ACKNOWLEDGEMENTS.

The success of this project proposal was the outcome of the great assistance from different people and
supervisor. It is impossible to mention each and everyone but we would like to mention few of them
who greatly helped us to accomplish our proposal nicely.
First we would like to express our deepest gratitude to our almighty God for keeping us alive
and healthy throughout all ten weeks of Project Proposal writing, Special thanks to Mr Eliya Njogela
head of department of Information and Communication Technology in St. Augustine University of
Tanzania Mbeya Centre for assistance and for giving us different advice. Also, we would like to
extend our heartfelt thanks to our supervisor Mr. Magemo Howard for his remarkable support and
guidance he gave us during the Project Proposal writing period which was very helpful in both
academic and non- academic matters that lead to the successful completion of writing this project
proposal. Lastly, we would like to acknowledge the outstanding support of all staffs member and
management of St. Augustine University of Tanzania(SAUT), without their exceedingly assistance
it would have been difficult to accomplish the intended objective.
In conclusion, the proposal writer will ever treasure the help from both mentioned and non-mentioned
well-wishers deeply in his heart God bless you all.

DEDICATION
The project proposal is dedicated to our University of St. Augustine University of Tanzania Mbeya
centre for the department of marketing and Logistics in memory of our loving lectures of Information
and communication Technology (ICT) especially to our supervisor
MR. MAGEMO
Who instruct us during the process of writing this proposal from the beginning up to the success of this
proposal.
GOD BLESS YOU
Your vision of a flood free St, Augustine University of Tanzania mbeya centre is becoming a reality
through the seed you planted on this
Planet EARTH

DECLARATION AND COPYRIGHT

2

We sincerely declare that, this project proposal is our original work and has not been submitted/
presented at any Institution, College or University for a similar certificate award or any other award.

Candidates name

________________________

Signature ______________

Candidates name

________________________

Signature ______________

Candidates name

________________________

Signature ______________

Candidates name

________________________

Signature ______________

Date

___________________

Supervisors name

____________________________________

Signature

____________________________________

Date

___________________

Group no 2.DICT2 (2016) Copyright

This project proposal is a copyright of group number 2, all rights are reserved; No part of this proposal
should be reproduced or distributed in any form or by any means without the permission of the Author
(writer) or the St. Augustine University of Tanzania Mbeya centre.
(A Constituent SAUT Mbeya centre)

ABSTRACT
This project proposal consists of six chapters;
3

The first chapter consists of an introduction of project proposal title. In this chapter will includes a
background, statement of the problems, objectives, research questions, justification, scope, limitation,
and the challenges encountered in the study that may have limited the study.
The second chapter consists of Literature review, shows that we not only understand what we have
done, but we understand what others done related to our subject.
The third chapter shows the overall project requirements, it consist requirements specification,
hardware and software requirements, software requirements, data requirements, development tools and
constraints.
The fourth chapter covers methodology, should indicate population, clearly identify the population and
the target population and justify it, sampling frame we justify the choice, sample and sampling
technique, instruments and data collection procedure.
The fifth chapter consists of project context and management, which cover system context, overview
of project phases, project management and member roles.
The six chapter consist of project deliverables, budget and timeline, which cover system development
project deliverables, expected output and beneficiaries, project expenses, and project timeline.
After all chapters we will consider the references, which involve appendices which include instruments
(e.g. questionnaire), budget, work plan.
By the help, support of our supervisors and our own hard working abilities those chapters were
technically prepared and accomplished in the given time of our project and with great efficiency.

TABLE OF CONTENTS
ACKNOWLEDGEMENTS.................................................................................................................i
DEDICATION....................................................................................................................................ii
DECLARATION AND COPYRIGHT...............................................................................................iii
ABSTRACT.......................................................................................................................................iv
TABLE OF CONTENTS....................................................................................................................v
4

