Table of Contents

1. Introduction
1.1 Purpose
1.2 Scope
1.3 Definitions, Acronyms, and Abbreviations
1.4 References
1.5 Overview
2. Overall Description
2.1 Product Perspective
2.2 Product Functions
2.3 User Classes and Characteristics
2.4 Operating Environment
2.5 Design and Implementation Constraints
2.6 User Documentation
2.7 Assumptions and Dependencies
3. Specific Requirements
3.1 Functional Requirements
3.2 External Interface Requirements
3.3 Non-functional Requirements
3.4 Performance Requirements
3.5 Logical Database Requirements
3.6 Design Constraints
4. Use Case Modeling
4.1 Use Case Diagrams
4.2 Detailed Use Case Descriptions
5. System Architecture
5.1 Architectural Design
5.2 Database Design
5.3 System Interfaces
5.4 Hardware and Software Interfaces
6. Data Flow and Entity-Relationship Diagrams
6.1 Data Flow Diagrams
6.2 Entity-Relationship Diagrams
7. Non-Functional Requirements in Detail
7.1 Security Requirements
7.2 Usability Requirements
7.3 Reliability Requirements
7.4 Maintainability Requirements
7.5 Portability Requirements
8. Additional Specifications
8.1 User Interface Specifications
8.2 System Interface Specifications
8.3 Communication Interfaces
9. Appendices
9.1 Glossary
9.2 Acronyms
9.3 References

1. Introduction

1.1 Purpose

The Software Requirements Specification (SRS) for the Hotel

Management System (HMS) aims to provide a comprehensive
documentation of the requirements for automating various hotel
operations such as reservations, check-in/check-out processes,
room management, billing, housekeeping, and customer data
handling. The HMS is intended to enhance operational efficiency,
reduce errors, and improve service quality. This document will
serve as a guide for developers, project managers, quality
assurance teams, and hotel stakeholders to understand the
system requirements and features.

1.2 Scope

The HMS is designed to support the management of hotel operations

by providing the following functionalities:

 Reservation Management: Manages online and offline room

reservations, modifications, and cancellations.
 Customer Management: Maintains customer information,
booking history, and loyalty programs.
 Room Management: Tracks room statuses, housekeeping
schedules, and maintenance requests.
 Billing and Payment Processing: Automates the generation of
invoices, payment handling, and refunds.
 Housekeeping Management: Schedules housekeeping tasks
and monitors room cleanliness.
 Reporting and Analytics: Provides insights into hotel
performance through reports and visual analytics.
  Staff Management: Manages user roles, access permissions,
and schedules for hotel employees.

The system will integrate with external services such as payment

gateways, booking platforms, and email systems to facilitate
notifications and payments.

1.3 Definitions, Acronyms, and Abbreviations

 HMS: Hotel Management System.

 POS: Point of Sale.
 GUI: Graphical User Interface.
 API: Application Programming Interface.
 SSL: Secure Sockets Layer.
 RBAC: Role-Based Access Control.

1.4 References

 GDPR (General Data Protection Regulation) guidelines for data

protection.
 PCI DSS (Payment Card Industry Data Security Standard) for
payment processing security.
 Manuals and user guides of existing hotel management
systems for reference.

1.5 Overview

The SRS document includes a detailed description of the system's

overall architecture, functional requirements, non-functional
requirements, use case models, and database design
considerations. It also provides insights into user interfaces,
system interfaces, and additional requirements to ensure that the
HMS meets operational and security standards.

2. Overall Description

2.1 Product Perspective

The HMS is a web-based application designed to replace

traditional paper-based systems or legacy software, providing a
unified platform for managing all hotel operations. It will facilitate a
seamless exchange of information across different hotel
 departments and ensure that data is always up-to-date and
accessible.

2.2 Product Functions

The HMS provides the following functionalities:

 Reservation Management: Online and offline reservations,

room availability tracking, reservation modifications, and
cancellations.
 Check-in/Check-out: Automated and manual check-in and
check-out processes, room status updates, and related
reporting.
 Room Management: Monitoring room status (clean, dirty,
maintenance), assigning rates based on seasons, and handling
maintenance requests.
 Customer Management: Storing and retrieving guest details,
managing loyalty programs, and tracking customer preferences.
 Billing: Invoice generation, support for various payment
methods (credit card, digital wallets, cash), currency
conversion, and refunds.
 Housekeeping: Assigning tasks, updating room cleanliness
status, and tracking housekeeping supplies.
 Reporting: Generating occupancy, financial, and housekeeping
reports for management.
 Staff Management: Role-based access control for different
users, staff scheduling, and monitoring.

