should betested.Air-conditions installed and the UPS should be checked and tested.System must be tested to ensure that it works with available printers.

STAFF TRAINING

Yeates and Wakefield (2004, p. 314) indicates that it must not be forgotten,when designing a computer system, that users are part of this system, and canbe considered almost as an extension of the computer. Their role must bedefined and designed like any other component of the system, and thought mustbe given early on as to how they can best be supported in carrying out this role.Provision of the requisite training for those who will be interacting with thecomputer system is as important as any other activity in the design andimplementation timeline of the system.

Training Plan (1997) states that a training plan provides direction to the training

program and explicitly states the program's aims. The purpose of a trainingplan is to outline, in written form, the training goals to give user staff the specific


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skills required in their new jobs and should ideally contain as much as practicalwork

It continues to explain that there are two types of training plan which are:Office Training Plan this plan covers the training needs of the entire office and

has separate plans for each job function within the office. The areas covered bythis plan are fairly broad in scope, not concentrating on the specific needs ofonly a few of the staff.

Individual Training Plan this reflects office goals as well as any additionaltraining needs that an individual may need.

The training program must be well-defined and have specific goals andobjectives. TrainingPlans are an important part of a good training program.One question that readily comes to mind is the mode of delivery of the trainingto have maximum impact on the trainees. There are several different methodsfor delivering training, and you may want to use a combination of these,

especially in a large organization (Shinder 2006).

Some better training methods include:

Individual hands-on instructor - an instructor walks each user individuallythrough the process of performing common tasks and answers questions.

Hands-on classroom style instructor-led training - an instructor showsusers how the software works and how to perform common tasks, withusers performing the tasks themselves in a classroom/lab setting.

Seminar style group demonstration - an instructor shows users how thesoftware works and how to perform common tasks in a live demonstration.

Computer Based Training (CBT) - CD-based or online (Web-based) self-paced training which allows end-users to complete interactive lessons thatwalk them through the processes of performing common tasks, and thesoftware tests them on their performance and understanding.

Book-based self-paced training - end-users complete workbook lessons inhow to perform common tasks, often illustrated with screenshots.

The training program to train users of the Mendocino Rugby Club System putstogether a number of the above-listed training delivery mode. This is done withan eye for excellently equipping users with the requisite skills needed tomaximise the fullest benefit to be derived from usage of the system.

TRAINING PLAN FOR THE IMPLEMENTATION OF THE NEW SYSTEM

DURATION TARGET USERS CORE ACTIVITIES COMMENTS


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4 days

Sales personels

Users will be taken through

the general purpose for

developing this system as well

how to implement it effectively.

Users will learn all the various

aspects of the using the

system and how to use each

module with the system.

User will also be trained on

how the new procedures of

executing work will be done.

Users are expected

to corporate but

some resistance is

expected.

2 days manager Manager will be given anintensive 2day training on how

to use the system properly

with all the administrative

rights so as to be able to help

employees when they have a

problem

CHAPTER 5: CONCLUSION AND RECOMMENDATION

In reviewing of my work, I would like to further explain some of the designconcepts used in this project:


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Full Screen Application

I decided my application should run in a full screen mode owing to the followingreasons:

I believe by making the application to fun in full screen mode, it will discouragesome staff from losing concentration on their job owing to a cluttered screen. Astaff may even be watching movie as he/she works. This is unacceptable.

Full screen mode means the data entry staff has nothing else to see than whathe/she is doing. This I believe will maximise concentration leading to less errors.

Notify IconI decided to employ a notify icon for the simple reason that sometimes when oneexits from the application, there comes a situation when it needs to be launchagain in very hasty manner. If the application is running in the background, it isonly a matter of double clicking the icon to restart the application without any

time wasted.

Recommendations

After carefully reviewing the work, some of the major improvements I believewould enhance the project further are that;

A query component could be incorporated into the system to enable users toquery the database as the need be. This I believe is in conformity with standardpractise and far better than the creation of standard reports.

This system does not include an online reservation. More efficiency could beachieved if an online system was included.

REFERENCES


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Books

Ambler, S. W. 2004, The Object Primer: Agile Model-Driven Development WithUML 2.0, 3rd

edn, Cambridge University Press, New York.

Beizer, B. 1990, Software Testing Techniques, 2ndedn., Van Nostrand Reinhold,New York

Beynon-Davis, P. 2004, Database Systems, 3rdedn, Palgrave Macmillan

Binder, R. V. 1999. Testing Object-Oriented Systems: Objects, Patterns, andTools. Addison-Wesley Professional, New York

Business System Analysis, 2004, NCC Education Limited, Manchester.

Chonoles, M. J. and Schardt, J. A. 2003, UML 2 For Dummies, John Wiley & Sons,New

Jersey.

Eushiuan, T. 1999, Verification/Validation/Certification - Topics in DependableEmbeddedSystems. Carnegie Mellon University.

Gane, C. and Sarson, T. 1977, Structured System Analysis and Design, ImprovedTechnologies, Inc., New York.

Henderson, C. 2003, Building Scalable Web Sites, OReilly Media, Inc., California.

Kaner, C. 2006, Quality Assurance Institute Worldwide Annual Software TestingConference, Institute of Technology Orlando

Larman, C. 2002,Applying UML and Patterns An Introduction to Object-Oriented Analysisand Design and the Unified Process, 2ndedn., Prentice Hall, Inc., New York.

Oppel, A. J. 2004, Databases Demystified, McGraw-Hill Professional, New York.Silberschatz, A., Korth, H. F., and Sudarshan, S. 2001, Database SystemConcepts, 4th edn,

McGraw-Hill Professional, New York.

Yeates, D. and Wakefield, T. 2004, System Analysis and Design, 2ndedn., PrenticeHall, New

York.


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