LIST OF TABLES............................................................................................................................vii
LIST OF FIGURES.........................................................................................................................viii
ABBREVIATIONS AND ACRONYMS.............................................................................................x
CHAPTER ONE: INTRODUCTION..................................................................................................1
INTRODUCTION.................................................................................................. 1
Executive Summary............................................................................................. 1
GENESIS OF THE PROBLEM.................................................................................1
THE MANUAL SYSTEM STRUCTURE.................................................................2
PROBLEMS WITH THE CONVENTIONAL/ CURRENT SYSTEM...............................2
ADVANTAGES OF THE MANUAL SYSTEM..........................................................3
DISADVANTAGES OF THE MANUAL SYSTEM.....................................................3
OBJECTIVE......................................................................................................... 4
THE PROPOSED SYSTEM..................................................................................4
OBJECTIVES OF THE PROPOSED SYSTEM..........................................................4
JUSTIFICATION................................................................................................... 5
JUSTIFICATION OF PROJECT.............................................................................5
THE SYSTEM DESIGN....................................................................................... 6
SCOPE................................................................................................................ 6
SCOPE OF THE SYSTEM....................................................................................6
ADVANTAGES OF THE PROPOSED SYSTYEM......................................................7
DISADVANTAGES OF THE PROPOSED SYSTEM...................................................8
CHAPTER TWO:LITERATURE REVIEW..................................................................................8
HISTORICAL BACKGROUND STUDY.....................................................................8
MANAGEMENT INFORMATION SYSTEM..................................................................9
CONCEPT OF HOTEL MANAGEMENT SYSTEM.........................................................9
INPUT DESIGN................................................................................................. 10
DATA FLOW DIAGRAM..................................................................................... 11
CHAPTER THREE: PROJECT REQUIRMENTS.....................................................................12
PROJECT REQUIREMENTS................................................................................. 12
SYSTEM CONSTRUCTION..................................................................................14
SYSTEM TESTING AND DEBUGGING..................................................................16
SCREEN SHORT PHOTO.................................................................................. 16
CHAPTER FOUR: METHODOLOGY........................................................................................21
METHODOLOGY............................................................................................... 21
3.2 SAMPLING Frame.......................................................................................... 21
3.3 Sample and Sampling Techniques.....................................................................22
5

Primary Data................................................................................................ 22
Secondary Data............................................................................................. 22
Instruments.................................................................................................. 23
6.0 SYSTEM IMPLEMENTATION..........................................................................24
USER MANUAL.............................................................................................. 24
CHAPTER FIVE: PROJECT CONTEXT AND MANAGEMENT............................................26
PROJECT CONTEXT........................................................................................... 26
OVERVIEW OF PROJECT PHASE.........................................................................26
THE TECHNICAL PORTION OF THE PROPOSAL WLL INCLUDE..............................27
PROJECT MANAGEMENT:..................................................................................28
Management team............................................................................................. 28
Roles and responsibilities of the management team....................................................28
CHAPTER SIX: PROJECT DELIVARABLES, BUDJECT, AND TIMELINE.......................33
COST AND BUDJET MANAGEMENT....................................................................33
FEASIBILITY STUDY......................................................................................... 33
Technical feasibility study................................................................................... 34
Schedule feasibility........................................................................................... 34
CONCLUTION................................................................................................... 35
BIBLIOGRAPHY...........................................................................................................................35
APPENDICES.................................................................................................................................36

LIST OF TABLES
Table
Table
Table
Table
Table
Table
Table
Table

1:
2:
3:
4:
5:
6:
7:
8:

Hardware requirements........................................................................13
Software requirements.........................................................................13
Skills and qualification..........................................................................29
Project budgeting.................................................................................. 31
Economic feasibility.............................................................................. 31
Estimated profit and benefits...............................................................32
Netprofit............................................................................................... 32
Scheduling feasibility............................................................................32
6

LIST OF FIGURES
Figure
Figure
Figure
Figure
Figure
Figure
Figure
Figure
Figure

1:
2:
3:
4:
5:
6:
7:
8:
9:

Manual system...................................................................................... 2
Computerized system.........................................................................11
User Registration form........................................................................16
User account form...............................................................................17
Guest informations form......................................................................17
Checkin form....................................................................................... 18
Emproyee payment form.....................................................................18
Employee registration form.................................................................19
Main form............................................................................................ 19
7

Figure 10: Usercase for receptionist...................................................................29

Figure 11: User case for administrator...............................................................30

ABBREVIATIONS AND ACRONYMS

ICT ...... Information and Communication Technology
PCM .... Patient Management System
EHR .Electronic Hearth Record
SAUT .. St. Augustine University of Tanzania
8

DBMs .. Database Management System

HRO .... Human Resource Officer
RDBMs Relational Database Management System
EPICOR .. Estate Planning Institute of Collaborative Resources
DICT Diploma in Information and Communication Technology

CHAPTER ONE: INTRODUCTION

INTRODUCTION
A hotel is an establishment that provides paid lodging on a short-term basis. The provision of basic
accommodation, in times past, consisting only of a room with a bed, a cupboard, a small table and a
washstand has largely been replaced by rooms with modern facilities, including ensuite bathrooms and
air-conditioning or climate control. The cost and quality of hotels are usually indicative of the range
and type of services available.
Executive Summary
GR CITY HOTEL is found in Mbeya region, a region located in southern highlands of Tanzania.
Geographically, the GR CITY HOTEL -Mbeya is located in Mbeya City, very close to Mwanjelwa
business Centre. For easy and convenient to locate the hotel, just from Mafiati Junction it is few
kilometers heading to city centre along the Mafiati-main road to Zambia Road, adjacent to Soweto
area.
The area was formerly the main road to Zambia passes near -Mwanjelwa, two kilometer from the old
airport. The hotel covers an area of 1 square kilometers with the expectation to serve a community of
approximately 100 people.
The hotel is accessible by all major means of transport. i.e. Road, railway, and Airport. The main road
from Dar re salaam to Zambia passes near the hotel gate (entrances), the distance from TAZARA
station is about four (4) kilometers from the Hotel.
GR Hotel offers accommodation, additional facilities and other services.
GENESIS OF THE PROBLEM
System description
The current system used by GR CITY hotel is manual system.
Although the hotel is of a high class and quality, it is not realizing its maximum potential due to delay
of activities by the current redundant manual system.
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 guests personal details such as Name, Age, Nationality, and Duration of stay, are input during
booking in. The booking office orders for preparation of the guests room before his/ her check in date.
The documents are transferred manually to the filling department for compilation of the guests 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 guests file to the accountant on the next table. Here the guest
pays accommodation fee. The guests file is updated on daily basis of his expenditure costs. The
1

