HOTEL FOOD MANAGEMENT

SYSTEM
CASE STUDY : IMPALA ECO LODGE HOTEL

UNIT NAME : PROJECT DOCUMENTATION

SCHOOL OF COMPUTING AND INFORMATICS

DEPARTMENT OF INFORMAION TECHNOLOGY

A PROJECT DOCUMENTATION SUBMITTED TO MASENO UNIVERSITY

IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE AWARD
OF THE DEGREE OF BARCHELOR OF SCIENCE IN INFORMATION
TECHNOLOGY

NOVEMBER, 2014

TABLE OF CONTENTS
Acknowledgement.......................................................................iv
Abstract....................................................................................... v
1.0 Background.......................................................................... 1
1.1 Problem Statement...............................................................1
1.3 Objectives............................................................................ 2
1.3.0 Main Objective..................................................................2
1.3.1 Specific Objectives.............................................................2
1.5 Scope and limitations...........................................................3
1.5.0 Time Scope.......................................................................3
1.5.1 Geographical Scope...........................................................3
1.5.2 System Scope....................................................................3
2.0.0 Introduction......................................................................... 4
2.0.2 Automated Hotel Food management system Menu...............5
2.1.0 Hotel Management System of Impala Eco-Lodge..................6
3.0
METHODOLOGY
7
3.0.0

Project

Management
.7
3.1

Overview

of

the

Existing

System.9
3.1.0

User

Overview
..9
i

3.2

System

Overview
.9
3.2.0 Users Overview of the
system..10
3.3
Conclusion
.10

CHAPTER 4.................................................................................11
4.0 SYSTEM CODING...................................................................11
4.0.0 Codes................................................................................11
4.1 TESTING....
..17
4.1.0 Test
Data
17
4.1.1 Sample
Output
19
4.1.2 DELIVERY ORDER................................................................20
4.1.3 PICK UP ORDER.................................................................21
CHAPTER FIVE............................................................................22

ii

5.0
CONCLUSION
22
5.1
RECOMMENDATION
.22
5.2 Appendix.............................................................................23
5.2.0 BUDGET PROPOSAL.........................................................23
5.3 GANNT CHART......................................................................24
5.4 Reference............................................................................25
5.5 ACRONYMS............................................................................. 26

iii

Declaration
We do hereby declare that this Project document is original and has not been
published and/or submitted for any other degree award to any other
University before.

CI/04012/2013 ROBERT OCHIENG OGUNA

DATE.

SIGN..

CI/04004/2013 MBOGO JAMES N

DATE...

SIGN..

CI/04003/2013 WYCLIFFE N.ODHIAMBO

.
DATE.

SIGN.

CI/04008/2013 HEZBON ONDITI OTIENO

.
DATE...

SIGN..

CI/04011/2013 CAROLINE KUTOH J.

. DATE...

SIGN..

CI/04002/2013 JOSEPH OWINO ODHIAMBO

.
DATE...

SIGN..

iv

Supervisor
LEONARD KWAMA
.

Sign :..

Acknowledgement
We thank God Almighty who enabled us overcome the hardships we met
during the project and for all His blessings during the time of study. We
acknowledge the participation of all friends and lecturers; thank you for the
time you sacrificed to make this project a success and may God bless you for
your tireless efforts.
We would like to thank our supervisor, Mr. Leonard Kwama for the time;
guidance and patience accorded to us that enabled us complete this project.

vi

Abstract
In this project, we are going to evaluate the existing hotel system at Impala
Eco-Lodge and analyze the weaknesses in this system. Requirements for the
developed system, defined guided the design, implementation and testing of
the hotel food management system. Overall, we have achieve the objective
of putting together a hotel management system for Impala Eco-Lodge. The
previous system of Impala Eco-Lodge used to be unfair, as it faces strategic
challenges in food ordering and delivery to the occupant. The problem this
project addresses is time consumption, inaccurate orders, and efficient &
reliable services offered. Therefore this system is meant to display the
different type of food required by the room occupants. Due to the increasing
number of client the system was faced with a number of problems which
were affecting its operations and services making it fail to support the
growing rate of the hotel. All the operations carried out were manually done
whereby calculations and card updating tended to slow down the services,
encouraged errors that occurred and time expenditure by the waiters and
clients as well. The overall goals of this project was to initiate and develop an
advanced use of computerized system at eatery point which was to greatly
improve the working environment and save on time and increased profit. To
analyze the current food ordering and delivery system with an aim of
defining user requirement for the proposed system, to design specifications
for the proposed automated system, and to introduce functional system,
implement and test time management system that was to address the
shortcomings of the previous system. The project methodology that was
used in the development of the system was system development life cycle
(SDLC). Our presentation has the main form as food management form, pick
up form and the delivery form.

