Assignment

1. Definition of problem

The Bridge hotel wishes to set up an automated booking system. The system will store details on customers, rooms available, prices and bookings. The system is to produce reports on bookings, room availability and customer invoices.

2. Analysis

Jenny is the hotels booking secretary.

A) Interview with Jenny

Q. How do you store this information at present? Jenny: It's all on paper. Basically I keep a large diary and write down each booking in the appropriate dates.

Q. What is the procedure when someone rings up to book a room? Jenny: I ask what dates they would like, then I look in the diary at what rooms, if any, are available on those dates. If there are then I tell them the types of rooms that are available and the prices. Once they've chosen a room type I take their details, write these down in a customer book and book an appropriate room in the diary.

Q. What about cancellations? Jenny: I simply cross them out in the diary. It can get a bit messy sometimes.

Q. Have rooms ever been double booked by mistake? Jenny: Yes. As I said before, the diary can get a bit messy and mistakes can be be made. We have had to ask other hotels to take in our customers. We hope that wouldn't be a problem if we computerised the system. Another thing that would be nice is if we could print a sheet out each day so we can see at a glance what rooms are to be made ready for that day and customer details.

Q. What about creating customer invoices? Jenny: We have an invoice book. We look at the diary at what room was booked, The price, and how long they booked it for. We then work out the cost by hand.

Q. How much experience do you have of computers? Jenny: I did a basic course a year ago.

Q. What computer facilities do you have at present? Jenny: We have a new PC with a printer.

B) Current System

Bookings are made by phoning the desk and the details are entered by hand. Cancellations are made in the same way by simply crossing out the entry.

Issuing instructions for the rooms to be made ready that day are written by hand with the information gained from the diary.

Customer invoices are calculated and written by hand.

Present problems

Searching for available rooms can be time consuming.

Rooms could be double booked.

The issuing of the days requirements could be mistaken.

If there are any changes then they are written by hand.

Mistakes could be made in calculating costs.

C) End user requirements

Reduction of paperwork needed

Production of reports and lists

Easy to use

Speedier method of booking

Keep customer records

Produce invoices.

D) Information:

Each room has a number. There are three types of rooms, family, double and single. The hotel charges the customer by per person per night. They can be on any of three floors and some have satellite tv.

The hotel closes from December 22nd until January 7th.

You must produce:-

1.

Entity relationship diagram.

2. Implement the relational database.

3. Create all required forms, queries and reports.

4. Your database must be documented.

Note. Any assumptions must be stated and justified.

The Bridge Hotel

Room Details
The bridge Hotel has three floors providing a total of 30 guest rooms the numbering convention for those rooms is typical of most hotels so that rooms situated on the ground floor are numbered from 101 onward on the first floor from 201 onward and on the second floor from 301 onward. Each floor has 10 rooms.

The ground floor comprises an equal number of single and family rooms family rooms may accommodate up to 4 people with 1 double bed and 2 single, rollaway beds and a cot may also be provided for a baby (4+1).

The first floor comprises an equal number of single and double rooms.

The second floor consists of an equal number of double and twin rooms twin rooms contain 2 single beds as opposed to double rooms, which contain 1 double bed.

All double, single and twin rooms include satellite TV with a pay per night option and a mini bar the family rooms do not, but do include a TV with video/dvd and the option to hire a games console and games over night.

Single and twin rooms offer internet access for business guests at a small nightly rate.

There are 2 fully equipped conference rooms and 1 larger function room (with bar and service to kitchen).