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. 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.

THE MANUAL SYSTEM STRUCTURE

Figure 1: Manual system

PROBLEMS WITH THE CONVENTIONAL/ CURRENT SYSTEM

This is the problem definition and it include the description of the current system and deficiencies in
the current system
Current system is manual maintenance of all the entities of the hotel.
The following are the problem with the conventional/manual system.
1. Lack of the immediate information retrieval
2. Preparation of accurate and prompt reports
Other problems are as follows
Difficulty in location of guest files/ Lack of information storing
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.
2

Large storage space:

The physical files occupy too much space of about two rooms full of storage cabinets. This occupies
the hotels 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 didnt
order.
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.
ADVANTAGES OF THE MANUAL SYSTEM.
1. Employees dont need special computer skills to run the manual system
2. No reliance on computer devices which may fail since they are machine in nature.
3. Relatively low running costs as the system requires no electricity, internet services as the
computerized system would.
DISADVANTAGES OF THE MANUAL SYSTEM.
1. Guest files can easily get lost or mix up with other guest file documents. 2. Files occupy a large
storage space
3. Unnecessary duplication of data.
4. Files are prone to theft unauthorized modification due to low data security levels and standards.
5. Due to easy access to guest data by unauthorized users, guest data is extremely unconfident.
6. Retrieval of guest records is extremely difficult.
3

7. Data entry procedure is prone to errors.

OBJECTIVE
THE PROPOSED SYSTEM.
The proposed system for GR City Hotel is COMPUTERLIZED SYSTEM
The Computerized system is a computer system with a purpose. When we talk about a computer
system, we are simply referring to the hardware and software that comprise the computer system. But
when we talk about a computerized system, we are referring to a function (process or operation)
integrated with a computer system and performed by trained people.
The Four months provided by the Department of information and communication technology Saut
Mbeya Centre 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 see that the hotel indeed needed a computerized management 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.
OBJECTIVES OF THE PROPOSED SYSTEM
The Hotel management systems objective is to provide a system to manage a hotel that has increased
in size to a total of 100 rooms. Without automation the management of the hotel has become an
unwieldy task. The end user day to day jobs of managing a hotel will be simplified by a considerable
amount through the automated system. The system will be able to handle many services to take care of
all customers in quick manner. The system should be user appropriate, easy to use, provide easy
recovery of errors and have an overall end user high subjective satisfaction.
The overall description describes the general factors that affect the product and its requirements. This
section does not state specific requirements; instead it provides a background for those requirements
which are defined in section/chapter 3, and them easier to understand.
Hardware Interfaces, The hotel management system will be placed on PCs through the hotel. Software
Interfaces, All databases for the hotel management system will be configured by using Ms. Access.
These databases include Hotel rooms, Employee information and customer information.

Research Questions
4

1. What will be the role of security in the production of service in the GR City Hotel management
system?

2. What will be the types of Cyber Crimes activities and how do security personnel handle them in the
GR City Hotel management system?

3. What will be the challenges that GR City Hotel security personnel face when going about with their
duties in the GR City Hotel management system?

JUSTIFICATION
JUSTIFICATION OF PROJECT
Hotel Management project will designing for the purpose of maintaining all details of the hotel in
computerized environment. Maintaining all the information in different kind of ledger book is difficult.
Therefore the computerized system is needed to manage hotel effectively. The application covered
both hotel and lodging activities in a quick manner.
Through this application, operators could manage customer registration, accommodation booking,
rooms availability, employee registration for the services and reports.
Thus the entire system dynamically works with easy management of hotel and lodging activities. The
room availability monitoring system will make the booking very easy.
The system will carefully design to ensure maximum efficiency of the system at the hotel.
The system will skillfully and carefully code to seal any possible loopholes in the system.
The system will be developing 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
hotels functionality and transactions to realize its maximum potential in addition to its competence in
the hotel business field and other activities.
THE SYSTEM DESIGN.
The system shall design in Microsoft Access package. The system design phase describes the
functional capabilities of the proposed system.
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.
Files used
5

