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TRANSCRIPT
Guesthouse Management System
Submitted by
M/s Gauranga Soft‐Tech Pvt Ltd
Company Confidential
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storage and retrieval system, without the specific written permission
of M/s Gauranga Soft‐Tech Pvt. Ltd. in each such instance. This
document is created to present the technical write‐up. This document
also contains commercial information and it is addressed only to the
team of Tata Power for their evaluation. Requests for permission to
copy information or any further information should be addressed to:
M/s Gauranga Soft‐Tech Pvt. Ltd.
Table of Contents
1 INTRODUCTION ........................................................................................................................ 4
2 CORE FEATURES ....................................................................................................................... 4
3 DESCRIPTION ........................................................................................................................... 5
3.1 EMPLOYEE ........................................................................................................................ 5 3.1.1 Summary.......................................................................................................................... 5 3.1.2 New Request .................................................................................................................... 8
3.1.2.1 Booking Details ........................................................................................................ 9 3.1.2.2 Personal Details ........................................................................................................ 9 3.1.2.3 Cost & Approval Details ......................................................................................... 10
3.2 Manager ........................................................................................................................... 11 3.2.1 Approval Page ............................................................................................................... 11 3.2.2 Approval Reports:- .................................................................................................. 13
3.3 LOCATION ADMINISTRATOR ............................................................................................ 13 3.3.1 Operations ..................................................................................................................... 14
3.3.1.1 Room Allotment ..................................................................................................... 14 3.3.1.2 Check-In ................................................................................................................. 17 3.3.1.3 Check-out ............................................................................................................... 20 3.3.1.4 Expenses ................................................................................................................. 21
3.3.2 Reports .................................................................................................................... 23 3.3.2.1 Guesthouse Reports:- .............................................................................................. 23 3.3.2.2 Calendar ................................................................................................................. 24 3.3.2.3 Expenses ................................................................................................................. 26
3.4 LOCATION ADMINISTRATOR AND MANAGER .................................................................... 28 3.5 ADMINISTRATOR ............................................................................................................. 29
3.5.1 Configuration .......................................................................................................... 30 3.5.1.1 Guesthouse ............................................................................................................. 30 3.5.1.2 Roles ....................................................................................................................... 33 3.5.1.3 On-behalf ................................................................................................................ 35
4 SUPPORT ............................................................................................................................. 37
1 INTRODUCTION
Guesthouse Management is innovative software for the management of reservations/bookings the guest houses, hotels, etc. It provides online booking request, guest house current availability status, etc and by using this software user can send the guest house request and also view the allotment status. It is simple to install and user friendly software.
2 CORE FEATURES
1. Employee can make a request for Guest house.
2. Admin can manage the system easily.
3. Employee and admin can use same screen with different access
buttons.
4. View all the room allotment status in the calendar.
5. Admin can manage master records like: guest house room,
check in, check out, etc.
6. Employee can view his complete guest house booking details in
a single screen.
7. Employee can cancel his booking request easily by a single click.
3 DESCRIPTION
Guesthouse Management Software is mainly accessible by Five Groups of Employees. These are:‐
• Employee. • Manager. • Location Administrator. • Location Administrator and Manager. • Super Administrator.
3.1 EMPLOYEE
Employee under this section can able to access Dashboard. Dashboard consists of:‐
Summary. New Request. Reference.
3.1.1 Summary
Employee can view their request in the Summary section under Dashboard Module as shown in figure 1.
It is nothing but a user interface that organizes and presents information in a way that is easy to read.
Employee can view Summary for last two months onwards.
Figure 1
Summary form consists of Booking Reference, Reservation For, Guest House, Room No and Type, From Date, To Date, Days, Accompanied By, Status and Cancel Reservation columns.
Booking Request has different status such as Pending Approval, Pending Allotment, Allotted, Checkout, Cancelled etc. The initial status allotted after saving the form for “Self” is “pending Approval” whereas for the Guest request done by employee having grade below D, it is “Pending Approval”.
Employee can cancel the guest house reservation by clicking on a Red Cross indicator. Requests in process are indicated by a red crossed mark option such as Pending Approval, Pending Allotment etc whereas cancelled and Check out status are indicated by a black crossed mark option.
Figure 2
Figure 2 provides the detail information of an employee.
The employee can view their detail information as well as status
of a request on the same form only by selecting the desire row
and by clicking on to “Show Details” option.
It displays all the relevant information of an employee along
with their chargeability ID and the name of a person who had
Approved/Rejected the Booking Request. It also shows the
Approved/Rejected and Cancellation Remarks if any.