Tariff
All prices shown are per night:

Rooms Single Room Double Room Twin Room Family Room (up to 4) Family Room (4+1) 35 55 55 75 85 (includes cot)

Optional Meals Included Breakfast (pppn) All Meals Set Menu (pppn) 10 30

Other Options Satellite TV (pay per night) Games Console and Game Hire Internet Access 10 10 5

Function room and conference rooms are hired at an hourly rate:

Conferences and Functions Conference Room (per hour) Function Room (per hour) Service Staff (person per hour) 40 80 10

Contents

Analysis User Requirements Analysis Notes Technical Documentation Test Plan / Test Results User Guide Conclusion & Future Developments Additions / Appendix
Example Invoice Additional Designs Bridge Hotel Logo

Page 2 Page 2 Page 3 Page 4 Page 32 Page 36 Page 46 Page 47

Appendix A Appendix B Appendix C

Alex Cooper Database Design: Analysis Analysis

Problem: The bridge hotel wishes to set up an automated bookings system. The system will store details on customers, rooms available, prices and bookings. The system is to produce reports on bookings, room availability and customer invoices. Current System Paper based Bookings made by phone details entered by hand into the diary Cancellations done by crossing out the entry Instructions for room preparation written by hand, which is extracted from the diary Customer invoices are calculated and written by hand

Problems with present system Searching for available rooms time consuming Rooms could be double booked Instructions for room preparation can be mistaken Any changes are written by hand, and could make it unreadable, resulting in mistakes Customer invoices calculated and written by hand, again possible mistakes with the calculations could be made

User Requirements Has to be easy to use Booking has to be faster Keep customer records Produce Invoices for the customers Produce reports showing what rooms are to be made ready or cleaned for a specific day. No Double-bookings permitted in the system Cancellations can be done easily decrease paperwork

Alex Cooper Database Design: Analysis Analysis Notes: Information about the hotel
Hotel: Each room has a number Three types of Room o Family o Double o Single Charges per person per night Can be on any of the three floors Some have satellite TV 2 conference rooms 1 function room

Ground Floor: (Room Numbers 101-110) 5 Single Rooms 5 Family Rooms First Floor: (Room Numbers 201-210) 5 Single Rooms 5 Twin Rooms Second Floor: (Room Numbers 301-310) 5 Double Rooms 5 Twin Rooms Dates: The hotel is closed 22nd December to January 7th Rooms: Prices Rooms Single Room 35 Double Room 55 Twin Room 55 Family Room (up to 4) 75 Family Room (4+1) 85 (includes cot) Optional Meals Included Breakfast (pppn) 10 All Meals Set Menu 30 (pppn) Other Options Satellite TV (pay per 10 night) Games Console and 10 Game Hire Internet Access 5 Conferences and Functions Conference Room (per 40 hour) Function Room (per 80 hour) Service Staff (person per 10 hour) All Double, Single & Twin rooms include Satellite TV (pay per night option) & minibar (except the family room which just has the TV and option to hire games console/games) Internet access available to Twin and Single Rooms at nightly rate

Technical Documentation

Alex Cooper

Contents

DATA DICTIONARY SPLITTING INTO THE VARIOUS ENTITIES (TABLES) DATA DICTIONARY / ENTITIES LIST (IN ATOMIC FORM) CUSTOMER BOOKING CREDIT CARD ROOMS VALIDATION INPUT (USING INPUT MASKS) ENTITY RELATIONSHIP DIAGRAM (ERD) FORM DESIGN STRUCTURE OF DATABASE INITIAL START UP SCREEN (MAIN SCREEN) CHECK ROOM AVAILABILITY FORM CREDIT CARD ENTRY FORM CUSTOMER DETAILS FORM BOOKING FORM BOOKING FORM DESIGN NOTES: ADDITIONAL NOTES (FOR ALL FORMS) INVOICE DESIGN HI-FI DESIGNS MAIN SCREEN (MENU) ROOM AVAILABILITY FORM CUSTOMER DETAILS FORM CREDIT CARD FORM CREDIT CARD FORM

6 6 7 8 8 8 9 9 9 12 13 13 14 14 15 16 17 18 18 19 21 21 22 23 23 24

Alex Cooper
BOOKING FORM REPORTS FORM ERD PRODUCED IN ACCESS 25 26 27

Data Dictionary Field Name Customer Name Address Post Code Telephone Number Booking Number Arrival Checkout RoomNum PricePerNight Room Type Cot Satellite TV Games Console Internet Access Breakfast All Meals Credit Card Number Credit card Expiry Date Data types Text Text Text Text AutoNumber Date/Time Date/Time Number Currency Drop Down Menu Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No Text Date/Time

Here is a list of all the attributes that I have identified. This database needs to be normalised so that there is no redundant data and any unnecessary repeated entities are removed to ensure integrity of the database. On the following pages are shown how the database is normalised.