vii

CHAPTER ONE : INTRODUCTION

1.0 Background
Hotel Food Management system was a process aimed at putting in writing
on a computer system all the particulars present in a hotel to enhance
management and record keeping rather than just concentrating on the
performance results, cash and it also looked at how to create good work
conditions, find competent management teams and develop staff
successfully, all of which enabled us to guarantee a high level of motivation
and work satisfaction amongst staff .
A generation ago, the systems tended to emphasize employee traits,
deficiencies and abilities, but modern online philosophy focused on present
performance and future goals.
The Hotel Food Management at Impala Eco-Lodge was based on assessment
forms filled by clients, both nonresidential and residential
The earlier existed system process was unfair since sometimes the hotel
staffs were biased about some food service deliveries and sales conducted.
Some clients had a negative attitude towards certain foods and hotel staffs.
Above all, humans have different weakness like tribalism, nepotism;
discrimination among others so entirely basing on human judgment does not
give accurate results.
1.1 Problem Statement
Due to the increasing number of client the system was faced with a number
of problems which were affecting its operations and services making it fail to
support the growing rate of the hotel. All the operations carried out were
manually done whereby calculations and card updating tended to slow down
the services, encouraged errors that occurred and time expenditure by the
waiters and clients as well. Sometime during transaction there was
erroneous credit balances and charges as a result of calculations, error by
the workers, time wasting during long queue at the serving window and slow
operations by the workers, security concerns where the cashier worker could
adjust the price without notice to clients or administrative since receipts
1

books were readily available, lack of accountability, there was no actual way
of telling who sold or who did what in the future in case of any eventuality.

1.2 The Developed Solution

The intended solution to solve these problems was by coming up with a
computerized hotel food management system. With this system the clients
may use cash or credit card, debit card, or m-pesa. In this case the
operations were automated to facilitate the services and overall profitability.
Also the system was to provide receipts, statements and reports for various
transactions in case of any inconveniences on request.

1.3 Objectives
1.3.0 Main Objective
The overall goals of this project was to initiate and develop an advanced use
of computerized system at eatery point which was to greatly improve the
working environment and save on time and increased profit.
1.3.1 Specific Objectives
i.

To analyze the current food ordering and delivery system with an aim
of defining user requirement for the proposed system.

ii.

To design specifications for the proposed automated system.

iii.

To implement and test time management system that was to address

the shortcomings of the previous system.

1.4 Justification
The system was to ensure convenient way of ordering the desired food by
the clients.
The system was able to record Information regarding the customer and the
details of food stuff ordered.
Ensured a prompt delivery of food stuff ordered.
The system was to be User friendly with easy operation and navigation
process.
3

The system provided Information / Error messages that guided the user for
ease of operation.

1.5 Scope and limitations

The system was to focus on the development and implementation of an
automated Hotel Food Management System. We were to mainly gather
information from the Hotel staff, clients, policy makers and human resource
managers at the Impala Eco-Lodge. The system was to cover some of the
already automated functions in existing system.
1.5.0 Time Scope
The implementation of the automated Hotel Food Management System
(HFMS) was to take a period 8 weeks.
1.5.1 Geographical Scope
Impala Eco-Lodge is located on the shows of Lake Victoria inside Impala
Sanctuary within Kisumu city.
1.5.2 System Scope
Automated Hotel Food Management System (HFMS), was to capture the
customer details as residential or nonresidential, allow the customer (client)
to key in and select the type of food, print order list and cost, and mode of
delivery.

CHAPTER TWO : LITERATURE REVIEW

2.0 Introduction
Competition in the food service segment was also becoming increasingly
fierce as hotels and restaurants looked to attract dinners from other type of
hotels / restaurants in order to increase their own traffic. Competitors who
had not kept up through menu innovations or by offering new services had
felt the strongest pressure competitively.
Hotel / restaurants that demonstrated innovation and creativity was to
improve

convenience

and

service

were

to

be

those

that

achieved

differentiation from competitors. Moreover, those hotels / restaurants that

were able to provide a new concept that could appeal to a wider variety of
customers also realized increased returns.
2.1 Related Studies
We the group students from Maseno University were designing a screen
based menu system which we called Automated Hotel Food management
system.
This system was pretty similar to the online shopping systems used in most
commercial web sites. It had a shopping cart functions. The customer could
browse through a graphical menu with several options such as; topping ,
sauce and the nutritional information for each dish. The customer could add
the items they liked to the shopping cart and, like shopping sites were able
to check the cart at any time and checked out after deciding. Moreover it had
a call waiter button for shortening the waiting time for the waiter.

