1.

DEBRE BREHAN UNIVERSITY

INSTITUTE OF TECHNOLOGY
SCHOOL OF INFORMATICS
1.2 COMPUTER SCIENCE DEPARTMENT

PROPOSAL ON
DEBRE BREHAN UNIVERSITY STUDENT COUNCIL
ONLINE VOTING SYSTEM
GROUP MEMEBERS…………………………ID

1. AMANUEL GIRMA………………….1260/08

2. WORKU GIRMA………………………..1452/08

3. CHILENEW BELACHEW………………….1296/08

4. EDEN NEGUSSIE………………………1310/08

5. Yonatan G/mskel………………2135/08

Submitted To: - Instructor Getachew

Submission Date: - 08/05/10 E.C

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CHAPTER ONE

1. Introduction
Automation is the use of control systemsand information technologies to reduce the need for
human work in the production of goods and services. The main advantages of automation are
replacing human operators in tasks that involve hard physical or monotonous work, Economy
improvement ,Automation may improve in economy of organizations, society or most of
humanity, Reduces operation time and work handling time significantly, Provides higher level
jobs in the development, deployment, maintenance and running of the automated processes.

There is an effort to automate Semayawi room reservation system and employee

management system, so that the reservation system of Semayawi Hotel will be automated or
computerized which will reduce the problem existing today and customers can interact easily
with the system the customer can access resources from new system and they manage their
employee manually . As a result, the shift the employee task are organized manually it is unclear
.As to online the customer will be more comfortable. Automation has paramount effect in the
customer reservation process. The current system of reserving new customers have been done
manually, implying that there is time and space consumption.

1.1 Background of the organization

Semayawi Hotel is one of the newly established found in Debre Berhan. Construction of the
hotel was started in 2001 E.C in the centre city of Debre Berhan town. It is found in the northern
part, 130km far from Addis Ababa .The Semayawi hotelconsists of around 42 employees.
Semayawi hotel offers many services for customer such as bed, cafe, and restaurant and meeting
hall booking. Semayawi hotel uses a manual system for managing customer booking and
managing employee. The employee management system offer registration in java application
andThe reservation system offers registration of customer information, in a web based system.
Its objective is to do effectively with minimum employee, saving time, simplicity; to ensure that
the hotel delivers information to who it belongs to customer e.g. by telephoning or email.

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1.2 Statement of the problem
Currently the employee management system is manual also the room reservation system of
semayawi hotel is manual. Due to this cause, the hotel is under several problems that negatively
affects the reliability, performance, efficiency and effectiveness of day to day activities. Some of
the major problems are:-

 User can not reserve things (bed rooms on line) that they want.
 The hotel cannot advertise the service that they give.
 Users cannot access hotel information.
 The absence of database management systems.
 Existing systems is prone to inconsistency & error.
 Unclear information.
 Difficult fast data insertion & retrieval.
 Difficult to generate report.
 Difficulty in organizing and generating report of hotel’s information.
 Poor security records.
Damage the data
Unauthorized access
 Delay of information in collecting & processing of customers’ data.
 Data redundancy.

To solve the above problems the team members are going to develop a computerized system
to manage the hotel service effectively and efficiently.

1.3 Justifications of the problem

The current customer reservation and employee managment of Semayawi Hotel is manual
based where every customer should communicate with the hotel face to face. Nowadays, the
growing number of hotel and restaurant investment widens the gap between hotels. Although
several problems occur because it had not been computerized (automated).Since everything is
performed manually, it needs extra employee as the cardinality of the costumer maximizes time
to time. They lack to generate customer information i.e., customer report any information and

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necessary notices. And also customers may not get satisfaction due to the disordering managing
system of Semayawi Hotel so that we are attempting to enforce perform this project.

Semayawi Hotel is not enjoying the benefits of modernization which other hotels are enjoying.
Based on this project the current project could fill the gaps such as it will report costumer daily
report, weekly report, monthly report customer registration, and notices for customer by phone or
emailing for verification cases.

1.4 objective of the project

1.4.1 General objective
The general objective of this project is to solve the above problems by designing and developing
an automated dynamic website and java application that can enhance online room reservation
and employee management for semayawi hotel

1.4.2SPECIFIC OBJECTIVES

 To change the manual file handling system in to advanced method of computerized

system
 To reserve bed rooms and other services
 To access the hotel information
 To solve complicated problems that faced to record the manual system
 To solve the time, cost and man power needed to job performance
 To provide efficient service to the new customers
 Daily generation of reports
 To solve data redundancy
 To create user friendly environment
 To keep data security and reliability
 To need fast data insertion & retrieval

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1.5 Methodology
1.5.1 Data gathering techniques
The method and techniques used to analyze the existing system and designing electronic system
includes, interview, observation. Those methods which help us to gather the required data to
analyze our project and those methods selected due to the time and the organization’s.