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.
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.
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.
SCOPE
SCOPE OF THE SYSTEM.
The software product to be developing is a Hotel management System which will automate the major
hotel operations.
The system will cover; Costumer detail, booking, accommodation, Employee detail. Moreover, special
services such as, room service will be automated by the system also, not to forget the additional
facilities information that will be efficiently handled by the system.
The following tables will be used to store data:
User table
Room table
Registration table
Employee registration table
Employee attendance table
Employee payment table
Check in table
Check out table
Advance Entry table
Guest details table
6

Conference hall table

The table contains guest details that will be input when the guest books into the hotel. For booking, the
system will give room for online booking, personal visit to the booking office, telephone calls or
facsimiles.
For online booking, the guest will have to log on to the hotels website and fill his/her personal details
in the booking web page provided by the system, but if the system will be already connected on the
website.
For telephone call the guest provides his personal details over the phone as the hotels booking staff
do the actual entry of the details into the system.
For personal visit to the hotel, the guest provides his details verbally which the booking
staff/Receptionist enters into the computer system.
This information keeps track of the duration that the guest has stayed at the hotel. If the guest intends
to stay for more than a day, he has to book in for accommodation in advance; else, his information will
be input into the system at the reception.
The guest luggage information is entered in the system to ensure maximum security of luggage at the
hotel.
ADVANTAGES OF THE PROPOSED SYSTYEM.
The system will check out customers
The system will check in customers
The system will record the expected check in date and time
The system will record the expected check out date and time
The system will record the payment
The system will enable easy and fast access to the guest files.
The system will provide better data management facilities.
The system will enables online booking of guests into the hotel hence, if the system is connected in the
hotel website.
The system will easy update the guest records.
High customer service standards attract more guests to the hotel.
Greatly reduce paper use at the hotel.
DISADVANTAGES OF THE PROPOSED SYSTEM.
The system will undergo system entropy hence an extra cost of updating will be incurred to keep the
system competitive in the ICT and BUSSINESS world.
7

The hotel will incur an extra cost on the electricity and internet bills due to computerization of the
hotel management.
The hotel will be required to train its employees on how to manage the system hence the hotel output
capacity will reduce a bit during this period

CHAPTER TWO:LITERATURE REVIEW

HISTORICAL BACKGROUND STUDY
Hotel is a place where all who conduct themselves properly, and who being able to pay and ready to
pay for their entertainment, are received, if there be accommodation for them, who without any
stipulated engagement as to the duration of their stay or as to the compensation, are while there,
supplied at reasonable cause with their lodging and other services and attention as are necessarily
incident to the use as a temporary home
As more people began to travel there group themselves together, not only for the company, but for
mutual protection from highway men and robbers. Consequently, travelers arrived in group sat a
monastery and it was often difficult to accommodate them all. In the early nineteenth century the
concept of a hotel room in the bedroom, and this period is known as Golden age of hotel of the great
Britain and the world. Hotel proprietors were legally referred to as Common Innkeepers (George
Koch, 1998).
The turn of the century saw an era that was called Belle Epoch when grand and luxurious hotel
flourished. A few hotels are still operating today. In London and some other cities attempts have
been made to recapture some of the grandeur of the past Vera in the making of the modernhotels, and
bring back the memories the grand hotels and old days (George Koch, 1998).
According to my research on this project it was discovered that the term Hotel was used in England
in about 1760.
8

Hotel or inn is defined by British law as a place where travelers can receive food and shelter, provided
he is in a position to pay for and is in a fit condition to be received
(George Koch, 1998).
MANAGEMENT INFORMATION SYSTEM
A management information system (MIS) is a system that provides information needed to manage
organizations effectively. Management information systems are regarded to be a sub set of the overall
internal controls procedures in a business, which cover the application of people, documents,
technologies, and procedures used by management accountants to solve business problems such as
costing a product, service or a business-wide strategy.
Management information systems are distinct from regular information systems in that they are used to
analyze other information systems applied in operational activities in the organization. Academically,
the term is commonly used to refer to the group of information management methods tied to the
automation or support of human decision making, e.g. Decision Support Systems, Expert systems, and
Executive information systems

CONCEPT OF HOTEL MANAGEMENT SYSTEM

The Hotel Management System (HMS) is a software application for hotel establishments to manage
customer information and employee information for quick results. Hotel Management
System provide capabilities for entering customer data, facilitate easy management and administration
of a hotel with capabilities to do Booking or reservations of the rooms, Room service by using the
computerized hotel management software.
Features of Hotel Management System
User Authentication
Fast Data & Insertion
User friendly interface
Advantages of proposed system
The following are the advantages of the proposed system
Secure data
Faster process
Error Free
Better management
Save a lot of manpower
Elimination of Paper work.
9

High reliability and security.