2.2 The role of HFMS in ensuring food safety

2.2.1 The HFMS system
The grounds for the development of the HFMS system stem from the
pathway to the HFMS system started in 1959 when Pillsbury was asked to
produce a food that could be used under zero gravity conditions in space
capsules food products for space use should not be contaminated with any
bacterial or viral pathogens, toxins, chemicals or any physical hazards that
could cause an illness or injury. At that time, most food safety and quality
systems were based on end product testing, but it was realized that this
could only assure product safety through testing 100% of the products
which, for obvious reasons, was not workable, since it would result in all
products being used up. Instead a preventive system was required which
would

give

high

level

of

food

safety

assurance.

However,

the

implementation of HFMS approach is not easy to apply completely in the

entire chain, particularly during primary production. As a result, importing
countries are still rejecting products due to infection hazards. What follows
are summaries of the definitions and content of HFMS, HFMS principles and
procedures, and the legal impact of HFMS.
2.2.1.1 HFMS definitions and contents HFMS is defined by many
authors.
Some definitions refer directly to food safety, reflecting the predominant use
to date of the HFMS approach in the food sector. Other definitions are more
generic: a step-by-step approach to the identification and assessment of
hazards and risks associated with the manufacture, distribution, and use of
products. For instance, HFMS is defined as a systematic approach to the
identification, assessment and control of hazards (McDonough, 2002). It is
widely accepted as being the most effective means of ensuring food safety
because HFMS is a management tool used to protect the food supply against
microbiological, chemical and physical hazards. In other words, HFMS is a
7

system for identifying, evaluating and controlling the hazards in food

manufacturing, which are crucial for product safety. It is also an analytical
tool that enables management to introduce and maintain a cost effective,
ongoing food safety program. Peirson (1995) stresses that HFMS has been
strongly suggested as an effective approach to prevent food safety hazards
by

many

national

and

international

scientific

groups,

corporations,

government agencies and academic organizations. In other words, HFMS is a

proven system, which if properly applied will give confidence that food safety
is being managed effectively. And HFMS is also a preventive system in
quality control. The system when properly applied can be used to control any
area or point in the food system that can contribute to the hazardous
situation, whether it be contaminants, pathogenic micro-organisms, physical
objects, chemicals, raw materials, a process, directions for use by the
consumer, or storage conditions. Similarly, as Lackova (2001) has it, the
HFMS is a tool which can integrate all elements of production, storage,
distribution, and the preparation of food. And the control points can be used
as inescapable measures to provide hygienic standards and health safety.
The basic objectives of the HFMS concept are to assure the production of
safe food products by prevention instead of by quality inspection (Leaper,
1997; NACMCF, 1998). Furthermore, the HFMS is basically designed for
application in all parts of agri-food production, ranging from growing,
harvesting, processing, manufacturing, distribution, and merchandising to
preparing food for consumption (NACMCF, 1998).
The concept hazard in the HFMS terminology is expressed in terms of a
danger to food safety from a biological, chemical or physical point of view.
The term hazard refers to any part of a production chain or a product that
has the potential to cause a safety problem. Analysis is the identification and
assessment of the seriousness and likelihood of occurrence of a hazard. A
critical control point is a point, step, or procedure at which control can be
exercised to prevent, eliminate, or minimize a hazard. In the HFMS system
8

specific dangers are identified all along the lifetime of a food product and the
measures to manage (or control) these dangers.
Biological hazards can be further divided into three types: bacterial,
viral, and parasitic (protozoa and worms). Brown (1995) mentions methods
for Microbiological quality assurance. Especially HFMS system. Many HFMS
programs are designed specifically around the microbiological hazards.
Archer and Kvenberg et al. (2000) estimates that the incidence of food borne
illness ranges from 12.6 to 81 million cases per year with hazard costs of 1.9
to 8.4 billion dollars. HFMS programs address this food safety problem by
assisting in the production of safe wholesome foods.
Chemical hazards: Webster defines a hazard chemical as any substance
used in or obtained by a chemical hazard process or processes. All food
products are made up of chemicals, and all chemicals can be toxic at some
dosage level. However, certain hazardous chemicals are not allowed in food
and others have had allowable limits established. A summary of most of the
chemical hazards in food has been drawn up (Bryan, 1984). The two types of
chemical hazards in food are naturally occurring ones and added chemicals.
Both may potentially cause chemical intoxications if excessive levels are
present in hazardous food. For additional information, see Foodborne
Diseases (Cliver, 1990). Many HFMS programs have been criticized for their
relative neglect of chemical and physical hazards.
Physical hazards, often described as extraneous matter or foreign
objects, include any physical matter not normally found in food, which may
cause illness (including psychological trauma) or injury to an individual
(Corlett, 1991). The most often reported complaint concerning physical
hazards is that foreign objects provide tangible evidence of hazard product
deficiency.