Splitting into the various entities (tables)

Alex Cooper Field Name Customer Name Address Post Code Telephone Number Booking Number Arrival Checkout Room Type Cot Satellite TV Games Console Internet Access Breakfast All Meals Credit Card Number Credit card Expiry Date Room Number Room Type Price Per Night Data types Text Text Text Text AutoNumber Date/Time Date/Time Drop Down Menu Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No Text Date/Time Number Text Currency

The table is colour coded to represent the different entities (four entities).

Data Dictionary / Entities List (in atomic form)

Alex Cooper From the table above I have included I have included additional attributes to make the entities atomic attributes , which means that the attributes can not be broken down any further, for example the address attribute is broken down in address line 1, address line 2, Town. Customer Field Name CustomerID FirstName LastName AddressLine1 AddressLine2 Town\City PostCode Telephone CreditCardNumber Booking Field Name BookingID Arrival Checkout CustomerID RoomNumber Nights Cot required Nights Satellite TV required Nights Games Console Required Nights Internet Access required Nights Breakfast required Nights All Meals required Hours Required Staff Required Credit Card Data Type Auto Number Date\Time (Short date) Date\Time (Short date) Number Number Number Number Number Number Number Number Number Number Field Size\Key Primary Key N/A N/A Foreign key Foreign key N/A N/A N/A N/A N/A N/A N/A Data Type Auto Number Text Text Text Text Text Text Text Number Field Size \ Key Primary Key 30 30 30 30 30 (use input mask as well) (10) (use input mask as well) (13) Foreign key

Alex Cooper Field Name CreditCardNumber ExpiryDate CardHolderName Data Type Text Text text Field Size\Key 20 (Primary Key) (short date) 30

Rooms Field Name Data Type RoomNumber Number RoomType Text (Combo Box) PricePerNight Currency CotAvalable Yes/No SataliteTVAvailable Yes/No GamesAvailalable Yes/No InternetAvaliable Yes/No Validation Table Booking Field Name ArrivalDate Validation Text Not Between "Hotel is #22/12/05# And closed on #07/01/06# this day please try another date" Validation Rule Field Size\Key (Primary Key) (Single/Double/Twin/Family/Confrence/Function)` n/a

Input (using input masks) Table Customer Customer Field Name PostCode Telephone Input Mask >LL00\ 0LL;;_ \(9999") "00090009;;_ Place Holder used _ _

Queries (on the following pages)

Query Criteria Description Rooms PARAMETERS [Please enter Reserved arrival date] DateTime, [Please enter checkout date] DateTime; SELECT Booking.Room, Booking.Arrival, Booking.Checkout FROM Booking WHERE (((Booking.Arrival) Between [Please enter arrival date] And [Please enter checkout date]-1)) Or ((([Checkout]-1) Between [Please enter arrival date] And [Please enter checkout date])) Or (((Booking.Arrival)<[Please enter arrival date]) And (([Checkout]-1)>[Please enter checkout date]-1)); Checks SELECT Rooms.RoomNum room FROM Rooms LEFT JOIN availability [Rooms Reserved] ON (uses Rooms.RoomNum=[Rooms Rooms Reserved].Room Reserved WHERE ((([Rooms Query Reserved].Room) Is Null)); Rooms None (combines Rooms Available Available query and Rooms and Room table type invoice of Staff, Breakfast, Set details for a Meals, Arrival, Checkout report