Fast and economical.
Maintains large Terabytes of data
If user is a staff he/she can make use of interface like the input customerinformation, view room status,
order for food according to customer request, assign room for customer, generate receipt for customer
after lodge-out.
The administrator can access any page in the Admin modules.
The user signs out.
The process ends

INPUT DESIGN
The input requirement of the design phase includes the following:
Admin username:
This is the required username for administrator to enter in the application
Admin password:
This is the password of an administrator
Staff username:
This is the users username
Staff password:
This is the users password
DATA FLOW DIAGRAM
The data flow diagram (DFD) is one of the most important tools used by system analysts. Dataflow
diagrams are made up of a number symbols, which represent system components.

10

BOOKING OFFICE:

GUEST BOOKING
RECEPTION:
GUEST

INFORMATION AND O

THE ABC HOTEL

MANAGEMENT SYSTEM

GUEST FILES

GUEST FILES BACKUP

MAIN SERVICES

FACILITIES

REPORT
GENERATION
Figure 2: Computerized system

Data Flow is represented by a thin line in the DFD and eachdata store has a unique name and rectangle
represents external entities. Unlike detailed flowchart, Data Flow Diagrams do not supply detailed
description of the modules but graphically describes a systems data and how the data interact with the
system. An arrow identifies the dataflow in motion. It is a pipeline through which information is flown
like the rectangle in the flowchart.

CHAPTER THREE: PROJECT REQUIRMENTS

PROJECT REQUIREMENTS
Processing requirements
To realize the targeted achievements at the hotel the system will require the following necessities.
Although at a high cost, the benefits are outstanding.
Type of computers

11

Its highly advised that the most convenient computers to be used should be minicomputers from
authorized dealers most advisedly DELL/HP. This will ensure maximum compatibility, user
friendliness, and reliability.
Operating system
The system analyst advices that the hotel should install Windows 7,8 and higher with an OFFICE 2007
or 2010 package to realize the maximum potential of the system.
The operating systems high functionality value and the big deal of beneficial tools prompted the
system analyst to recommend it as the most advantageous operating system.
Data processing modes
Online data processing mode shall be applicable with the room booking, hall reservation and guest
orders replies. Batch processing shall be applied at accounts department to generate daily reports for
the hotel transactions.
Networking requirements
Since ensuring efficient and reliable communication at the hotel is one of the objectives of the system,
the system will rely on a network. Its recommended that fiber optic cable be used to connect the
computers. This is because; the cable is immune to tapping, fast data rates and high bandwidth.
Requirement specification
Requirement specification is a description of a software system to be developed. It lays out functional
and non-functional requirements, and may include a set of use cases that describe user interactions that
the software must provide. When we talk about requirement we mean Hardware and software
requirement
Development tools requirements
Computer
software
The software requirements specification document enlists enough and necessary requirements that are
required for the project designing. To derive the requirements we need to have clear and thorough
understanding of the products to be designed or being developed.
This is achieved and refined with detailed and continuous communications with the project team and
customer till the completion of the software.
Specific requirements
This section contains all External requirements for the standard input/output devices for a personal
computer. This include the following
1. Keyboard
12

2. Mouse
3. Monitor
4. Printer
Hardware and software requirement.
The minimum hardware and software requirements for installing and running Notification Services are
listed in the following tables.
Hardware Requirements
This table shows hardware requirements for installing the Notification Services engine components.
Table 1: Hardware requirements

Hardware
Computer
Memory(RAM)
Hard disk drive(HDD)
Network/modem
Flat panel monitors, speakers, Printers
Keyboards, Mouse, An OMR

Requirement
Pentium 500-700 MHz or higher.
1.5GB and processor speed of 3.0GHz
80-320GB hard disks
Network or modem that can transfer at least
4.5 Mb per second.
1@ minimum
1@ minimum

Software requirement
This table shows software requirements for installing the Notification Services engine components.
Table 2: Software requirements

Software
Operating system
Web browser
Microsoft access components
Microsoft visual studio

Requirement
Microsoft windows xp, vista, 7, 8 or higher
Mozilla Firefox, UC Browser, Opera min and
2010 vision

System controls, backup and security

Protection from viruses
Installation and frequent updating of latest Antivirus programs is recommended to ensure the most
security against viruses.
Data security measures
During data transmission data should be encrypted and decrypted at the backup Centre.

13

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.
The employees shall only access the system resources using their passwords.
Policies
The system analyst recommends that the hotel management should enforce the following No transfer
of guest information from the system at any time under any circumstances without written permission
from the management.
SYSTEM CONSTRUCTION
The system analyst used the following components to construct the system:
Tables
Forms
Reports
Queries
The system analyst will create tables for both data entry and storage.
The tables are:
1. User table
2. Guest details table
3 Booking table
4 conference table
5. Employee registration table
6. Employee payment table
7. Advance Entry table
8. Employee Attendance table
9. Room table
10. Check in table
11. Check out table
Forms
14