Regulatory

action

may

be

initiated

when

agencies

find

adulterated foods or foods that are manufactured, packed or held under

conditions whereby they may have become contaminated and may be

injurious to health.
2.5 Food safety constraints and problems in developing countries
The international workshop on food safety management in developing
countries, as reported by Orris, and Whitehead (2000), Hanak et al. (2002)
and Van Veen (2005) emphasizes that prominent food scares and change in
the international trading environment have brought food safety to the
forefront of international agri-food policy concerns. Recent trends include an
increased emphasis on food safety regulations in international trade, a
tightening of standards, a reorientation of private sector quality control
techniques toward preventive management, and a corresponding shift by
regulatory agencies toward process-based standards including mandatory
HFMS in the food supply chain. In fact, in order to meet FS requirements in
international trade, the application and development of HFMS in developing
countries still encounter constraints in terms of deficiencies in basic hygiene
measures such as environmental controls, management of employee
hygiene, investment in technology, equipment design, and management of
cross

contamination.

These

constraints

are

managerial

as

well

as

technological.
2.5.1 Technological constraints in HFMS implementation
Oriss (1999) and the discussion of world experts on food safety (2002)
indicate that many developing countries have difficulty overcoming the
technical deficiencies and providing new technological investment. They
frequently require technical assistance in order to fully understand and
implement the sanitary measures. Besides, there are differences among food
companies in terms of the level of technical expertise, along with the
pressures and incentives for management to adopt the HFMS concept. The
introduction of HFMS systems in developing countries has depended very
much upon the level of technology. The larger companies usually have
10

modern equipment and excellent technical support, but the smaller

operations may have no technically trained staff and they may be using
traditional equipment and methods to produce a large range of products
(Jirathana, 1998). Besides this, Panisello et al. (2000) discuss that improving
the microbiological quality of foods alone is insufficient, since food
processing technologies cannot always guarantee the absence of pathogens.
Foods can also easily become recontamination. Therefore, efforts must be
made to adhere strictly to hygiene measures by following GHP, GMP and by
stringently implementing HFMS along the whole food chain. Similar attitudes
have been observed in the study of Legnani, et al. (2004).
These issues aside, food processing technologies are also applied to increase
digestibility, enhance the edibility of food, intensify sensory quality, increase
shelf life, improve nutritional quality, and/or render food safe. Food
processing technologies implemented at either the household level (e.g.,
farms, collectors and wholesale buyers), or at the industrial level are
designed to optimize all of these properties in the final product. All of the
above objectives can rarely be Chapter 2 achieved using a single operation
(Motarjemi, 2002). For instance, the application of the basic rules of food
hygiene will help prevent contamination, growth and survival of pathogens in
foods and will reduce the incidence of diarrhea diseases.
2.5.2 Managerial problems of HFMS implementation
Managerial problems in developing countries in HFMS implementation also
encompass the internal and external ones of food companies. A key point of
external managerial problems is issues of HFMS inspection and audit. In
contrast, activities regarding employee hygiene and training are main
internal management problems. Eves and Dervisi (2005) mention the role of
management in implementing and maintaining HFMS. In almost every food
company, HFMS management has been implemented. Managers and most of
the head chefs have been trained specially in HFMS because of a perception
11

that HFMS would be too complicated for their employees. Thus, a major part
of the monitoring has been performed by those who are qualified or trained
(quality control staffs, managers) and the less hazardous jobs are performed
by other employees. Managers at all levels have understood their role to be
an important one because they recognized on the one hand that their
attitudes towards the system affected the way their employees behaved.
Which employees are trained and at which level and how their roles for FS
are managed are, on the other hand, managerial problems. The more
interest and excitement they show in their job and the more committed the
managers are, the better the result obtained. A number of other authors
(Panisello & Quantick, 2001; Mortlock et al., 1999; Easter et al., 1994) have
also identified the same managerial problems in HFMS implementation and
maintenance

regarding

management

attitudes

and

commitment

to

employees. In addition, a variety of problems in the application of HFMS have

been reported by Panisello and Quantick (2001), Mortlock et al. (1999),
Panisello et al. (1999), and Ward (2001). The most important problems
reported were the level of knowledge shared by employees, various time
constraints and additional documentation. Managers seemed to find it
difficult to make their employees understand the importance of hazard
analysis and why particular operations had to be monitored and controlled.
To overcome this they ensured that adequate supervision was in place and
that people who had problems with the system were identified and retrained.
Time-related issues in correctly applying all monitoring procedures and
controls were noticed, especially during busy times.
Panisello and Quantick (2001) report similar issues. During busy times there
was a tendency to forget personal hygiene and the completion of required
documentation. An insufficient identification of hazards was also reported by
management as a problem when the HFMS system was beginning to be
introduced in food companies. Panisello et al. (1999) previously reports that
inadequate hazard identification is a major drawback to the effective
12

