Project Report: Hotel Management System

1. Project Overview

The Hotel Management System (HMS) is a Java-based console application designed to manage hotel operations, such as adding guests, checking room availability, managing check-ins and check-outs, and calculating bills. The system provides a user-friendly interface to manage hotel guest data and rooms, enabling staff to interact with the system and perform necessary tasks efficiently.

2. Project Objectives

• Guest Management: The system allows for adding and managing guest information, including generating unique guest IDs automatically based on the date and sequential number.
• Room Management: The system tracks room availability, with the ability to add rooms and check their availability by room type.
• Check-in and Check-out: The system facilitates guest check-in and check-out processes, updating room status accordingly.
• Billing: The system calculates and generates bills for guests based on the duration of their stay.
• Reports: The system generates simple reports like guest details, room availability, and billing information. The data is saved to text files for records and review.

3. Key Features

• Guest Registration:

  • Guests are registered with details like name, contact information, and a unique ID.
  • The unique ID is generated based on the current date and a sequential number (e.g., dd.MM.yy.θθ1).

• Room Management:

  • Users can add rooms and check for room availability.
  • Rooms are categorized into standard and deluxe types.
  • Each room has attributes like room number, room type, price, and availability status.

• Check-in/Check-out Management:

  • The system allows users to check in guests by searching for the guest ID.
  • On check-out, the room’s availability is updated.

• Billing:

  • The system calculates the total bill based on the room type and the number of nights stayed.
  • Bills are optionally printed as a receipt and saved to a file.

• File Reporting:

  • Guest information, check-in/check-out records, and billing details are saved in text files for easy tracking.

• Error Handling:

  • The system handles invalid inputs using exceptions, prompting users to re-enter correct values when necessary.

4. System Design

The system consists of the following components:

• Classes:
  1. Guest: Stores guest information such as name, guest ID, contact number, and email.
  2. Room (abstract class): Represents a room, with attributes like room number, room type, price, and availability status.
  3. StandardRoom and DeluxeRoom: Specific room types extending the Room class, each with additional features.
  4. HotelManagement: Handles operations like check-in, check-out, finding available rooms, and calculating bills.
  5. MainApp: The main entry point of the application, handling user interaction and menu-driven operations.
  6. FileUtils: Handles reading from and writing to text files for reporting purposes.
  7. GuestUtils: Responsible for generating unique guest IDs based on the current date and sequential number.

5. Detailed Functionality

Add Guest

• When a guest is added, the system automatically generates a unique guest ID in the format dd.MM.yy.xxx.
• The system prompts the user for necessary details like name, contact number, and email.

Room Availability

• The user can check room availability by specifying the room type (Standard/Deluxe).
• Available rooms are displayed with details including room number, type, and price.

Check-in Guest

• Before check-in, the system lists all guests.
• The user is prompted to select a guest by entering their Guest ID.
• Once the guest is identified, the system checks room availability and assigns the guest to an available room.

Check-out Guest

• The user inputs the room number for check-out.
• The system updates the room's availability to reflect that the room is now vacant.

Calculate Bill

• The system calculates the bill based on the number of nights stayed and room type.
• After calculating the bill, the system asks if the user wants a receipt. If yes, the receipt is saved to a file.

Reporting

• Guest Details: A list of all guests is stored in a file (GuestDetails.txt), including any actions like adding, checking in, and checking out.
• Billing Details: A detailed receipt is optionally generated and saved to a file when a guest checks out.

6. Data Flow Diagram

1. Guest Management:

• Input: Name, Contact, Email
• Process: Generate Guest ID, Add Guest to List
• Output: Guest ID, Guest Information

2. Room Availability:

• Input: Room Type
• Process: Search for Available Rooms
• Output: Available Room Information

3. Check-In:

• Input: Guest ID, Room Type
• Process: Find Guest by ID, Assign Room
• Output: Updated Room Availability, Guest Assignment

4. Check-Out:

• Input: Room Number
• Process: Update Room Availability
• Output: Room Available for New Guest

5. Billing:

• Input: Room Type, Number of Nights
• Process: Calculate Bill, Ask for Receipt
• Output: Receipt (if requested)

7. User Interface (UI)

The UI is based on console input/output with a menu system. The user interacts with the system by selecting options from the menu, entering information like guest names, room types, and room numbers, and viewing results in the console.

• Main Menu:
  • Option 1: Add Guest
  • Option 2: Check Room Availability
  • Option 3: Check In Guest
  • Option 4: Check Out Guest
  • Option 5: Calculate Bill
  • Option 6: Exit

Each option prompts the user for further input and displays relevant results.

8. Example Use Cases

1. Adding a Guest:

   • User enters the guest's name, contact number, and email.
   • The system generates a unique guest ID (e.g., 81.11.23.081) and adds the guest to the list.

2. Checking Room Availability:

   • User enters room type (Standard or Deluxe).
   • The system returns available rooms with their details.

3. Checking in a Guest:

   • User selects a guest from the list (after viewing all guests).
   • The system assigns an available room to the guest.

4. Check-Out Process:

   • User enters the room number for check-out.
   • The system marks the room as available again.

5. Bill Calculation and Receipt:

   • User enters the room number and the number of nights stayed.
   • The system calculates the bill and asks if the user wants a receipt.

9. Future Enhancements

• Graphical User Interface (GUI): The current system operates via the command line, but a graphical interface could be implemented to make the user experience more intuitive.
• Database Integration: Instead of storing data in text files, a relational database could be used for better data management, security, and scalability.
• Advanced Reporting: Detailed reports, such as monthly earnings, occupancy rates, and more, can be generated.
• Payment Integration: Integration with payment systems for automatic bill payments during check-out.

10. Conclusion

The Hotel Management System project provides a simple, yet functional solution for managing hotel operations. It demonstrates how Java can be used to manage and organize complex systems, providing useful features like guest management, room availability tracking, check-in/check-out functionality, and billing. The project is extendable and can be enhanced with additional features and a more sophisticated user interface.