The system analyst created forms from tables. The forms shall be used to enter data and records into
the system. The following forms have been used:
1. User form
2. Change password form
3. Guest information form
4 Booking form
5 conference form
6. Employee registration form
7. Employee payment form
8. Advance Entry form
9. Employee Attendance form
10. Room form
11. Check in form
12. Check out form
Reports
The system has the following reports; the reports are generated from tables
1. User report
2. Guest details report
4 conference report
5 Employee details report
Queries
The system analyst used queries to filter data and update tables with calculations performed using
expression builders.
N.B before running the macros by using the tab on the Main menu the user should remember to;
Go to tools menu
Select options command
Select generals
Uncheck the action queries button
15

Close the dialog box

SYSTEM TESTING AND DEBUGGING.
The system analyst will use the following test data to check for errors from the system:
Normal data
This is the correct and valid data that was input into the database. The system will accept the data and
update the tables appropriately. The following is an example of normal data entered without any error
text message displaying by the system:

SCREEN SHORT PHOTO

Figure 3: User Registration form

16

Figure 4: User account form

Figure 5: Guest informations form

17

Figure 6: Checkin form

Figure 7: Emproyee payment form

18

Figure 8: Employee registration form

Figure 9: Main form

19

CHAPTER FOUR: METHODOLOGY

METHODOLOGY
1 Population:
This section will be reviewed the steps of project, target population, target samples with importance
on data collection during the project period and methods of analysis and explanation.
This project design method by created questionnaires distribution to the respondents within randomly
selects the internal and external environments that influence and relationship to the project.
The stratified random sampling method will be applied to have response and data from closely hotel
entrepreneurs in Mbeya town along with other targeted people. Those will select numbers of
respondents that will be accomplished by randomly.
The main target population for this project is Hotels entrepreneurs, Guesthouses, and Restaurants.
There will be selected according to their jobs, responsibility, positions, and involvement with owner
business.
To get sample size from the hotel entrepreneurs population 4 will be used for get the samples
from hotel entrepreneurs, but all not for the selection of respondent from the interview only.
Data will be collected from hotel entrepreneurs and other stakeholders. The project will commence
with reviewing literature intentional for collecting the related information. Then, the field survey will
be conducted as well as informal meeting with key persons in Mbeya town to get the current
information of Hotel management System further ideas to develop the project instrument.
3.2 SAMPLING Frame
The population for the study will include Gr City Hotel operating within Mbeya City Municipal. These
will include independent hotels as well as local and internationally affiliated hotel chains.
For the first stage of the project, in-depth interviews will be conducted with Manager that are
responsible for managing a range of star rated hotel. The selection of hotels will include in the
sample frame for the first stage will base on a non-probability convenient selection method.
Certain the data collection method being qualitative of nature, data saturation will be achieved after
five in-depth interviews. The answers and themes will be coming through from all five interviews
that will be very similar in nature, which will indicate to the project theoretical data saturation will
achieve. In other words no new, different or relevant data will occur during these interviews.

3.3 Sample and Sampling Techniques

Selection of Sample
Our team will carry out a short study as a part of subject matter of Project study for the doctoral
Program. For this purpose the sample will be categorized as under.
Visitors from Business Persons, Marketers, Tourists Hotel Owners / Care Takers and or Managers.
Sampling Techniques:20

Questionnaire Techniques was adopted as sampling method. Questionnaire was prepared containing
1) Open ended questions.
2) Close ended question.
Primary Data.
Primary data will be collected directly from the field; study is a project approach that is used in this
project proposal. These will make to learn about peoples knowledge, personal opinion and attitude
towards the service.
Secondary Data
The secondary data will be occupied from hotel booklets, information manuals, service chars and rate
lists. This will be used to know about the history of the hotels, service facility, type of
accommodation they provide etc.

21

Instruments.
Questionnaire method
T h i s was used as the research instrument. These questionnaires include all type of question
which will be asked to both Visitors and Owners as well. Questionnaire will be structured for both
open ended and closed questions.
In order to ensure that the system will meet management, employees and customer needs once
implemented, the team of experts conducted thorough data collection process using the following
methods:
1. Observation method.
The guest admission and booking process was not well managed by the current manual system,
hence, the team came up with this system to clearly outline the management boundaries of the two
departments.
The guest payment process also needed an urgent checkup as it led to congestion on the accountants
desk leading to time wastage. The team also observed that the guest records were not well protected
from unauthorized access as ill-motivated guests could easily gain access to the other guest files by
posing as the real guest.
From our observation we noted that the manual system denied the hotel of international guests who
would have rather been potential customers through online booking.
2. Interview method.
This was the most exhaustible method of data collection. The team used their data superior
collection skills to extract data out of the hotel management team, the hotel employees and the
hotels guests at the moment of data collection.
The interviewers created a conducive environment in which the interviewees could feel free to let
out the best they could that helped the team come up with the most effective system to fulfill their
needs. Among the data collected the following was highlighted to be of a great consideration.
The guests feelings about the current management of the hotel, the employees Comfort ability with
the proposal of introducing a new computerized system. Many computer illiterate employees had
fears of replaced or displaced by the computer literate employees but they were assured of their
survival should they be ready to prove their competence in their activities.
The managements dire need for management of the hotels proceedings was put into consideration
by the system developers.