Literature Review implementation of HFMS. The problem seems to have

arisen because of the lack of understanding of what hazards are and how
they should be identified and incorporated into the system. This indicates the
sort of background that a manager should have when implementing an HFMS
system. Moreover, the uncertain authority of employees who are responsible
for taking corrective action is one of the problems that should be considered
in developing countries. In principle, the top management must themselves
commit to fully supporting the authority of those to whom they give
responsibility for corrective action. However, sometimes top management
can be governed more by economic factors than by the safety aspects of the
companys products. It is difficult to convince top management to fully
accept the HFMS principles throughout the whole chain. In addition, there is
a shortage of effective and experienced auditors. Auditing involves more
than access to records of CCPs, assessment of HFMS manuals, sampling at
CCPs and verification of records (Dillon & Griffith, 1996). Auditors should also
inspect production lines and other facilities to ensure that any new hazard
has been identified and taken into account; also their focus should be
extended to food safety auditing (Peters, 1999; Taverniers et al., 2004;
Leaper and Richardson 1999; and Orris, 1999).
2.1 Case studies
2.1.0 Hotel Management System of Impala Eco-Lodge
For effective and efficient customer care, the Lodge conducted research by
giving the forms to customer to fill. This was done using questionnaires (filled
by

customer)

and

signing

books

(which

were

used

by

the

Lodge

staff).Questionnaires were given to customers to assess the hotel staff

behaviors, qualities of service and any improvement that the lodge was to
do.
Some of the questions included;

13

i.

Does the staff bring out the practical nature of the lodge to the
customer?

ii.

Were the rooms okay with them?

iii.

Was the staffs approach friendly?

These questionnaires were then analyzed by the quality assurance officer

who later awarded points to each staff.
This was to ensure that staffs followed the rules and regulations to ensure
efficiency of the system used. The staffs signed in those books before and
after the work. The signed books were then taken to the system
administrators office every week where they were collected for further use.
Based on the above research, it was clear that the hotel based on two
parameters for appraisal. To our conclusion, the system was unjust because
you could not base on peoples judgment only to appraise other people as
well as the system (in this case customers filling in questionnaires) as people
have many weakness for example tribalism, bias to mention but a few.
Therefore there was a need for the development of an Effective Online Food
Management System at Impala Eco-Lodge and to train the staffs on how to
use the system.

14

CHAPTER THREE : METHODOLOGY

3.0.0 Project Management
In this phase the proponents discussed the project management, which was
the discipline of bringing about the successful completion of specific project
goals and objectives. The Gantt chart showed the activities and how each
day and time the proponents used to accomplish each activity.
The project methodology that was used in the development of the system
was system development life cycle (SDLC). SDLC is the process of the
understanding how an information system (IS) can support business needs,
designing the system, building it and delivering it to the users
This methodology is composed of four phase :
-

Planning
Analysis
Design
Implementation

The SDLC traces the history (lifecycle) of a developing information system.

Structured design methodology was waterfall development. With waterfall
development analyst and users proceeded in sequence from one phase to
the next and could be mapped out and evaluated.

15

Planning
Planning phase was the first phase in developing a new system which was
the first step to identify a need for the Customer ordering and also to plan
how to develop the functional requirement of a system. This was to include
determining whether a business problem or opportunity exist, conducting
feasibility studies to determine the development of a project plan.
Analysis
In this phase, we analyzed and considered the previous systems and
investigated any problems associated with it. Other sources of information
about system and the new requirements were also investigated at this time.
The output from this stage was to probably be no more than a set of notes.
Design
After the requirements had been determined, the necessary specifications for
the hardware, software, people, and data resources, and the information
products that were to satisfy the functional requirements of the proposed
system could be determined. The design was to serve as a blueprint for the
system and helps detect problems before these errors or problems were built
into the final system. We were to create the system design by reviewing the
work with the scope to ensure the design met the objectives and
requirements of the Food Management System.