Fields & Tables to include Alex Cooper Booking

Reports Produced No

Rooms table & Rooms Reserved query

No

Rooms table and Rooms Available Booking Rooms Credit Card Number, First Name, Surname, Address line 1, Address line 2, Town, Postcode, Telephone Number, Booking ID, Customer Number, Room Num, PricePerNight, Cot, Satellite TV, Games console and game hire, Internet Access, , Number of hours needed, Number Bookings Rooms Room type, Arrival, RoomNum

No

Yes

Which rooms need cleaning or preparing for new guest Which

Arrival=Date()

Yes

Checkout = Date()

Bookings, Rooms

Yes

10

Alex Cooper rooms need cleaning for guest departure Daily Room Clean Rooms Query (shows the features available in the room Room type, checkout, Room Num

RoomNum [Enter Room Number]

Bookings, Rooms RoomNum, Yes Room Type, Arrival, Checkout Rooms RoomNum,Type,Intenret,Cot,meals, Breakfasts, games console, satalite

11

Alex Cooper

Entity Relationship Diagram (ERD) Customer Booking One Rooms

CustomerID FirstName LastName AddressLine1 AddressLine2 Town\City PostCode Telephone CreditCardNumber*

Credit Card

Many

CreditCardNumber ExpiryDate CardHolderName

One

BookingID Arrival Checkout Many CustomerID* RoomNumber* Many Nights Cot required Nights Satellite TV required Nights Games Console required Nights Internet Access required Nights Breakfast Required Nights All Meals Required Hours Required Staff Required

One

RoomNumber RoomType PricePerNight CotAvalable SataliteTVAvailable GamesAvailalable InternetAvaliable

Key Text in italics = primary key * = foreign key

From the Entity Relationship diagram we can see that this is in third normal form because I have made sure there is no repeating attributes, I have created a separate entity for each group of related data each with their own primary key these are necessary to make it into first normal form. To then to make it into second normal form I have created relationships between tables using foreign keys. Finally to make it into third normal form I have ensured that all attributes that are not dependent upon the primary key have been removed.

12

Alex Cooper Form Design Structure of database

Reports Form (Contains cleaners daily report etc)

Main Menu Logo

Enter New Customer Form

Check Room Availability Form Booking

Quit button

Credit Card Details Form

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Alex Cooper

Initial Start up Screen (main screen)

Command Buttons

Check Room Availability Booking Customer Details

Credit Card Details

Label

Reports

Quit

Check Room Availability Form

Room Availability

Form caption

List Box (From the Rooms and Room Type Query displays the rooms and rooms type according the dates entered in the query)

14

Alex Cooper Credit Card Entry Form

Credit Card Entry Form

Card Number Expiry Date Card Holders Name To add a new Credit Card, click 'Add Credit Card' Button. To delete a Credit Card, press the button with the rubbish bin on. To Navigate the Credit Cards, use the arrows to cycle through

Add Credit Card

Command button adds new Credit Card Record

Deletes the current record

Onscreen instructions Navigation command buttons

15

Alex Cooper Customer Details form

Customer Details Form

First Name Last Name Address Line 1 Address Line 2 Town / City Postcode Telephone Credit Card No. Add Record On screen instructions (label)
To add a new customer, click 'Add Customer' Button. To delete a customer, press the button with the rubbish bin on. To Navigate the Customer Records, use the arrows to cycle through.