Employee can also view their employment details by placing a
cursor on the name provided under “Reservation For” column.
Guest’s detail information can be viewed by clicking on to the
“Show Details” option. Information consists of chargeability,
expected check in, expected check out, Approver name etc…
3.1.2 New Request
Employee can make a booking request for self or Guest. New
request for same dates for different timing(s) are accepted by
the system. For example, if employee is reaching some place in
the morning and reaching somewhere else in the evening then
this will be accepted in the system.
Note: Booking request is only allowed till 90 days in advance.
Figure 3
The above snapshot shows an example of an employee, who requested a Guest House for their own Visit to a Tata power. The form consists of three parts.
3.1.2.1 Booking Details Deals about all the information related for the booking purpose.
First four fields are keeping mandatory. Columns under Booking Details are given below.
Booking For‐Employee can book a request for Self, Guest or On behalf of any other employees.
Location‐Select location from a drop down list. From Date‐Select From date with the help of calendar option. To Date‐Select to date with the help of calendar option. Accompanied By‐Select number of persons accompanying you
during the visit. If accompanied by is more than 1 then fill in the names of all additional persons in the remarks field.
Expected check‐in ‐Provide expected time and date for check‐in if guesthouse allotted to the employee.
Expected check‐out ‐Provide expected time and date for check‐out from the guesthouse.
Remarks‐ Specify purpose for visiting a Tata power. An option have been provided for an employee to booked a hotel, if guesthouse unavailable.
3.1.2.2 Personal Details Personal Details deals about all personal information related to an employee. Name, Age, Gender, Mobile and Email Fields are mandatory.
Employee needs to provide information details for the first time only. From next time whenever employees select "self" under “booking for” column, by default information related to that employee will get display in the personal Details.
3.1.2.3 Cost & Approval Details Contains chargeability and Approval name fields. Chargeability:‐Includes ID of the department, the booking employee belongs to. Requesting as “self” will displays Ids under chargeability column.
Approval Name:‐Select name of the manager from the drop down lists provided, to approve the booking requests.
Employees below grade "D" needs to fill Approval Name column whereas employees above grade D and Guests requests will be auto approved by the system and hence it is in a disable form.
While requesting for the first time, employee need to select Approver Name fields from the drop down list. From next time whenever employees opens the New Request form by default last selected name will gets display in the “Approver Name” fields.
Employee will not able to book any new request, if any existing request is available in the system for the existing date with same Expected check‐in and Expected check‐out.
Save is a function key which allows employee to save data. Reset function key will reset the previous saved data on the current page.
Employee will get the confirmation Email, once the request has been sent.
. Figure 4 The Snapshot shown above (Figure 4) is an example of an employee, who has requested a Guest House for their Guests during their official visits to a Tata power. Guest house request(s) for "Guest" ‐ users requires approval if user’s grade is below "D" (or who requires approval for their own/self requests). For users above grade D, approval is not required for "Guest" requests. Information requested for Cost & Approver Details within form is mandatory. Once submitted, the request will be sent to corresponding approver.
3.2 Manager
Manager role are to approve or Reject the request of an employee regarding Guest House Booking. Employee assign with a manager’s role can able to access Dashboard and Approval Section.
3.2.1 Approval Page
Manager can view all “Pending Approval” request under Approval Page.
Manager has been provided with two rights. Approve:‐Manager can approve the request by checking the respective check box button and clicking on to approve option provided at the top. Manager can either approve the request with or without comment.
Decline:‐If manager is disapproved with the request, then their can also go for the rejection of request. For that manager needs to check the respective requested row via check box option provided for approval or rejection purpose and then click on to decline option provided at the top.
Once the decision has been made by the manager, its status gets updated in the Summary section of the employee’s dashboard from where an employee can view the changed status. Also notification will be sent to employee(s) via email messages.
Figure 5 Figure 5 shows an example where decision is being taking by the manager.
3.2.2 Approval Reports:-
Shows the approved/Rejected records. Search:‐To filter out selected records. Export to Excel and Export to Word facilities have been provided.
. Figure 6
3.3 LOCATION ADMINISTRATOR
Location Administrator role is to looks after the Operational works which includes Room Allotment, Check‐In, Check‐Out and Expenses related to the Guest House within their Location.
Location Administrator can able to access and view Dashboard section, Operational section and Reports section.
Have an access to view the reports.