22

3. Questionnaire method
Questionnaires were sent to several guests and the hotels staff members into whom they filled in
the information that greatly aided the team to come up with a system that would be user friendly to
all the hotel users.
The questionnaires were conducted orally to the users who were present at the hotel during the time
of data collection and sent to appropriate staff members who were away at the time of data
collection.
The questions exhaustively dealt with how the system would ensure maximum output of the hotel to
fully realize its potential. The responses were used to design this system accordingly.
4. Document revision
Both the guest and staff documents were revised.
Several data entry errors and retrieval problems were encountered.
The system will put into consideration an error recovery strategy that will ensure maximum data
integrity.
6.0 SYSTEM IMPLEMENTATION
This is a phase in which the system analyst did an evaluation of the changeover method that should
be used to switch from present manual system to the designed computerized system. After a close
analysis the analyst came up with parallel changeover method as the most appropriate for the system.
USER MANUAL
This phase outlines what the user needs to maximize the potential of the system and how to use the
system.
NB: Minimum Installation requirements/ software requirement are:Operating system- Windows XP ,Vista or high
Microsoft office 2007 or 2010 package
1.5GHz processor
512 MB RAM
80 GB hard disk
DVD/ CD drive
23

Antivirus
Loading procedure
The computer technician should use the following procedure to load the system unto the hotels
computers:
Copy the GR CITY hotel management system directory unto the hard disk drive from the CD.
Double click on the directory to open the folder. In the folder, double click on the GR CITY hotel
access project icon to open the system.
Click YES in the dialog box that appears to display the systems objects.
Select the forms object.
Double click the GR CITY Hotel main menu.
From the main menu the user can access the other forms.

24

CHAPTER FIVE: PROJECT CONTEXT AND MANAGEMENT

PROJECT CONTEXT
This project will be based in Mbeya region particularly Mbeya city. It will involve some of the guest
from different place also with people within this area. Indicators that will be analyzed from this
project include efficiency and problems meeting as the result of low usage of Hotel management
system in this Hotel.
This project is basically designed for GR CITY Hotel This hotel provides a lot of services to guest
which includes; Reservation, booking, Keeps records about the guest and employee respectively,
Billing of payement by use of a billing system and other services, with management that include
Users, Guest information, Booking, conference, Employee information, Room, Guest check in, and
guest check out information which will be used for making reports for investigators in various
management of different place
The following are the language confined within the system to enable development and
implementation. The database execution will done using Microsoft Access for the database progress,
and Microsoft visual studio 2010 (Visual basic 2010) will enable simultaneous processing.
Project is related to Hotel management system.
OVERVIEW OF PROJECT PHASE
The Software will be for the automation of Hotel Management.
The project will maintain three levels of users:Administrator Level
Manager Level
Receptionist Level

Main services which will be available in this project are:-

25

Costumer detail,
Booking process,
Accommodation,
Employee detail.
Special services such as, room service will be automated by the system, also not to forget the
additional facilities information that will be efficiently handled by the system.
Manager or Receptionist can search a guests record by his/her name or their identity Number.
THE TECHNICAL PORTION OF THE PROPOSAL WLL INCLUDE
Proposed Services Work Plan
Requirements: A detailed argument of the master designer understands of the work and the
capabilities, approach and solution to address the requirements outlined in different section in the
response format:
Assumptions: A description of any assumptions formed by the master designer in developing the
technical proposal.
Risk Assessment: An assessment of any risks basic in the work requirements and actions to moderate
these risks.
Proposed Solution: A report of the master designers proposed solution to accomplish the specified
work requirements.
Proposed Tools: A description of all proposed tools, if any, which will be used to facilitate the work.
Tasks and Deliverables: A description of and the schedule for each task and deliverable, illustrated
by a Table. Start and completion dates for each task, innovative, and deliverable shall be indicated.

Work Breakdown Structure: A detailed work breakdown structure and staffing schedule, with labor
hours by skill category that will be applied to meet each milestone and deliverable, and to
accomplish all specified work requirements.
26

PROJECT MANAGEMENT:
In project management, we divide this project (Hotel management system) in different activities
hence in order to work as a team, there are different levels in management planed, in top level we
include Managing director, in middle level we include Domain executive officer and the last level
(lower level) we include Business manager and distribution manager that support our management to
complete our project.
Management team.
Here will be formed the management team of system designing which will be led by the Managing
director will include assistance manager, Domain executive officer will include head of maintenance
and Business Manager that include accountant possession the team will include relevant
Distribution manager so as to complete the project.
The proposed management team formed follows:
Domain Executive Officer Antony Lyombe
Managing Director.... Simon Daud
Business manager . Mwabungulu Godia
Distributive Manager. Atnas Anita

Roles and responsibilities of the management team

Chief Executive Officer
Set the strategies and plans of the project
Make sure all activities are going as planned

27

Set the project policies

Managing Director.
To ensure all other directors do their work as well as planned.
Monitoring the development of the project.
Analyzing the distribution of works according to the planning.
Ensure all design planed and activities are going due to the time planned
Provide report for the need of any resources and list of instruments which need to be replaced
Business Manager.
Accounting and finance activities.
Keeping and addition the general record accounts on daily.
Ensure the store is well and safe for store those instruments
Provide every monthly report of all utilities within project
Supervise and perform any required accounting activities related to the daily surrounding.