Lookup wizard of the credit card number (showing number, expiry data and Card Holders name)

Create a new Booking (add record)

Delete current customer (record)

Navigation Buttons

16

Alex Cooper Booking Form

Booking Form

Arrival Checkout

Check Availability

Customer ID

1 2 Command Button to Run the Room Availability form

Credit Card No. Room Number

3
Conference / Function Rooms only

Nights Cot Required No. of Breakfasts (per nights) No of Set Meals (per night) Internet (Per night) Satellite TV (Per night) Games Console (Per night)

Hours Required

Staff Required

To Create a new Booking, click on the 'New Booking' Button below. To Delete the current Booking, click the rubbish bin button. To navigate the bookings, click the arrows to cycle through the bookings

Additional help/ Troubleshooting can be found in the User Guide provided

Add Record

On Screen instructions (Label)

Create a new Booking (add record)

Delete current booking (record)

Navigation Buttons 17

Alex Cooper Booking form Design notes: 1. Drop down combo box (Lookup wizard) showing the Customer ID, First Name, Last Name and Postcode (from the Customer table). This enables the user to easily see which customer they are using. (the other details are hidden once the Customer number is selected) 2. Drop down combo box (Lookup wizard) showing the Credit Card number, expiry date and card holders name (from the credit card table) This enables easy viewing of the Credit card details, so the bookings are more accurate because the user can see the full card details (the other details are hidden once the card number is selected) 3. Drop down combo box (Lookup wizard) showing the Room Number, Room type and Price Per Night (from the Rooms table). Additional Notes (for all Forms) Most of the data entries fields have help text, so that when the user moves the mouse pointer over the field, then a brief description is displayed in the status bar.

18

Alex Cooper Invoice Design Query to get the Report Query Criteria Description
Invoice
RoomNum ber = [Enter Room Number] Checkout = date()

Fields & Tables to include

SELECT Booking.Arrival, Booking.Checkout, Rooms.RoomNum, Rooms.RoomType, Rooms.PricePerNight, Booking!CheckoutBooking!Arrival AS NoOfNights, [NoOfNights]*Rooms!PricePerNight AS AccomodationCost, Booking![SataliteRequired(nights)]*10 AS SatelliteTV, Booking![GamesRequired(nights)]*5 AS GamesConsole, Booking![InternetRequired(nights)]*5 AS Internet, Booking![CotRequired(nights)]*10 AS Cot, Booking!FullMeals*30 AS FullMeal, Booking!Breakfast*10 AS Breakfast, [AccomodationCost]+[SatelliteTV]+[GamesConsole] +[Internet]+[Cot]+[FullMeal]+[Breakfast]*1.175 AS TotalVAT FROM Rooms INNER JOIN Booking ON Rooms.RoomNum = Booking.Room WHERE (((Booking.Checkout)=Date()) AND ((Rooms.RoomNum)=[Enter Room Number]));

Reports Produced Yes

Invoice (Report) Design (Using Wizard: layout Justified)

Design of the report on the following page

19

Alex Cooper

Customer Invoice

Bridge Hotel Logo

Arrival:

Checkout:

Room Room No. Room Type Price per Night Number of Nights stayed: Accommodation Cost: Extras Satalite TV Games Console Internet Cot Full Meals Breakfast Total Inc VAT

20

Alex Cooper Reports for Queries Query Daily Room Clean Rooms to Clean when guest leaves Rooms to prepare for guest arriving Layout Columnar (sorted ascended by room date) Columnar (sorted ascended by room date)

Columnar (sorted ascended by room date)

Hi-fi designs
Main Screen (menu)

Command Button opens various forms

Saves and quits the database

21

Alex Cooper Room Availability Form

List of available rooms based on the dates input. (In this case 12/12/05 and 13/12/05)

22

Alex Cooper Customer Details Form

Onscreen instructions

Credit Card Form

Command button deletes the current record

Command button adds a new Customer

Command buttons to move forward or backwards through the records

23

Alex Cooper

Credit Card Form

Onscreen Instructions

Command button adds new record

Deletes current record

Command buttons to move forward or backwards through the records

24

Alex Cooper Booking Form

Command button runs Room Availability Form (see above)

Runs a query to show the features available in each of the rooms (see additional designs)

On screen instructions

Command button adds a new booking (record)

Deletes the current booking (record)

Command buttons to move forward or backwards through the records

25

Alex Cooper

Reports Form

Command buttons show the various reports

26

Alex Cooper ERD Produced in Access

27

Alex Cooper Sample Invoice

Accommodation Cost (no. of nights multiplied by room cost)