. Figure 7
Name‐Search records by providing Names. Show Details‐The employee can view their detail information as well as status of a request on the same form only by selecting the desire row and by clicking on to “Show Details” option.
Refresh‐Option provided to refresh the page. Using this option will link you on to the previous saved page.
3.3.1 Operations
3.3.1.1 Room Allotment Figure 8 shows the snapshot for the allotment of Room.
For allotting the room Location Administrator needs to click on to the “Allot Room “options as shown in the figure 8.
Location Administrator has right to cancel the Reservation.
After clicking the “Allot Room “option, another windows will gets display as shown in Figure 9.It Contains Room Allotment related information like Room No, its Type, Capacity, Current Occupancy and Status.
Figure 8
Gender Based option is also available for the allotment process. Selected Gender Based option displays only gender specific rooms.
Admin can allot the room according to the availability status and preferences mentioned by an employee.
Administrator, Location Administrator and Employee can cancel the Room allotment reservation.
An Email Notification will be sent, in case if the Allotment of room is made by Administrator/Location Administration.
Figure 9
3.3.1.2 Check-In After Allotment procedure, the next task Admin can handle is to set the Check‐In status with the help of an option shown in Figure 10.
Figure 10 This form consists of following main columns‐
Booking Reference:‐Unique ID generated by the system at the time of request.
Customer Name: ‐ Display name of the person, the booking has been allocated for.
Guesthouse:‐Displays name of the guesthouse allotted. Room (Type‐No):‐Displays Room no. of allotted Guesthouse. Status:‐Status which shows that room has been allotted for the requested person.
Administrator can update the Room allotted for an employee by selecting “Update Room Allotment “option provided in the form (refer figure 11).
. Figure 11
. Figure 12 The snapshot shown above (Figure 12) is the further process for updating Room Allotment.
3.3.1.3 Check-out This form consists of following main columns‐
Booking Reference:‐Unique ID generated by the system at the time of request.
Customer Name: ‐ Display name of the person, the booking has been allocated for.
Guesthouse:‐Display name of the guesthouse allotted. Room (Type‐No):‐Displays Room no. of allotted Guesthouse.
Status: ‐ Status which shows that room has been allotted for the requested person.
Figure 13 Check‐out status will be updated by Administration and Location Administration by clicking on to a checked‐out option provided in the form.
3.3.1.4 Expenses Administrator and Location Administration have rights to maintain the expenses report.
Figure 14. Is an example of such activities.
Figure 14
Administrator and Location Administration both have the privileges to add records as well as remove records related to expenses.
Expenses form contains the following tab:‐ Guesthouse:‐Select guesthouse name from the drop down list provided.
Room:‐Mention the room number for which the expenses required.
Purpose:‐Purpose for reporting. Expenses Type:‐Select Cash/Credit Card from the drop down list. Contractor:‐Specify the contractor name. Amount:‐Type total amount needed for the mentioned purposes.
Remarks:‐Mentioned remarks if any. Add Record:‐Use for adding new records. To add a record administrator/local administrator needs to click on to the” Add Record “option directly.
Remove Record:‐Existing records can be removed by selecting records with the help of check box and clicking on to the remove records option provided with the form.
Multiples records can be deleted at a time.
3.3.2 Reports
3.3.2.1 Guesthouse Reports:- Administrator/Location Administrator can able to view the Guesthouse reservation related reports.
View different types of details by selecting an appropriate field and by clicking on to an option called search.
Administrator/Location Administrator can filter out the information of a particular employee.
Export to Excel and Export to Word facilities has been provided. Facilities provided to view Reservation Report, Pending Allotment, Cancellation and Customer details on the same page.
Figure 15
3.3.2.2 Calendar Facilities called as Calendar has been provided to both Administrator and Location Administrator to view the status of an employee under reservation in a calendar representative forms (refer fig.16).
Select all the appropriate option mentioned in the form before selecting search button.
Figure 16
Information related to an employee and its booking details will be shown out by clicking on to the name displaying in the calendar.
Figure 17 Figure 17 shows the employee information along with their Booking details for the Guesthouse Reservation.
3.3.2.3 Expenses View Expense report by selecting an appropriate field follows by search button.
Provides details such as Contact Name, Maintenance Date, Payment Mode, Room No., Amount etc.
Export to Excel and Export to Word facilities have been provided.
Figure 18
3.4 LOCATION ADMINISTRATOR AND MANAGER
Employee provided with a role as “Location Administrator and Manager “can access and view Dashboard section, Approval section, Operational section and Reports section.