Distribution manager
She is responsible for record keeping.

28

She will be allowed to attend various meetings of the other team according to the need available.
Again that distributor will be reporting to the head of project manager after getting new ideas which
they are responsible for monitoring the development of the project.
Table 3: Skills and qualification

No.
1.

POSITION WORK
Chief Executive Officer

EDUCATION QUALIFICATION
Masters in Management Planning

DUTIES
To plan & control all Activities

2.
3.

Managing Director
Business Manager

Masters in Transport and Logistic

Masters in accounting & Marketing

To direct & control work

To manage account & market

4.

Distribution manager

Bachelor in System planning

To distribute work

The information provided on this form for this labor class is true and correct to the best of our
knowledge.
ER DIAGRAM FOR RECEPTIONIST

Figure 10: Usercase for receptionist

ER DIAGRAM FOR ADMINISRATOR

29

Figure 11: User case for administrator

30

CHAPTER SIX: PROJECT DELIVARABLES, BUDJECT, AND TIMELINE.

COST AND BUDJET MANAGEMENT
Cost management approach
A cost management is necessary
Project cost.
The table below shows the summarization of the project cost and how money used.
EQUIPMENT
1.COMPUTER.

DESCRIPTION
A working tool for
developing the system
structure.
2.MODEM.
A device that enables us to
get connected to the
internet to access different
informations about the
project.
3.INTERNET BUNDLE.
This is used to download
materials from different
website about our project.
4.PROJECT GUIDELINE.
This is the document that
guides us on writing the
project proposal.
TOTAL
58,000/=

COST
Available

45,000/=

10,000/=

3000/=

Table 4: Project budgeting

FEASIBILITY STUDY
A feasibility study wills Carrie out to determine the benefits of the current manual system and the
proposed computerized system. The system is indeed viable:
The estimated costs of the system will indeed outweigh the estimated costs of development of the
system.
Item
System development
Hardware installation
System software
Licenses
Training
Total costs

Estimated cost In Tsh.

100000
90000
50000
25000
50000
315000

Table 5: Economic feasibility.

31

The estimated profits and benefits are as follows:

Item

Previous monthly
expenditure

Proposed monthly
expenditure

Amount cut down

monthly

Paper work
Salaries
Guest complaints
Grand total

500000
20000000
350000
20850000

10000
16000000
100000
16110000

40000
4000000
250000
4740000

Table 6: Estimated profit and benefits

The following shows the monthly net profits of the current manual and proposed computerized
system:
Gross profit
Expenditure
Net profit

Manual system
50000000
20850000
29150000

Computerized system
115000000
19145500
95854500

Table 7: Netprofit

Technical feasibility study

The system will be easy to maintain for the technical staff. The system structure is easy to modify by
the experts in order to meet the hotel needs and maintain its competence in the business world in the
future.

Schedule feasibility
The system development process will meet the delivery deadline of four months provided by the ,
department of Information and communication technology of St. Augustine university of Tanzania
The following is a breakdown of the activities timeline as anticipated to be carried out.
March-April
April-May

Problem definition, Data collection, Problem description,

system analysis, interpretation of collected data
System design and construction

May-June

System testing and debugging

June-July

Submission and Presentation to the SAUT Mbeya

Table 8: Scheduling feasibility

32

CONCLUTION
The ability to search about specific information or detail before and after doing hotel reservation or
to organize hotel rooms in easy way with customizing customer detail are some purpose to build the
system which makes dealing with these requirement possible with easy and fast way. Hotel
management system is built to find suitable solution for reservation and customization of rooms,
customers, payment and credit card. This system deal with the database as end back which based on
Ms Access and interface based on Microsoft visual studio 2010(Visual Basic 2010) vision. The
interface aims to make reservation and using other tools easy every one without needing to learn
how to use. The visual basic has the responsibility of checking exist of customer ID, finding the
available rooms.

BIBLIOGRAPHY
The analysts journey would have never realized its destination had the resources listed below been
unavailable. The below mentioned have shaped the destiny of this proposal, either directly or
indirectly:
Mr magem

The following books played a vital role throughout the system development stage, giving a guideline
to the analyst whenever he went wrong:

33

APPENDICES.
Data gathering tools
The following is a copy of a questionnaire used to collect data from the employees.

34