Breakdown of any additional charges to the room such as satellite TV, games console etc (charged per night)

Total Price (including VAT at 17.5%)

28

Alex Cooper Sample Report: Daily Room Cleaning (14th December 05)

Room type Guest arrival date Guest departure date Room Number

29

Alex Cooper Sample Report: Guests Arriving Today (14th December 2005)

Room Type Room Number

30

Alex Cooper Sample Report: Rooms to Prepare for Guests leaving (15th December 2005)

Room number

Room Type

31

Alex Cooper Test Plan / Test Results My test procedure to test this database is to verify each component of the database. This is done by checking to see if the actual outcome of the test is the same as the expected, for instance, when testing command buttons, that the expected operation, such as loading a form, is executed. I will be recording the tests in the table below, with space for any comments. Test Num 1 Test Description Testing to see if the database loads and shows the main menu Booking Form Check that hotel can not be booked during 22nd December to January 7th Booking Form Check that rooms can not be booked during 22nd December to January 7th Booking Form Check that rooms can not be booked during 22nd December to January 7th Booking Form Check that the rooms can be booked any other date apart from the specified closing date Rooms Available Query Main menu Test if the check room availability command button works correctly Main menu Test if the quit command button exits the database Test Data N/A Expected Result Database to load and show menu Error Message saying Hotel Closed on this day Error Message saying Hotel Closed on this day Error Message saying Hotel Closed on this day Actual Result Database loaded and menu displayed Message saying Hotel Closed on this day Message saying Hotel Closed on this day Message saying Hotel Closed on this day The validation is only for the year 05/ start of 06. the database needs to be changed according to the year OK Comments

22/12/05

31/12/05

07/01/06

11/04/05

No messages None to be displayed Displayed

12/12/05

N/A

All Apart from All Apart room 120 Free from room 120 Free Input box Input box requesting to shown asking enter the to enter an arrival date arrival date Database Exits Database exited

N/A

32

Alex Cooper 9 Main menu Test if the View / Add Customer command button works correctly Main Menu Test if the View / Add Credit Card Command button works correctly Main Menu Test if the View / Add Booking Command button works correctly Main Menu Test if the Reports commands button works correctly Check Room Availability (when command button clicked on main menu) Check Room Availability N/A Customer Customer Details form to details be displayed formed displayed Credit Card Credit Card Details form to Details form be displayed displayed

10

N/A

11

N/A

Booking form Booking to be displayed form displayed Reports form Reports form to be displayed displayed

12

N/A

13

N/A

13

12/12/05

14

Check room availability

15/12/05

Input box to be displayed requesting arrival date Input box requesting checkout date to be displayed All rooms apart from room 110 and 108 to be available Current Record to be deleted A new record to be created

Input box displayed

Input box displayed

All rooms apart from room 110 and 108 available

This is based on 7 bookings (Room 110 booked from 12/12/05 to 15/12/05 and Room 108 booked from 14/12/05 to 17/12/05)

15

16

17

18

19

Customer Details Form Test if the delete record command button works Customer Details Form Test if the add new record command button works Customer Details Form Test if the forward command button works Customer Details Form Test if the previous command button works Credit Card Details Form Test if the delete

N/A

Current Record Deleted New Record Created

N/A

N/A

The next Record to be shown The previous record to be shown Current Record to be deleted

Next Record Shown

N/A

Previous Record Shown Current Record Deleted 33

N/A

Alex Cooper record command button works Credit Card Details Form Test if the add new record command button works Credit Card Details Form Test if the forward command button works Credit Card Details Form Test if the previous command button works Booking Form Test if the delete record command button works Booking Form Test if the add new record command button works Booking Form Test if the forward command button works Booking Form Test if the previous command button works Booking Form Test if the Check Availability command button works Booking Form Test if the Features available in rooms command button works Reports Form Test if the Daily Room Cleaning command button works Reports Form Test if the Rooms to Prepare for guests