Interview: we use interview to get general information and by taking the time and cost into
consideration, it was decided to take a sample of fifteen customers and one reception for
interview.

Observation: Another method used for data gathering was observation. Totally we spent two
hours for observation.

It helps us to get real information how the organization performs its function and this helps
to strength the data that gathered through interview.

1.5.5 Development Environment and programming tools

1.5.6Back End Design tool

Mysql, apache software data base system will be used in developing and managing the back end.

1.5.7 Front End design tool

The online reservation user interface will be developed using HTML integrated
development environment since it easily designing the front end and connected in to data base
realizing rapid application development with constraints on the hand, and the employee
management system is developed by java integrated application because only the staff can access
this data and it is easier to implement.

1.6 Player of existing system

The player of this system includes:

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  Manager: comes with the following responsibilities.
 He generates report.
 Receptionist: The Receptionist comes with the following activities
 They make speech with the customers.
 They accept the customer’s comment.
 Customer: Perform reservation ,use other service like food soft drink

1.7 Scope and limitation of the project

1.7.1 Scope of the project
Even the hotel gives several services like, generate report, employee payment, works with branch
hotel, making reservation, and give guaranty for the customer property, food order, and
employee selection, introduce hotel service, security for the garden, check availability. But our
scope mainly focuses on the online reservation it ismakingroomreservation,Check availability
and reserved status, generate report (about room reservation), update room
information,introduce hotel service and register customer for employee registration it is
registration of employee check in and check out of employee task of employee salary of
employee .

1.7.2Limitation of the project

Due to different reasons like shortage of time, lack of materials (hardware and software), and
others, our project do not implement the whole services. These services are:

 Guaranty for the customer property

 Security for the garden
 works only with limited banks
 Employee selection


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1.8 Team organization
Our project team is composed of 5 members of 3th year computer sciencestudents.

Id
Name of the team members Task(s)

1260/08 Amanuel Girma leader

1296/08 Vice leader
Chilenew Belachew
1452/08 Worku Girma Member

1310/08 Eden NIgussi member

2135/07 Yonatan G/mskel member

1.9. Feasibility Study of the New System

The feasibility study is the preliminary study that determines whether a proposed
system project is financially ,technically and operationally viable .the alternative analysis
usually include as part of the feasibility study ,identifies viable alternatives for the system
design and development . An important outcome of the preliminary investigation is the
determination that system requested is feasible. Therefore our investigation should
consider this feasibility which includes:

1.9.1 Economic feasibility

The project is economically viable since its expected benefits outweigh the
expected cost .The project has a total return on investment of within seven months
estimated software life cycle.

Birr Cent Birr Cent in Birr total

1.paper 200 0.50 200 00 400
2.pen 20 00 20 00 40
3.flesh three 900 00 900

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 4.CDR-W 40 00 20 00 60
5.CD 30 00 30 00 60
6.laptop one 13500 13500
7.print 200 200
Total 15160.50

Table 1: economic feasibility

1.9.3 Technical feasibility

General study in the project area has shown that the current technology and ability
exist in order to complete the proposed system's objectives. I.e. Our project can be done
with current equipment, existing software technology and available personnel and
therefore it can be conclude that the system is technically feasible.

1.9.4 Operational feasibility

Our system definitely is used, if it is developed and implemented and there is no
resistance from users that will undermine the possible application benefits. The proposed
system may take time to be fully operational and it requires consistent support and
training to the users of the proposed system.

1.9.5 Time Schedule feasibility

Realized within the time duration, we have identified the activities in accomplishing the project
objective with their schedule requirement which is on the table below.

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 2. TIME BREAK DOWN

Activity Time required(days) Predecessor activity

Requirement (A) 4 -----------

Analysis (B) 3 A

Design (C) 5 B

Proposal design (D) 4 C

Implementation (E) 6 D

Testing (F) 2 E

1.10 OUTCOME OF THE PROJECT

The outcome of the project can be seen in many directions as: -

 The society able to get fast and better service

 Develop our skills theoretical and practically
 Well organized administration
 Employment record will be store efficiently
 Easy to access information from the hotel
 Reserved status will be well
 Introduce the hotel as internationally

Additionally it is important in:-economically, technically, politically and operationally we mention in

the above.