Implementation

16

The implementation phase was described as those activities that began

when the system design had been completed. This phase was to produce
software code according to plan, analysis and system design that had been
done. Coding and debugging was the act of creating the final system. The
required documentation was to be referred to throughout the rest of the
system development process to ensure the developed project was aligned
with the needs, requirements and scope. The system was also tested to
evaluate its actual functionality in relation to expected or intended
functionality.
System
Last phase in system development was completed and the system was put
in daily use. It was the longest life-cycle phase. System involved correcting
errors which were not discovered in earlier stages of life cycle; improving the
implementation of system units and enhancing the Food Management
System services as new requirement were discovered

3.1 Overview of the Existing System

The previous system of the Impala Eco Lodge Hotel food management was
actually manual. They had no existing computerized order and sales system.
Due to the manual system that they had, their services were slow. In the
previous system problems like missing order, lost data and wrong delivery
details occurred.
3.1.0 User Overview
The user had difficulties in computing the customer order due to the manual
process. Receiving the order from the customer took a lot of time in writing
the order of the customer. Recording of data in manual process could lose
data and also had the possibility to make mistakes in writing the customers
order.
3.2 System Overview

17

The computerized order and sales system could lessen the time consumed in
writing the order of the customer. In computerized order, the customer could
select from the displayed menu in the LCD touch screen provided in each
table of the hotel / restaurant.
3.2.0 Users Overview of the system
The customer was to select the food they wanted to order from the LCD
touch screen provided in each table in the hotel / restaurant wherein the
proposed system was installed. After choosing the foods, they were to submit
it by pressing the Order button in the screen which would be transferred to
the counter side device.
3.3 DATA COLLECTION METHODS
3.3.1 Primary Methods
These were our first hand collection methods :
- Questionnaire
- Interviews
3.3.2 Secondary Methods
Here is where we relied on the information which were already collected by
other researchers. They included:
- Published books
- Journal
- Internet
- Research done by others
3.4 DATA COLLECTION TOOLS
18

The approaches and fact finding techniques that were used for the new
system are research, interviews and questionnaires.
3.4.1 Research
A useful fact finding is to research the application and problem, Computer
trade journals, reference books and the Internet were good sources of
information. They provided information on how others have solved similar
problems, plus learning whether or not software packages exist to solve the
problem. The advantages and disadvantages of using research as a fact
finding technique are listed below
Advantages
-Save time if solutions already exist
-Researcher can see how others have solved similar problems or met similar
requirements
-Keeps researcher up to date with current developments
Disadvantages
-Requires access to appropriate sources of information
-May ultimately not help in solving problem because problem is not
documented elsewhere
3.4.2 Interviewing

Interviewing was one of the most commonly used and normally most useful,
fact finding technique.
This technique was used to find out the facts, verifying facts, identifying
requirements and gathering ideas and opinions. With this technique, the
problem that occurred were easy to solve.
The information was collected through verbal and non-verbal interviews. The
questionnaires were prepared in advance before meeting the customers,
staff and management of the hotel.
The information collected by this method were reliable and accurate since it
gave both the interviewer and the interviewee greater flexibility and space of
opportunity to retrieve both questions and answers.
It guided the researcher in maintaining the right procedure while coming up
with this documentation.

19

This technique was more demanding in information collection, expensive and

requires a lot of time .Sometimes the interviewees were reluctant and
unwilling to give out information without being tipped (being paid).

20

1.

INTERVIEW QUESTIONS FOR THE STAFF

Open Ended Questions
1. What are the limitations of the current hotel food management
system---------------------------------------------------------------------------------------------------------

-----------------------------------------------2. --------------------------------------------------------------------------------------------------------------2. Whats your view on the implementation of a digital automated food
management system over the current manual system? State the reasons for
your answer.

3. What report do you expect from the new system

YES/ NO QUESTION
1. Is there any infringement in the available food management rules and
regulations by the customers?
Yes
No
MULTIPLE QUESTION
How many years have you worked as a hotel staff? Then whats your
experience with the system
A) 1-2 years
B) 3-5 year
C) 6-8 years
D) above 9 year
How often do you interact with the hotel customers?
A) Daily
B) Weekly
C) Monthly D)Yearly
2. How many Client do you serve in a month
(Please tick one box only)
A) 1-50
B) 51-100
C)101-150 D)above 150

3.4.3 QUESTIONNAIRES
These were set of standard questions which were based on the research
documentation. The questionnaires were distributed to all the selected
21

respondents who were required to fill them and return them on time as
scheduled by the author.

QUESTIONAIRES TO THE CUSTOMERS

Open Ended Questions
1. What is your likes and dislikes for the current manual food management
system with the current hotel staff?
Likes-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Dislikes-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------2. I would like to introduce an automated hotel food management system for
the hotel. Whats your take for the
same.---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------3. Briefly describe you requirements for an automated hotel food
management system and the way you will want to be served by
it-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

3.5 Conclusion
After literature review, research and case study on the proposed system, we
found that Hotel Food management System was a potential system in the
Lake Show of Lake Victoria. It would be very useful and helpful in Hotel Food
Management.

22

It would help customers to do fast orders as they wanted and also saved on
time for the delivery of the food stuff. Kenya and Kisumu in particular being a
developing country should apply concept E-Ordering in all types of industry
since Kenya hopes to realize vision 2030. Besides that, the proposed system
would be developed by using System Development Life Cycle (SDLC)
methodology

23

CHAPTER FOUR : PRESENTATION

4.1 Food Management Main System Form

This form allow the user to enter his / her details, select the delivery, size
options and the toppings required. Place the order and confirm if the order is
correct.

