Scope of a Project

Executive Summary
JINA system is a hotel management system which not only has the basic
functions (check-in and check-out) commonly focuses in the traditional hotel
management system, but also has something different from the traditional hotel
management system.
In the traditional hotel management system, reservation is done by hotel,
therefore agents are used to send fax which include the guest’s name, room type,
check in and check-out dates to hotel for making a room booking, then agents must
wait until hotel send back a fax to confirm the booking. This will make the daily
work inefficiently.
In JINA hotel management system, similar to the traditional hotel management
system, it can handle the check in and check out. And the housekeeper can update the
room situation any time so that receptionist can search the available room for guests
easily. Besides this, housekeeper, cashier and laundry staff can also update the
various charges to the guests’ folio. But the selling points in JINA hotel management
system are reservation and web booking. In reservation, agents can do the
reservation themselves, they only use to send the booking information to the
database, so that they do not need to send the fax and wait for the confirmation all the
time. This not only makes their daily works to be done more smoothly, but also
reduce the use of paper-based documents. Web booking is a common way of booking
nowadays. In the JINA system, guests can use their e-mail and password to make
their own account. This account can let guests to see how many booking they had
made before, room rate on weekday, weekend and public holiday. Besides these
basic functions, guests can have some specific discount if they had made room
booking over specific times which depend on the hotel strategy.

Background
Winning Company is a traditional hotel, which has no any computer system to
handle the daily work. It has 10 floors with 100 rooms, besides these, it also has
health center, casino, sauna, nightclub, Chinese and European restaurant. There are
about 500 employees in the hotel, about 350 of them are housekeeping and waiters
and the rest are in the other departments: reception, reservation, accounting, personal
department, Food & Beverage department, sales department and the engineering
department. And the 150 of the employees will include the directors and managers.

Operation
For the reservation department, when they receive the fax or phone call from
agent, they can only mark down the booking by hand in the record book. And for the
reception department, when a guest come to check in, they can only check the record
book which pass from reservation to find whether the guest has made the booking or
not. When a guest wants to check out, receptionists need to sum up the room rental
with the 10% service charge and 5% tourism tax. Cashiers in Food & Beverage
Department and the staffs of the Laundry Department need take the guest bill to
Front Office all the time because they can’t transfer the total amount of the bill
through the computer. The housekeepers in Housekeeping Department, they can
only update the room situation by telling the receptionist using telephone. All these
working processes make the daily work inefficiency.

Problems
1. In the reception department, the booking records are often duplicated or lost.
2. If a walk in guest comes to check in, receptionists may just give him a room but
which may be already blocked or unclean.
3. A walk in guest’s name may be the same as the others; receptionists may
misunderstand that this guest has already made the booking and give him a room.
4. Because receptionists are used to check the booking records all the time, so it
will make the daily work inefficiently especially in the peak period.
5. After confirming the guest the booking, receptionists will search an available
room, but the room situation can not be always updated by housekeeper.
6. Receptionists will request all guests to pay the deposit when they check in; also
they will pay the deposit back to the guests when they check out. But they can’t
print a report to check whether the cash or credit cards on hand are correctly or
not.
7. When handling the check out process, if cashiers and laundry staff forget to take
the bill to the Front Office, receptionists are unable to check those miscellaneous
charges, so as to cause the loss.
8. Customers are difficult to get the hotel information at any time they want,
especially the overseas guests.
9. Managers need to send the memo about the update room rate to each
departments and agents all the time because they can’t update the rate by using
computer.

Functional Requirement
Counter
1. Check in
Arrival list:
• The receptionists check a table including the list of the customers who will
arrive on that day, if it had many booking on that day, supervisor need to
increase more staff to work on that day.
• Search: receptionists can search the guest booking by ID card number
• ID Check: Check whether the guest is an agent guest or walk in guest.
Room Assignment:
• Walk-in guest – before customer check in, receptionists need to check the
condition of the room.
• Check out all the available rooms.
• Room styles: type of room (single, double) and environment of room (good or
bad view).
• Customer information entry – receptionists need to record the information of
all guests.
• Check customer information: receptionists can use this function to check the
database, if any record matches the customer; receptionists can use this record
to enter directly.
• Creates customer profile: if no any record matches the customer, receptionists
can create a new customer profile.
• For who have made reservation, their names will be in the arrival list,
receptionists only need to check whether the room is clean or not, and then
assign an available room to the guest.
• Customer information entry – because already had the records of customers,
so staff only need to use the function of check customer information to
confirm customer information.
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2. Check out
Departure list:
• Receptionists can check the list of departure on the current day, if it had many
check out guest on that day, supervisor need to increase more staff to work on
that day.
• Receptionists can search the guest folio for check out by using room number.
Room checking:
• When a guest requests to check out, housekeeper will check whether the room
has any damage or usage in the mini bar, if yes, housekeepers will update the
folio about extra charge and mark the room unavailable.
Payment receipt:
• After customer check out, receptionists will print a payment receipt about
room price to customer. (May include extra charge, e.g. charge of telephone,
laundry fee etc.)
Agent
Guest information maintenance:
• If a new guest comes to book a room; user can create a new customer profile.
• If the guest has his/her own customer profile that means this guest has made
room booking several times before, then users can retrieve the guest
information and continue make a new booking directly.
Registration:
• Users can see the quota.
• Users can enter the guest information, room type.
• Users can depend on the guest request to set booking type (one night, one
week, one month or package).
• After the guests confirm the booking, users can set the payment depend on the
guest.
Modification/ Cancellation:
• If a guest want to modify some details in their booking, or cancel the booking.
Users can load the booking from the system and do the modification or
cancellation.

Administrative Management
Pricing: Set up the price for different king of charge.
• Room price: Manager can consider different kind of room to set different
price.
• (Such as single, double … etc.)
• Room service price: Set up the price of different kind of room service.
• (Such as room Bread, extra bed … etc.)
• Deposit: Set up how much the customers need to pay for the deposit.
Modify the room price: Users can change the room for different case.
• Discount rate for agent: Modify the discount for agent.
• Discount rate for online reservation: Manager can make a discount for some
walk-in customers who reservation on Web
Get report: It can let the manager get different information of the hotel.
• Room chart: It can let the manager get the room properties in real time, so that
he can easily handle some extra booking in sudden.
• Statistics: Manager can accord some information to take a statistic. It can let
manager have more information to consider how to modify the price.
• (Such as the rate of live, which kind of room is the most famous… etc.)
Housekeeping Management
Update Information and Folio:
• Housekeepers can use this system to update the room situation for telling
receptionists which rooms are clean and update some extra charges to the
guest folio.
Web-Based Services
Check room information:
• Online checks room price, and room type etc.
Online reservation:
• With the room information, customer can press one button beside that
information to go to reservation page for reserve online, at that time; guests
can select check in date, check out date, number of room and number of
person etc.
Create & edit customer profile:
• A member profile is created for each of our guests so that our concierge can
serve you better. With your unique email address and password, you will be
able to review and update this at anytime.
• No need to re-enter your personal information every time you book the room.
• When customer login, he/she can view, modify or cancel a reservation.