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 1.11 RISK ASUMPTION

Risk assumptions are problems that occur when the team is doing the works.

That includes:-
 Sudden fluctuation of power
 Sickness of group members
 If the project attack by virus
 Integration of the java and html

1.11.1 RISK ANALYSIS

To solve the above problems we have used different techniques for protecting the data from
infection. The methods include making copies in CD-RW, flesh, copying on the other computers
and etc.

CHAPTER TWO
2. Description of the existing system

2. 1 introduction

The current Semayawi Room reservation system and employee management system are more of
manual where everyone has to make reservations by presenting himself/herself physically to the
hotel and employee recorded using paper. As stated in the first chapter, these types of reservation
has draw backs like unwanted time waste for both the hotel and the customer, unstructured
customer data recording and manual billing system and lost of employee data.

Though the communication between the customer and the hotel is geographically apart, there
is no best way as such (reserving online) which decreases workloads in both sides (hotel and
customer).
Having a system that creates a common platform for communication of the hotel and customers
would be helpful to realize the vision of the hotel.

2.2 Problem of the existing system

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Everything is done manually due to lack of computerized system and lack of any means of
introducing the hotel service (absence of website).this brings the following problems.

 Limited number of customers

 Uses large number of man power
 Delay of customer service
 Lost of employee and customer data
 It make it hard to manage the employee
 Use manual reservation of bed rooms
 User cannot easily access the hotel service
 Brings high cost because of using man power and phone

If customer wants to reserve bed, first call a phone or talk face to face with receptionist or hotel manager.
Then if there is free bedroom fill form and pay.

2.3Alternative Solution

As we try to describe the above the current system faces some problems and the problem’s
primarily resulted from the manual system of running the activities and we try to put an
alternative solution to the problems which are described in the above problem identifying in the
existing system section.

The best alternative solution to the existing system is to change the existing manual system and
producing an electronic (online) system for the reservation and an application that can store
employee every activity for this matter it is java

2.4 Work flows in the existing system

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The work flow in the existing system is performed starting from the top manager to the
customer.

Manager

Manages


employee Customer Pay cost Accountant


Check and
Announce to customer reserve

Room

2.5 Business Rule

Business rule are principles, requirements and polices that must be fulfilled and obligated in
order the system will function properly and effectively. The business rules that must be
considered for this project are described below.

Semayawi hotel management system has its own business rule to give service for the customer
and to order the employee how it facilitates the service and the type of services which are
functional used by whom. The rules included are;

BR1.1: Guests should register using an identification (id) document

BR1.2: Guests should have to pay in advance or deposit money for the room reserved

BR1.3: Guests should note that listening to loud music will disturb the other

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BR1.5: Guests should turn off the water immediately

BR1.6: Guests are requested not to bring food and drinks from outsides

BR1.7: guests are not allowed wash clothes in the room

BR1.8: Room service is available up on requests

BR1.9: Guests should lock the door and hand over the key to reception

BR1.11: The user (guests) uses the system properly

BR1:12: Additional payment should be paid if the user extends day out.

BR1.13: the receptionist should give better services to user.

BR1.14: The user must pay the required amount of money

BR1.15: the user must use valid credit card number during online payment

BR1.16: Customer should have valid credit card number and security number

BR1.17: the hotel should have an agreement with the bank for security purpose

2.6 THE PROPOSED SYSTEM

The proposed system which will provide online reservation and employee management in java
will make it easier for both the hotel and customers for reserving room
The new system will have the following purposes:-
 Employee management system will provide the following feature
 Prepare reports about record system.
 Register employee
 Pay salary for employee
 Manage the check in and check out time of employee

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  The online room booking will provide the following feature
 Reserve bed rooms to users as the customer demand.
 Introduce what the hotel gives the service.
 display the availability of bed rooms.
 Enables the user to search different information from the hotel.
 The system should be able to keep the records of the guests and the room allocated
to them

The new online room reservation system and employee management system of the hotel
would resolve all the drawbacks of the current system and add additional features. The new
online room reservation system allows the customer to interact with the system without being
present physically to the hotel.

2.7 SYSTEM REQUIREMENTS OF THE NEW SYSTEM

2.7.1 functional requirement

A Functional Requirement is a requirement that satisfied the users to perform some kind
of function.
The functional requirements of our proposed system include:

The online reservation will have the following

 The system should make reservation
 Users can open hotel information to know the service
 The system should register customer information
 The system should retrieve customer information
 The system should give clear information for the manager and the customer
 The system should check availability

Checking in, checking out:

 Manager display the system to check the information of customers when
they check in (out).

