Automation of Motel Management and Data Entry System

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The current manual system uses paperwork and direct human language

communication by mouth to manage the motel. This delays information

transmission in the motel. Booking is done through phone calls or through visit to

the hotel booking office. The guest’s personal details such as Name, Age,

Nationality, and Duration of stay, are input during booking. The booking office

orders for preparation of the guest’s room before his/ her check in date. The

documents are transferred manually to the filling department for compilation of

the guest’s 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 guest’s file to the accountant

on the next table. Here the guest pays accommodation and meals fee. The guest’s

file is updated on daily basis of his expenditure costs. The accounts department

generates the bills on daily basis and delivered to the guests. This whole process is

Complains from guests due to poor communication among departments

time wasting due human and computational errors hence lack of accuracy

Large storage space and untidy office due to use of many paper work

personal data exposure since a book has no lock and passwords

Tracing records that are urgently needed becomes hard and very

cumbersome to find due to having many files from different guests

Difficulty in data analysis due to some records missing

Develop a system that enable online booking and automated data entry

methods

Develop a system that ensure efficient and reliable communication within

the motel.

Avoid data entry errors by use of input masks and enable easy authorized

modification of data.

Enforce security measures to avoid unauthorized access to guest records.

Develop a system that enable fast and easy retrieval of guest records and

data for fast reference activities.

The system will cover; booking, accommodation, meals, and accounts details.

Moreover, special services such as laundry, ironing and room service will be

automated by the system also, not to forget the additional facilities information

that will be efficiently handled by the system. To help the system smoothly carry

out its intended purpose to meet the motel management needs, the following

tables will be used to store data

1. Booking table

The system will give room for online booking, personal visit to the booking office,

telephone calls. For online booking, the guest will have to log on to the motel’s

website and fill his/her personal details in the booking web page provided by the

system. For telephone call the guest provides his personal details over the phone

as the motel’s

booking staff do the actual entry of the details into the system. For personal visit

to the motel, the guest provides his details verbally which the booking staff enters

into the computer system. The table has the following fields:(regno, fname,

sname, nationality, id card no, gender contacts, address, email, Date)

2. Accommodation table

This table will contain uniquely identify the guest with his room and services

offered for the room. Will have this fields:(regno, fname, sname, id card no, Room

no, Category, Telephone no., charges, amount charged, Total charge, Recipt no,

Payment, Nationality)

3. Admission table

The table contains guest details input on admission of the guest into the motel at

the reception. This information keeps track of the duration that the guest has

stayed at the motel. Has the following fields :(room no, out date, in date, luggage,

Id card no, nationality, sname, fname, regno)

4. Meals table

The table contains the hotels catering transactions information. Will have the

following fields:( date, regno, fname, sname, id card no, Meal, charges, recipt no,

payment, Nationality, Amount charged, Total amount, Room service).

5. Conference hall table

Will contain the following fields:(date, type, fname, sname, regno, Recipt no,

duration(days), charges, payment).

6. Employees details table

Contain information of the staffs who work in that motel. Will have the following

fields 🙁residence, mobile no, account no, salary, position, department, position,

office tel, officenumber, email, address, contacts, id card no, staff names, staff no).

The system enables easy and fast access to the guest files.

The system provides better data management facilities.

The system enable online booking of guests into the motel hence

international guests can easily book into the motel.

The system provides performance evaluation of the employees to ensure

maximum output from the employees.

The system provides security measures to access to the motel’s information

lowering data security threats.

The system help reduce the congestion of guests ensuring best service

output for customer satisfaction purposes.

Easy update of the guest records.

High customer service standards attract more guests to the motel.

Reduction of data entry and processing errors.

Greatly reduce paper use at the motel.



Observation method

we observed that the motel manual system was leading to more complains

from clients due to delays from one department to other since the had to start

from reception to accounts to rooms allocation to meals and so on.



Interview method

We interviewed our guests and employees and they all agreed that we should

advance our motel to allow online functionality to maximize it potentials

since they said the manual process way tiresome and had many delays hence

leading to time wastage.



Documentation revise

Both the guest and staff documents were revised. Several data entry errors

and retrieval problems were encountered. The system has put into

consideration an error recovery strategy that will ensure maximum data

integrity.

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