The role of Location Administration and Manager can be performed by a single employee.
Figure 19 Above snapshot shows an employee assigned with a role of location administration and manager both. Form contains the following tabs:‐
Name‐Search records by providing Names.
Show Details‐The employee can able to view his detail information as well as status of a request on the same form only by selecting the desire row and by clicking on to “Show Details “option.
Refresh‐Option provided to refresh the page. Using this option will display the most recent saved page.
3.5 ADMINISTRATOR
Employee who looks after all the administration related work. Administrator has been provided with the privileges like Approving Rights, Operational rights, Configuration rights and Viewing Reports.
Administrator can able to access and view all the sections like Dashboard section, Approval section, Operational section, Reports section and configuration section under Guesthouse management system .
View employee details and request status with the help of “Show Details” option.
An Email Notification will be sent, in case if the Allotment of room is made by Administrator/Location Administration.
If the Allotment is cancelled, then an Employee/Guest gets cancellation Email subsequently.
Figure 20 Figure 20.shows that Administrator has all access to view and update the status of the request, employee has requested for booking the Guesthouse.
3.5.1 Configuration
Administrator can add the master data (room type, new guest house name and types of rooms) through configuration Section.
It consists of three parts. Guesthouse, Roles and On‐behalf.
3.5.1.1 Guesthouse It constitutes of Guesthouse Master, Room Master and Contact Person(s).
A. Guesthouse Master:‐Administrator can add the new guest house location by selecting add record button.
Figure 21
Details like: ‐ name, address, location, state etc needs to be provided here.
Guesthouse location name can be deleted only by select corresponding check box against rows followed by remove record buttons.
Multiples Guesthouse location name can be deleted at a time.
Once the Guest House detail gets updated, Administrator needs to click on to a save button to save records.
Room types and contact person(s) details will be shown up after selecting guesthouse location.
Figure 22 Figure 22.shows the selected Guest House with their corresponding Room details and contact person(s). b. Room Master:‐Update room’s related information for the selected Guesthouse.
Administrator can view the complete room details like: ‐ room number, type, room capacity, extension number, etc by selecting the guest house location under guesthouse master.
Add Record:‐Use for adding new rooms. To add rooms, administrator needs to click on to the” Add Record “option directly.
Rooms can be deleted only by selecting records with the help of check box options and clicking on to a remove records options provided with the form.
Save option is used to save the records. c. Contact Person(s):‐For a new guesthouse, contact person(s) can be added with the help of “Add Record” option.
Primary priority can be assigned to one person only whereas secondary priority can be assigned to n number of person(s).
Contact person(s) name can be deleted with the help of selecting check box options and clicking on to a remove records provided.
Save option is used to save the records.
3.5.1.2 Roles Administrator has the rights to assign a role to an employee of a Tata Power.
Once the Role gets assigned to a particular employee, he/she can have a complete authority over that Section.
Employee can able to view and access only that sections to which Administrator have granted them a role.
Administrator can assign following types of Role to an employees:‐
The Role includes Employee.(refer 3.1) Manager.(refer 3.2) Location Administrator.(refer 3.3) Location Administrator and Manager.(refer 3.4) Super Administrator.(refer 3.5)
Figure 23 Figure 23.shows the list of an employee along with their Role assigned. For assigning roles administration have to select Employee Name and Role columns only, rest of the columns i.e. Employee Number and Post will get display directly from the database.
Add Record:‐Use for adding new Roles. To add roles, administrator needs to click on to the” Add Record “option directly.
Role assigned can be deleted only by selecting records with the help of check box options and clicking on to a remove records options provided with the form.
Save button is used to save records.
3.5.1.3 On-behalf Under this section, Administrator needs to Approve such privileges that one employee can send a request on‐behalf of another employee.
Figure 24
Figure 24 Shows such an example in which employee under “Name “column can send a request On‐behalf of employees under “On‐behalf Name “column.
Add Record:‐Use for adding new records. To add On‐behalf privileges, administrator needs to click on to the” Add Record” option directly.
Records can be deleted only by selecting records with the help of check box options and clicking on to a remove records options provided with the form.
Save option is used to save records. After saving, On‐behalf employees name will display on the assigned employee new request form. (Figure 25).
Figure 25
Details of On‐behalf employee name gets display, once we select name from the drop down list. (Figure 26).
Figure 26
Approver Name field shows the list of employee who has right to approve the “On‐behalf of “employee request instead of an employee who is logged in.
4 SUPPORT
Send mail to:‐