24

4.2 Delivery Form

This form provides for the delivery address where the toppings will be
delivered

25

4.3 Sample Output

4.3.1 Verified Delivery Order

26

4.3.2 Verified Pick up Order

27

CHAPTER FIVE: CONCLUSION

We are glad that the Hotel Food Management automated system was
success despite the challenges. With commitment and investment of cash
into this project we came up with an automated Hotel Food Management
system that can help administer Food management.

RECOMMENDATION
We recommend the empowerment of all system users for information system
awareness or basic knowledge through training.

28

5.2 Appendix
SYSTEM CODING
Coding is the writing of executable programmes statement called codes or
instructions which are then translated into meaningful programming lines by
the compiler. For a programmer to code he should be able understand
syntax and semantics of a particular programming language that enables
programmers to code and debug his program and a easier way
Codes
Option Explicit
Private Const curToppingPrice As Currency = 0.75
Private Const curSmall As Currency = 10
Private Const curMedium As Currency = 20
Private Const cursLarge As Currency = 40
Private curtoppings As Currency
Private curSize As Currency
Private curTotal As Currency
Private strSize As String
Private strToppings As String
Private strDeliveryMethod As String
Dim blnValidData As Boolean
Private Sub chkExtracheese_Click()
If chkExtracheese.Value = vbChecked Then
curtoppings = curtoppings + curToppingPrice
Else
' curtoppings = curtoppingscurToppingPrice
End If
Debug.Print "Toppings = "; curtoppings; "Total is"; curTotal
curTotal = curtoppings + curSize
If blnValidData = True Then
If chkExtracheese.Value = vbChecked Then
strToppings = strToppings & vbCrLf & "Extra Cheese"
End If
End If
End Sub
Private Sub chkGreenpepper_Click()
If chkGreenpepper.Value = vbChecked Then
curtoppings = curtoppings + curToppingPrice
29

Else
'curtoppings = curtoppingscurToppingPrice
End If
Debug.Print "Toppings = "; curtoppings; "Total is"; curTotal
curTotal = curtoppings + curSize
If blnValidData = True Then
If chkGreenpepper.Value = vbChecked Then
strToppings = strToppings & vbCrLf & "Green Pepper"
End If
End If
End Sub
Private Sub chkMushroom_Click()
If chkMushroom.Value = vbChecked Then
curtoppings = curtoppings + curToppingPrice
Else
' curtoppings = curtoppingscurToppingPrice
End If
Debug.Print "Toppings = "; curtoppings; "Total is"; curTotal
curTotal = curtoppings + curSize
If blnValidData = True Then
If chkMushroom.Value = vbChecked Then
strToppings = strToppings & vbCrLf & "Mushroom"
End If
End If
End Sub
Private Sub chkOnion_Click()
If chkOnion.Value = vbChecked Then
curtoppings = curtoppings + curToppingPrice
Else
' curtoppings = curtoppings curToppingPrice
End If
Debug.Print "Toppings = "; curtoppings; "Total is"; curTotal
curTotal = curtoppings + curSize
If blnValidData = True Then
If chkOnion.Value = vbChecked Then
strToppings = strToppings & vbCrLf & "Onion"
End If
End If
End Sub
Private Sub chkPepperoni_Click()
If chkPepperoni.Value = vbChecked Then
curtoppings = curtoppings + curToppingPrice
30

Else
' curtoppings = curtoppings curToppingPrice
End If
Debug.Print "Toppings = "; curtoppings; "Total is"; curTotal
curTotal = curtoppings + curSize
If blnValidData = True Then
If chkPepperoni.Value = vbChecked Then
strToppings = strToppings & vbCrLf & "Pepperoni"
End If
End If
End Sub
Private Sub chkSausage_Click()
If chkSausage.Value = vbChecked Then
curtoppings = curtoppings + curToppingPrice
Else
' curtoppings = curtoppingscurToppingPrice
End If
Debug.Print "Toppings = "; curtoppings; "Total is"; curTotal
curTotal = curtoppings + curSize
If blnValidData = True Then
If chkSausage.Value = vbChecked Then
strToppings = strToppings & vbCrLf & "Sausage"
End If
End If
End Sub
Private Sub cmdCancel_Click()
txtName.Text = ""
txtPhone.Text = ""
txtAddress.Text = ""
optSmall.Value = False
optMedium.Value = False
optLarge.Value = False
optPickup.Value = True
chkPepperoni.Value = vbUnchecked
chkSausage.Value = vbUnchecked
chkMushroom.Value = vbUnchecked
chkGreenpepper.Value = vbUnchecked
chkExtracheese.Value = vbUnchecked
chkOnion.Value = vbUnchecked
chkPepperoni.Enabled = False
chkSausage.Enabled = False
chkMushroom.Enabled = False
chkGreenpepper.Enabled = False
chkExtracheese.Enabled = False
31