20

N/A

A new record to be created

New Record Created

21

N/A

The next Record to be shown

Next Record Shown

22

N/A

The previous record to be shown

Previous Record Shown

23

N/A

Current Record to be deleted A new record to be created

Current Record Deleted New Record Created

24

N/A

25

N/A

The next Record to be shown The previous record to be shown Input box to be displayed requesting arrival date Input box to be displayed requesting Room Number Report for daily room cleaning (in print preview) to be shown Report for Rooms to Prepare for

Next Record Shown

26

N/A

Previous Record Shown Input box displayed

27

N/A

28

N/A

Input box displayed

29

N/A

30

N/A

Report for daily room cleaning in print preview shown Report for Rooms to Prepare for 34

Alex Cooper arriving command button works guests arriving (in print preview) to be shown Report for Rooms to clean for guests leaving (in print preview) to be shown Input box requesting the room number Report of the Invoice (in print preview) to be shown guests arriving in Print preview shown Report for Rooms to clean for guests leaving in Print preview shown Input box requested

31

Reports Form Test if the Rooms to clean for guests leaving command button works

N/A

32

33

Reports Form Test if the Invoice command button works Reports Form Test if the Invoice command button works

N/A

Testing for this continues to 33

110 (room number)

Report of the Invoice in Print preview shown

See Print out (Appendix A) for actual invoice (based on the current date only prints out for that room)

35

Alex Cooper

Bridge Hotel Database User Guide (rev 1.1)

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Alex Cooper

CONTENTS INTRODUCTION TO THE DATABASE DESCRIPTIONS OF THE FIELDS IN THE DATABASE ENTERING DATA INTO THE DATABASE (USING THE TABLE) MAKING A BOOKING: STEPS INVOLVED IN MAKING A BOOKING: 2. ENTERING CUSTOMER DETAILS 38 38 39 40 40 41 42 43 44 45 45 45

3.CREATING A BOOKING CHECK ROOM AVAILABILITY (EXAMPLE) VIEW REPORTS PRODUCE A CUSTOMER INVOICE EXITING THE DATABASE GLOSSARY OF TERMS

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Alex Cooper

Introduction to the database This database is designed to be an easier to use booking system for the bridge hotel. Descriptions of the fields in the database Customer Field Name CustomerID FirstName LastName AddressLine1 AddressLine2 Town\City PostCode Telephone Data Type Auto Number Text Text Text Text Text Text Text Field Size \ Key Primary Key 30 30 30 30 30 (use input mask as well) (10) (use input mask as well) (13)

Booking Field Name BookingID ArrivalDate DepartDate CustomerID RoomNumber CreditCardNumber Cot Satellite TV Games Console Internet Access Breakfast All Meals Hours Required Data Type Auto Number Date\Time (Short date) Date\Time (Short date) Number Number Number Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No Number Field Size\Key Primary Key N/A N/A Foreign key Foreign key Foreign key N/A N/A N/A N/A N/A N/A N/A
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Alex Cooper

Conference Room Hours Required Function Room Staff Required Credit Card Field Name CreditCardNumber ExpiryDate Room Field Name RoomNumber RoomType

Number Number

N/A N/A

Data Type Text Text

Field Size\Key 20 (Primary Key) (short date)

Data Type Number Text (Combo Box)

Field Size\Key (Primary Key) (Single/Double/Twin/Family)`

Entering Data into the Database (using the table) Once Microsoft Access has loaded, you are presented with the following screen.