2.3 User Classes and Characteristics

The primary users of the HMS are:

 Receptionists: Manage guest reservations, handle check-ins

and check-outs, and assist with customer queries.
 Managers: Oversee operations, review reports, and adjust
system settings. Require full access to system functionalities.
 Guests: Make reservations and payments online, access hotel
services, and provide feedback.
 Housekeeping Staff: View and update room statuses, manage
cleaning schedules.
 IT Administrators: Configure system settings, manage user
roles, perform backups, and troubleshoot system issues.

2.4 Operating Environment

  Client Side: The system will be accessible via web browsers
(Chrome, Firefox, Safari, Edge) on desktops, laptops, tablets,
and smartphones.
 Server Side: The application server will be hosted on a Linux or
Windows server, with a backend database (MySQL,
PostgreSQL) for data storage.
 Mobile Compatibility: The system will have a mobile-
responsive interface for smartphones and tablets.

2.5 Design and Implementation Constraints

 Compliance with data protection laws (e.g., GDPR) is mandatory.

 Payment processing must follow PCI DSS guidelines.
 The system architecture should be modular to accommodate
future enhancements and integrations.
 High availability and disaster recovery plans are required for
continuous service.

2.6 User Documentation

The system will provide user manuals, training materials, and

online help for different user roles (receptionists, managers,
administrators).

2.7 Assumptions and Dependencies

 Reliable internet access is available at all times.

 Users are familiar with basic computer operations.
 Payment gateway services are functional and integrated.

3. Specific Requirements

3.1 Functional Requirements

3.1.1 Reservation Management

 The system should allow users to search for available rooms

based on criteria such as dates, room types, and number of
guests.
 Users should be able to book rooms online or through the front
desk, with real-time updates on room availability.
 Reservations should be modifiable or cancellable within a specified
time frame.
  The system should automatically send confirmation emails upon
successful booking.
 A booking history should be maintained for customers.

3.1.2 Check-in/Check-out Processing

 The system should support manual and automated

check-in/check-out processes.
 The room status should update automatically to "dirty" upon check-
out.
 Guests should have the option for online check-out.
 Daily check-in/check-out summaries should be available for
managerial oversight.

3.1.3 Room Management

 The system should track the current status of rooms (clean, dirty,
occupied, maintenance).
 Room rates should be adjustable for different seasons, events,
and room types.
 Maintenance requests can be flagged and managed through the
system.

3.1.4 Customer Management

 The system should store customer profiles, booking history, and

preferences.
 A loyalty program should reward repeat guests with discounts or
points.
 Customer data should be anonymized after a specific retention
period to comply with privacy laws.

3.1.5 Billing and Payment Processing

 The system should generate invoices detailing all charges, taxes,

and any other applicable fees.
 It should support various payment methods such as credit cards,
digital wallets, and cash.
 Multiple currencies should be accommodated, if applicable.
 Payment gateway integration should ensure secure transactions.
3.1.6 Housekeeping Management

 The system should generate daily housekeeping schedules based

on room statuses.
 Staff should be able to update room statuses upon task
completion.
 Notifications should alert the front desk when rooms are ready for
check-in.

3.1.7 Reporting and Analytics

 The system should provide reports on occupancy, revenue, and

housekeeping status.
 Financial and performance reports should be exportable in multiple
formats (PDF, Excel, CSV).
 Customizable dashboards should display key metrics for
managers.

3.1.8 Staff Management

 User roles and access levels should be customizable.

 The system should track employee schedules and attendance.
 Staff performance reports should be available for managerial
review.

3.2 External Interface Requirements

3.2.1 User Interfaces

 The HMS should provide a user-friendly graphical user interface

(GUI) accessible via web browsers.
 Interfaces should be designed for different user roles (receptionist,
manager, housekeeping).

3.2.2 Hardware Interfaces

 The system should support standard hotel equipment such as

printers, barcode scanners, and credit card readers.
3.2.3 Software Interfaces

 The HMS should integrate with third-party systems like payment

gateways, booking platforms, and email services.

3.2.4 Communication Interfaces

 The system should be capable of sending email and SMS

notifications for confirmations and alerts.