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  Allows customers to check in (out) when somebody else has reserve rooms
for them.
 Allows customers to change or to cancel the reservation after their checking
in.
Allows customers to post their feedbacks on a webpage
 Manager can reply to feedbacks
 Show the information of the hotel
 Modify and update information.

The employee management system will have the following


 The system should register employee information
 The system should retrieve employee information
 The system should give clear information for the manager and the emplooyees
 The system should check check in and check out of employee
 Pay the salary of employee

2.7.2 Non functional requirement

A Non-Functional Requirement is usually some form of constraint or restriction that must be

considered when designing the solution. Such as:

User interface: the system interface that will be developed must be interactive and

easily understandable.

Response time: the response time of the system should be short

Security: updating, retrieving of information must be only for the manager of

the hotel. To make the proposed system more secured both username and password
as well session is going to be used in this system.

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2. 8 System Requirement

2.8.1 Hardware Requirements

Server Computer: For best performance, the system needs Server Computer with Intel
Pentium4 CPU 8.00 GHZ, 200 GB of available RAM and 500GB of hard disk that acts as a back
end for storing incoming client reservations.
Client computer: The client computer should have the following specification, minimum hard
disk requirement and RAM size that is enough for browsing cases 1.00 GB with low processor
speed.
Router: To be connected with service provider.
Printer: to print available information.

2.8.2 Software Requirements

The software requirements for installation of the proposed system are:
 MYSQL: it is a data base for the sake of recording data. Client side application and the
server script such as PHP.
 NetBeans IDE 8.0.1 it is for the java application
 Operating system: window 7operating systems.
 Different Web Browsers: to browse information.
 Rational rose : to draw use case diagram, sequence diagram…etc
 Database designer

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 CHAPTER THREE

3. Analysis deliverables of the new system andPROCESS MODEL AND

SYSTEM DESIGN

The software development methodology we use in our project is the

combination of iterative and spiral methods because the spiral method is boosting
moral and user requirement are easily incorporated, early feedback can be
obtained and in iterative method risks are not pushed forward and modern
software are done by these methods.

Generally, we use the above data collection methodology and software

development methodology.

The task schedule that is going to be stated below is the time schedule
starting from project proposal up to presentation of the proposal.

All the phases are done in group there is no work brake down among project
team members.

Name Job
Amanuel Girma Managing the project and leading the team
memebers of the project
Chilenew Belachew Designing the database system
Worku Girma Designing the web interface and integrating the web
with the database system
Eden Nigussi Collecting a data about the existing manual system of
the election system
Collecting a data about the existing manual system of
the election system

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3.2.1. Actor Identification
Actor classes are used to model and represent roles for "users" of a system, including
human users and other systems. Based on this we identify the following user of our
system:

1. manager:-
 Generate report
2. Receptionist:-
 Post information for the new guest
 Confirm customer request
 Check room availability

3. Customers:-
 Visit web site
 Perform registration

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CHAPTER FOUR
4. Design deliverables of the new system

4.1 Introduction

The purpose of designing is to show the direction how the web page is built and to obtain clear
and enough information needed to drive the actual implementation of web page. It is based on
understanding of the model the web page built on system design also focuses on decomposing
the system in to manageable parts.

During system design we concentrate on the process of data structures and soft ware and hard
ware components necessary to implement it.

4.1.1 Design goals and objectives

The objectives of designing are to model a system with high quality. Implementing of high
quality system depends on the nature of the design created by the designer .If one wants to make
changes to the system after it has been put in to operation depends on the quality of the system
design. So if the system is designed perfectly, it will be easy to make changes to it.

The goal of the system design is to manage complexity by dividing the system in to manageable
pieces.

Some of the goals are listed below.

 Security: The system should be secured from unauthorized user by user name and
password.
 Modifiability: The system should be modifiability to modify different rooms depending
on the need of the customer.

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  Flexibility: The system able to change to suit new condition or situation.

 Efficiency: The system must do what it is supposed to do efficiently without the

problem.