Click on the command buttons to view the various forms 39

Alex Cooper

Making a Booking: Note: Prior to making a Booking, the Customer Details and Card details should be entered first (unless the customer is a returning customer) Steps involved in making a booking: 1. Enter Customer Credit Card Details (not required if a returning customer) 2. Enter Customer Details 3. Create a booking

1. Entering Credit Card Details From the main menu, click View/ Add Credit Card Detials The following form will be displayed:

Click the command button to enter a new credit Card

Click to delete the current Record

Use these commands buttons to cycle through the customer detail records. 40

Alex Cooper

Enter the card number in the card number box (this is in format that will only allow up to 20 digits). Enter the Expiry date and card holders name in the spaces provided. 2. Entering Customer Details

From the main menu, click View/ Add Customer Records The following form will be displayed:

Click here to delete the current record

Click the command button to add a new customer

Use these commands buttons to cycle through the customer detail records.

Enter the customer details in the boxes provided. Select the customers previously entered credit card number from the drop down menu.

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Alex Cooper

Important note: Credit Card Details MUST be entered before you enter the customer details.

3.Creating a Booking From the main menu, click View/ Add Booking The following form will be displayed:

To check Room availability, click the Room availability Button. This brings up a separate window with the available rooms. If you are unsure of the features available in rooms, click on the features available in rooms command button. This also brings up a separate window, showing what features are available for that room number you entered. As with the Customer Details/ Credit Card Details form, click new booking command button to create a new booking. Click the rubbish bin command button to delete the current record. And use the navigation buttons to navigate through the booking records.
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Alex Cooper

Check Room Availability (Example) From the main menu, click on Check Room Availability command button The following Screen will be displayed:

Enter the arrival date in the DD/MM/YY format After you have done that, the following screen will be displayed

Again, enter a checkout date in the DD/MM/YY format. After a few seconds, the rooms available during these dates are shown on the following page:

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Alex Cooper

View Reports On this database, you can view the Cleaners reports where it shows the various cleaning tasks that the cleaners perform.

Click on the command button to view the report

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Alex Cooper

Produce a customer invoice From the same menu (reports) Click on the Invoice command button. This will bring up a dialogue box asking to input the room number. Enter the room number and the invoice is shown, (with the option to print by clicking on the the toolbar) Exiting the Database Click on the quit command button on the main menu. This saves and closes the database. on

Glossary of Terms Query A query is a question that you ask about the data in your table. Reports from the queries can be produced. Record A record is all of the information collected about a specific event, thing, product, or person, (such as a customer record). Report A report is used to show and print selected information from a table

45

Alex Cooper Conclusion & Future Developments Conclusion In conclusion, this database met the user requirements as it was much easier to use than a paper based system, customer records can be kept, and achieved (the validation needs to be adjusted according to the year). Also the possibility of making mistakes with the invoice has been eliminated as, as query has been produced, therefore calculations dont have to be done by hand. The likelihood of a double booking has been eliminated as the database shows only the vacant rooms on the given day (using the query). Future Developments There are several things that could be improved upon to make. This is due to running out of the given time. The improvements are: On the query for the rooms available, at present, there is no validation to show that the hotel is closed during the specified date (it is present on the booking form), so adding validation will show that the hotel is closed during those dates, rather than the user finding out that it is closed when entering it in the booking form. The system for booking conference/ function rooms to be improved, including creating a separate query to produce a invoice for the bookings of a conference/ function. In addition to the current validation, make it so that checkout date is greater than or equal to the arrival date. This eliminates errors in booking where the checkout is before the arrival date. Another possible component to add to the database is on the booking form, include a search button, so that the user can search for a specific booking, rather than using the navigational buttons which could be time consuming if there are a lot of bookings. An improvement for the invoice could be that a unique number (sequential) for each invoice is created.

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Appendix A Customer Invoice (from Testing)

Total Price (including VAT at 17.5%)

Alex Cooper Appendix B Additional Designs (added after initial designs to improve usability) Booking Form Added Command button to run a query (Room Query) to show what features are in a room (such as Satellite, Cot etc) Room Query Query Description As above Criteria RoomNum [Enter Room Number] Fields & Tables to include Rooms RoomNum, RoomType, Cot Available Satellite Available, Internet Available, Price Per Night, Games Console Available Reports Produced No

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