3.3 Non-functional Requirements

3.3.1 Usability

 The system should be intuitive for users with varying levels of

technical expertise.
 Training materials and help documentation should be provided.

3.3.2 Security

 The system must comply with data protection regulations such as

GDPR.
 Encryption should be used for data storage and transmission.
 Role-based access control (RBAC) should ensure data security.

3.3.3 Performance

 The system should handle multiple concurrent users without

significant lag.
 Responses for queries should be generated within two seconds.

3.3.4 Availability

 The HMS should be available 99.9% of the time, with minimal

downtime for maintenance.
 Backup procedures should be implemented to prevent data loss.

3.4 Performance Requirements

 The system should support at least 200 concurrent users.

  Page loading times should be under 3 seconds for the majority of
operations.
 The system should support database transactions with an average
response time of less than 2 seconds.

3.5 Logical Database Requirements

 The system's database should store customer details, room

information, staff records, reservation history, and billing data.
 Relationships between tables should reflect the business
processes (e.g., one-to-many relationships between customers
and bookings).
 Data retention policies should be implemented to comply with legal
requirements.

3.6 Design Constraints

 The system should adhere to a modular architecture, enabling

future enhancements.
 It should support integration with external APIs and services (e.g.,
for payment processing).

4. Use Case Modeling

4.1 Use Case Diagrams

 Use case diagrams will illustrate the interactions between users

and the system, showing processes such as booking a room,
checking in, and generating reports.

4.2 Detailed Use Case Descriptions

 Each use case will be detailed, describing the actors involved,

preconditions, main flow of events, alternative flows, and
postconditions.

5. System Architecture

5.1 Architectural Design

 The system should follow a multi-tier architecture (presentation

layer, business logic layer, data layer) for scalability.
  Web-based application using frameworks such as Angular (front-
end) and .NET Core (back-end).

5.2 Database Design

 The database schema should include tables for customers,

reservations, rooms, billing, and staff.
 Relationships between entities should be normalized to at least the
third normal form (3NF).

5.3 System Interfaces

 Interfaces for external systems (payment gateways, booking

platforms) will be specified using RESTful APIs.

5.4 Hardware and Software Interfaces

 The system should be compatible with standard hardware devices

like desktops, tablets, and card readers.
 It should run on a server with a recommended configuration (e.g.,
16GB RAM, 8-core CPU, 1TB storage).

6. Data Flow and Entity-Relationship Diagrams

6.1 Data Flow Diagrams

 Diagrams will depict the flow of information between various

components, such as user actions and system responses.

6.2 Entity-Relationship Diagrams

 ER diagrams will show the relationships between different

database entities, such as customers, reservations, rooms, and
payments.

7. Non-Functional Requirements in Detail

7.1 Security Requirements

  Data encryption (at rest and in transit) using SSL/TLS.
 Implementation of RBAC for user access control.
 Regular vulnerability assessments and penetration testing.

7.2 Usability Requirements

 The user interface should support accessibility features (e.g.,

screen readers).
 Navigation should be consistent across different modules.

7.3 Reliability Requirements

 System should handle unexpected errors gracefully with

informative error messages.
 Data integrity should be maintained even in the event of a system
failure.

7.4 Maintainability Requirements

 The codebase should follow standard coding practices for

readability and maintainability.
 Documentation for the system should be kept up-to-date with all
changes.

7.5 Portability Requirements

 The system should be platform-independent and run on different

operating systems (Windows, macOS, Linux).
 The HMS should support deployment on cloud-based
environments.

8. Additional Specifications

8.1 User Interface Specifications

 User interfaces should be consistent across different pages, with a

similar look and feel.
 Mobile-friendly design to support tablets and smartphones.

8.2 System Interface Specifications

  APIs for external integrations should follow REST principles.
 Error handling mechanisms should return standardized error codes
and messages.

8.3 Communication Interfaces

 The system should support sending notifications via email and

SMS.
 Integration with third-party messaging services should be
configurable.

9. Appendices

9.1 Glossary

 Reservation: A booking for a hotel room.

 RBAC: Role-Based Access Control, a method of regulating access
to resources.

9.2 Acronyms

 HMS: Hotel Management System

 POS: Point of Sale
 RBAC: Role-Based Access Control

9.3 References

 GDPR guidelines for data protection.

 PCI DSS compliance documentation.