Online room booking system

Employee

Management

Context diagram for employee and online management

system

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 Customer

Managment

Online booking management

system
Hotel

Managmen Booking
t managment

Room Customer
Login
Category Managment
Managment
managemen
t

Context level diagram for online booking system

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Hotel_manageme
nt Generate hotel report
Room_managem
ent Generate room report
Booking_manag
ement
Generate booking rep
Customer_manag Hotel
ement manageme
nt system Generate customer rep
Login_manageme
nt
Check user login detail
System_user_ma
nagem
Generate system user rep

Level 1 dfd diagram for online booking system

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 Manage hotel detail

admin Check Manage room facility det

Login to
role of
system
access Manage customer detail

Forget Manage payment detail

passwor
d Manage
Check modules
credenti ss
Send als
email to Manage room category
user det
Manage booking detail

Manage report

Manage system admin Manage roles of user Manage user permissi

Level 2 dfd diagram for online booking system

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 DFD Diagram for employee management system

Add-employe

vieewemp

edit emp administrator

report building

report builder Trace emp

Employee
info manager
view emp

access on profileacce

access on profile
Line manager

Sample employee

Context diagram for employee management system

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 Check domain name

result
administrator
Successful login
Domain
Domain loginEstablishment table login

masters

result

master
Master
result table Master table
opration

Employee list

result

Employee list
Employee
Result Employee details
info
managment

Employee list
Line manager

result

level one dfd diagram for employee management system

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 add employeee

result add employee

Administ
verify employee result
rator
result Establishment details

employment detail

result

Employment details
Employee
informatin
manager

Insert employee detail employee detail

Result result

Employee
Employee details

Level 2 dfd diagram for employee management system

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 Trace employee

result

trace emp establishment table

utilities
result report

result result
administrator report report employee deta

result

employment detail

Level 2 dfd diagram for employee management system

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CHAPTER FIVE
IMPLEMENTATION DELIVERABLE OF THE NEW SYSTEM

5.1 Introduction
The Implementation refers to the Coding phase of all parts of documents that gathered starting
from requirement analysis to Design phase. So now the team is in a position of implement all
documents gathered and designed into the code so that the system will be implemented for the
user to be used for the purpose to develop to the system. To implement the system the user must
have a server on which the system will be hosted because this system can run on intranet site
with the existingconnection or on internet connection.

5.2User interface design

In this system users will communicate with the system through the following user
interfaces.

Home Page: This form appears on the site in which the system deployed is opened and contains
some links which lead the user to other page according to his privilege, and if the user is authorized
user or has an account, he/she will directly go to the page that he want by entering correct
username ,password and role

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CHAPTER SIX
6. CONCLUSIONS AND RECOMMENDATION
6.1CONCLUSIONS
The main purpose of this project is to establish a long lasting and effective communication
between different users and also to introduce various features regarding semayawi hotel room
reservation system.

An effort has been made to study semayawi hotel room reservation system as partial fulfillment
of BSC degree in information system. In doing the study the team has tried to follow object
oriented system analysis and design methodology.

Since the success and failure of any system depends on gathering the right information through
different fact-finding techniques and user involvements, the team has made the best effort to
gather requirements. After a detail review and study of the existing system of semayawi hotel
room reservation system models have been designed to reflect the new system that are suppose
to solve problems.

In order to solve different problems existed the team has tried to propose a solution that at least
reduce the existed problems and model the proposed system using different tools and
methodologies. The team believe the different tools and techniques has helped us a lot in
capturing real user requirements and model the right system for the users for their day to day
transactions. Thus it should have the precedence in know-how and experience in collecting,
processing and utilizing information.

This project also focuses on online room reservation and payment, but it has a little bit difficult
to implement.

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 6.2 RECOMMENDATION
Since we are now living in a world that is led by technology and technology results, we need
more and more applications to familiarize ourselves and also come up with the fast advancing
technology. Thus, as we are beginner website developers, we recommend that other website
designers, beginners or professionals, to create more dynamic pages that are very user friendly,
more secure and also introduce the community as a whole to be familiar with the current
technology. Online payment is difficult to the security purpose; we hope that this project will
create some initiation for those people who wants to develop online payment.

6.3APPENDIX
6.3.1 Acronyms (definition of terms)
Admin:-Administrator

UML: - unified modeling language

PHP:-hyper text preprocessor

SQL:-structure query language

Mysql: my structure query language

CDR-W compact disk rewritable

CD: compact disk

BR: business rule

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6.3.2REFERENCES BOOKS

1. James Rumbaugh, Ivan Jacobson, Grady Booch; The Unified Modeling Language
Reference Manual
2. Andy Harris: PHP6/Mysql programming for the absolute beginners.
3. Designing websites using PHP, 2004
4. Easy way to develop websites through PHP (3rd Edition)
5. Whitten, L.Jeffrey.Bentley, D.Lonne.Barlow, M.Victor. Systems Analysis and Design
Methods.2nd .ed.New Jersey: prentice hall (1989).

Reference websites:

 www.homas.com
 www.w3schools.com
 www.Wikipedia.com
 www.google.com

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