The following are the major functions that will be performed by the system:
1) The ability to make inquiries and reservations
The system will be able to search for available rooms satisfying a given criteria (e.g. number of beds in room needed, smoking/non-smoking etc.). If rooms with the given criteria are found, the system will allow reservations for both, groups or individuals to be made.
If told to do so the system will print seperate reports for all customers checking in for the day and all customers checking out.
2) Automate the room service aspect of the hotel
This feature of the system will automate some of the present manually carried out room service procedures (dropping of the Bill at the front desk). The kitchen staff will have electronic read access to the breakfast, lunch, and dinner menus. Thus, if a customer calls for room service he/she can be informed what is on the menu. When the customer room number and name are entered the system will show a room service form and special requirements (e.g. allergies, vegetarian/non-vegetarian etc.) for the customer. This form has to be filled out by the staff member taking the phone calls. Once this form is filled and the customer is satisfied with his/her orders, the menu items chosen and the special requirements segment in the form will automatically appear in the kitchen. This system will also append all the orders to a list of orders for this customer and when checking out the customer bill will reflect these orders.
3) Ability to keep track of customer accounts, outstanding bills and sales
This feature will allow the staff to view and print reports for outstanding customer bills, list of room service orders for each customer, phone bills, and total sales.
4) Ability to keep track of characteristics of rooms in the hotel
The system will keep track of each room's characteristics i.e. the rate, whether it is a single, double, triple, handicapped, honeymoon, or a presidential suite. Whether it is for smokers/non-smokers. Is it reserved? If so then from what date? Is it occupied? or is it available?
5) Ability to store messages for customers
Upon check in, a customer electronic mail box will be created for the room. If there are any messages left for the customer during his/her absence, the front desk has to enter the messages in the customer room mail box. Once the message is in the system, the message indicator in the customer's room will be triggered. The customer can then call the front desk and get a printout of the message.
6) Management functions
The system will give the management access to the following: Edit, create, delete room characteristics, staff accounts and assign access levels, registration, customer bills. Edit menu and food prices. Take and post messages for customers. Print privileged reports e.g. total sales
7) Security
The system will have security access levels. The management will have access to basically everything. The front desk will have access to create, delete, edit current bills, and registration forms of customers. Also take and post messages for customers. The kitchen staff will have access to edit room service order forms, special requirements and will be able to have read access to menus.
8)On-line help
On-line help will be provided for users of the system.(This will be provided in addition to the minimal system requirements if time permits.)
Room Number:A 4 digit integer to represent the room.Category: A option which can be set to Single, Double, or Triple.
Handicapped: An option which can be set to Yes, or No.
Smoking: An option of Yes or No, as to whether you can smoke in the room.
Price Per Night: The Cost per night of renting the room.
Special: Can be Presidential, Honeymoon, or None, these represent special suites that exist.
Food Item: A 32 Character space to enter the name of the menu item.Description: A 256 character space to enter a description of what the menu item is.
Price: An entry place for the price of the current item.
Name: A 256 character position to enter the name of the user.Employee Number: A unique employee number, which doubles as a swipcard id number.
No swipecard.
Access Level: An option set to Front Desk, Kitchen, or Management.
Message Recipient: A 256 character position to enter the name of the message recipient.Recipient Room Number: The room number of the message recipient.
Message Sender: A 256 character position to enter the name of the message sender.
Time Stamp: The time and the date the message came in.
This seems a bit large for a message.
Message Body: 12,000 character buffer to store the information of the message.
Name: A 256 character position to enter the name of the customer.Room Number: The Room Number at which the customer is(will) be staying.
Arrival Date: A Date when the customer arrived or is expected to arrive.
Departure Date: A Date when the customer is expected to leave.
Representing:?????
Representing field could be used for group bookings or for the company/firm they work for.
Street Address: A 256 character position to enter the street (or apartment) number, and street name of the customer.City: A 64 character position to enter the name of the city or town where the customer lives.
Province: A 64 character position to enter the name of the province or state of the customer.
Country: A 64 character position to enter the name of the country of the customer.
Zip Code: A 9 character position to enter the zip, or postal code of the customer.
Bus. Phone: A 10 digit integer representing the business phone number of the customer.
Home Phone: A 10 digit integer representing the home phone number of the customer.
Number Of Occupants: The number of total occupants in the room.
Names Of Additional Occupants: A list that contains the names of additional Occupants.
Vehicle Make: A 64 character position to represent the make of the vehicle, belonging to the customer.
Vehicle Model: A 32 character position to represent the model ofthe vehicle.
License Plate: A 9 character position to enter the License Plate of the vehicle.
Special Instructions: A 12,000 character buffer to hold and specific instructions the guest wishes to leave.
Room Number: A valid room number in the hotel, for which the food is to go.Time Stamp: The time and date of the request.
Delivery Time: The time and date they wish the food to be delivered.
List Of Food Entries: A list of menu items they wish to receive.
Special Cooking Instructions: A 4096 character field to maintain specific cooking instructions for each order.
Bill to: A valid room number in the hotel.
Room Number: The number of the room that placed the call.Outgoing Phone Number: The number to which the phone call was placed.
Start Time: A time stamp, indicating the start time of the phone call.
Stop Time: A time stamp, indicating the end time of the phone call.
Cost : The Amount the phone call cost.
Name: A 256 character position, to maintain the name of the guest.Room Service: A List of room service requests.
Phone Service: A List of Phone Usages.
Arrival Date: The arrival date of the customer.
Departure Date: The day the customer departs.
Room Rate: The Room Rate at thier check in.
Room Number: The room number the customer was staying in.
Amount Paid: The amount the customer has actually paid.
Balance: The amount remaining for the customer to pay.
Method Of Payment: The Actual method of payment, cash, credit card, or check.
Credit Card Number: The credit card number if necessary.
Employee Number: The number of the employee who took payment.
Each day will simply contain a list of the rooms reserved for that day.
At the end of February, we will have a first version of the system which can be used to help manage the hotel. We guarantee the system will include the folowing functions.
We really would prefer to have group registrations included in this minimal specification.
Front Desk:
Make Reservation
- check room information (avilability) in any condition - book room
- cancel booking
- input customer information
Check-in
- check room avilabilty (if the customer don't have reservation
- Register customer (confirm customer information)
Check-out
- print bill (the bill information can be modified)
- charge customer
Kitchen:Take Message
- search checked in guest list
- record message
- store message
Management:Take orders (with special instruction)
Pass orders to cook
Add to the guest bill
Call room service to deliver (when order is ready)
Create account for staff(front desk, kitchen) Create/Modify database (room, food, cost, etc.) Print sales information for any time period
We believe that all these things are possible from a reservation system. However, it is important to keep in mind that each of these aspects represents a point on a continuum. Travelling towards one point necessarily means moving away from some of the other desireable aspects of the system.
To illustrate this point consider the following tradeoffs.
