Informal Specification of Requirements
The requirements for the hotel booking system were specified by three
distinct subgroups of the hotel. These groups are the front desk,
accounting, and room service staff. These specifications are not, however,
mutually exclusive, and each will depend on each other in order for the
system to work as a whole.
System Requirements for Front Desk Staff
The front desk staff will perform a variety of jobs including taking
reservations, checking room availability, and general inquiries. The
requirements for the system are as follows.
First, there needs to be records of guests/reservations that include:
Also, there must be records of rooms with the following information:
- Credit card type
- Credit card number
- Credit card expiry date
- Identifying element on photo I.D. (i.e. driver's license number)
- Arrival date
- Duration of stay
- Check-out date
- Room number
- Number of occupants
- Payment method
- Booked by (employee identification)
You should be able to inquire as to room availability based on any
combination of these 4 fields.
If there are rooms available, then of course reservations may be made.
Besides creating a new reservation, one should also be able to search
for reservations and display them, change them, and/or cancel them.
There should be some sort of security measures, such as passwords, used
so the reservation system is only accessed by approved hotel personnel.
One important thing is that a person MUST have credit card information
to make a reservation. This is standard hotel policy. Another thing to
include in the system should be a report telling which rooms are due to
be checked into on certain dates so the hotel staff can properly prepare
- Room number
- Availability status
- Type (single, double, deluxe)
Also, there needs to be a quick and efficient check-in/check-out process.
When a guest checks in, any information not gathered during the reservation
is asked for. There should be some confirmation of arrival in the records
as well. If a person does not show up for a reservation on the given date,
the reservation should be automatically deleted the next day.
When checking out, the billing described in this specication must be
integrated into the process. As well, a report is required showing which
rooms have been check out of on a given date, so the rooms can be prepared
for the next guests.
System Requirements for Accounting Staff
The accounting staff requires that the hotel booking system keeps track of:
In the Accounting department the room rate for a single, double
and deluxe is specified. The payment type is also tracked by cash,
credit card, or check payment. When a customer checks out the total
bill is determined by multipling the number of days by the room rate
plus the current GST for that bill. If the customer orders room service
, calls long distance, or rents a movie those charges are added to the
total bill before GST. At the end of each period of time a report may
be generated called a Quarterly Report showing the period a room was used
, the type of room, room cost, movie cost, phone bill, and tax. Totals can
then be generated for a given period of time for all of those rooms
occupied in a given period of time.
- Room Rate
- Single $60.00
- Double $75.00
- Deluxe $100.00
- Payment Method
- Cancellation Fee
- Miscellaneous Charges
- Room Service
- Video Rental
- Phone Bill
- Hotel 451 Accounting Report (Quarterly)
This is a sample of the invoice we use to track the expenses of
Credit Card Number:
Method of Payment:
|(room number) for (check-in date) to (check-out date)
(type of room) @ (room rate) for (duration of stay)
Hotel Tax @ (tax rate)
If a guest books more than one room under his/her name then each room
will appear on a single invoice. We must be able to change the hotel tax
rate and GST rate if the need arises. If a guest does not appear for his booking
a $30.00 cancellation fee is applied to their credit card. The totals
and taxes are automatically calculated. All we should do is bring up the
cutomer file and enter the check out date for a specific room. All other
charges should follow.
This is an example of the quarterly report prepared in order to separate
|From: (start period)||To: (end period)|
|Room Type||Room Cost||Food Orders||Movie Orders||Phone Calls||All Taxes|
This report should be flexible enough that we can specify any FROM and TO
dates and it is automatically created. It would be nice if we
could also see that total for each type of room.
System Requirements for Room Service Staff
The booking system also keeps track of room services. This includes ordering
food items, as well as a wake-up service. With respect to food services, the
system must record which item(s) was (were) requested by what room, including
special preparation instructions. The cost of the menu item must be
available, as well as the total cost for all items requested throughout the
guests' stay, where applicable. The time ordered, delivery time requested,
and time delivered must be recorded. Also, the system must keep track of the
employee responsible for delivering the food to the room. The other room
service provided is the wake up call. The system must record the requested
wake-up time, if any.