chkOnion.Enabled = False
txtName.SetFocus
End Sub
Private Sub optPickup_Click()
txtAddress.Visible = False
lblAddress.Visible = False
End Sub
Private Sub cmdExit_Click()
End
End Sub
Private Sub cmdOrder_Click()
Dim intOrderCorrect As Integer
'holds yes/no response from user
'check for delivery or pickup
If optDelivery.Value = True Then
strDeliveryMethod = "Delivery"
Else
strDeliveryMethod = "Pickup"
End If
intOrderCorrect = MsgBox("Order for " & txtName & vbCrLf & strSize &
"Pizza for " & strDeliveryMethod & " with" & vbCrLf & strToppings &
vbCrLf & vbCrLf & "Total = " & Format(curTotal, "currency") & vbCrLf &
vbCrLf & "Is this order correct?", vbYesNo, "Verify Order")
If intOrderCorrect = vbYes Then
Me.PrintForm
Call cmdCancel_Click
End If
End Sub
Private Sub optDelivery_Click()
txtAddress.Visible = True
lblAddress.Visible = True
'txtAddress.SetFocus
If optDelivery.Value = False And txtAddress = "" Then
MsgBox "Invalid address"
txtAddress.SetFocus
Else
blnValidData = True
End If
End Sub
Private Sub optLarge_Click()
chkPepperoni.Enabled = True
32

chkSausage.Enabled = True
chkMushroom.Enabled = True
chkGreenpepper.Enabled = True
chkExtracheese.Enabled = True
chkOnion.Enabled = True
curSize = curLarge
curTotal = curtoppings + curSize
strSize = "Large"
If strSize = "" Then
MsgBox "Invalid size"
optLarge.SetFocus
Else
blnValidData = True
End If
End Sub
Private Sub optMedium_Click()
chkPepperoni.Enabled = True
chkSausage.Enabled = True
chkMushroom.Enabled = True
chkGreenpepper.Enabled = True
chkExtracheese.Enabled = True
chkOnion.Enabled = True
curSize = curMedium
curTotal = curtoppings + curSize
strSize = "Medium"
If strSize = "" Then
MsgBox "Invalid size"
optMedium.SetFocus
Else
blnValidData = True
End If
End Sub
Private Sub optSmall_Click()
chkPepperoni.Enabled = True
chkSausage.Enabled = True
chkMushroom.Enabled = True
chkGreenpepper.Enabled = True
chkExtracheese.Enabled = True
chkOnion.Enabled = True
curSize = curSmall
curTotal = curtoppings + curSize
strSize = "Small"
If strSize = "" Then
33

MsgBox "Invalid size"

optSmall.SetFocus
Else
blnValidData = True
End If
End Sub
Private Sub txtName_Change()
'error checking
blnValidData = False
If txtName.Text = "" Then
MsgBox "Invalid name"
txtName.SetFocus
Else
blnValidData = True
End If
End Sub
Private Sub txtPhone_Change()
If txtPhone.Text = "" Then
MsgBox "Invalid phone"
txtPhone.SetFocus
Else
blnValidData = True
End If
End Sub

34

5.4 Reference
1) http://www.hotelmanagementsystem.com/
2) Francesco B. 1999, Programming in Microsoft Visual Basic 6. Microsoft
Press, US
3) Carl Gustarf Bernhard and Mc Johnson, Software engineering
Fundamentals. New York Oxford (Oxford University press),(1996).
4) Ian Somerville, Software Engineering: Addison Wesley, (2001), (Sixth
Edition)
5) James F.Peters and Witold Pedrycz, Software Engineering An
Engineering Approach. John Wiley and Sons , Inc.(New York),(2000).
6) J.K .Sharma, Project Management: New Delhi, Macmillan India LTD,
(2003), (Second Edition)
7) Microsoft visual Studio 2005.com/Msdn/codeguru
8) Samuel M.Kangethe, Introduction to System Analysis and Design:
Nairobi, Envision publishers, (2002), (First Edition)

35

5.5 ACRONYMS
UML:

Unified Modelling language

SDLC:

Software Development Life Cycle

VB6.0:

Microsoft Visual studio6.0

CASE:

Computer Aided Software Engineering

DOM:

Direct Object Modeling

ERM:

Entity relationship modeling

IHS:

integrated Hotel system

LMS:

learning management system

HFMS:

Hotel Food Management System

LCD :

Liquid Crystal Display

36