Online Guest Accommodation Booking System

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1 DIRECTORATE OF ESTATES, MINISTRY OF URBAN DEVELOPMENT, GOVERNMENT OF INDIA Online Guest Accommodation Booking System [User Manual For Booking Agency] Document Prepared By Sunil Babbar, Scientist C, NIC [Last Updated - June 2013] This web application is designed and developed by Urban Development Division of National Informatics Centre for the Directorate of Estates. Online Guest Accommodation Booking System Page 1 of 35

2 Contents 1. Introduction 2. Audience 3. Facility Provided by Web Application 4. Operating Instructions for Booking Agency 4.1 How to Start the Application 4.2 Booking System 4.3 What the Booking Agency Users can do with the Booking System? 5. Steps as per Menu Options under Booking System 5.1 Take Print 5.2 Booking Confirm Bookings To Confirm Booking Request: To Reject Booking Request: To Delete Booking Request: Undo Previous action of Confirmation, Rejection or Deletion 5.3 Booking Confirm Only To Confirm Booking Request 5.4 Bank Challan Prepare New Challan 5.5 Bank Challan View Old Challan 5.6 Queries and Reports Bookings and Availability Units Booked and Available Statistics Holiday Homes and Hostels Online Units Booking Status Feedback Status Search Archive Cases 5.7 Receive Applications By Diarist Role 5.8 Help Online Guest Accommodation Booking System Page 2 of 35

3 1. Introduction Directorate of Estates is an attached office of the Ministry of Urban Development. It is responsible for the administration and management of the office buildings and residential accommodation of Government of India in the metropolitan cities of Delhi, Mumbai, Calcutta and Chennai and five other cities/towns namely Shimla, Chandigarh, Ghaziabad, Faridabad and Nagpur. There are around 60,000 general pool residential government quarters in Delhi, allotment of all these quarters done by the Estate office. One of the facilities provided by the Directorate of Estates is the facility of Holiday Homes and Touring Officers Hostel at various locations in India. This facility is offered to following category of officials: a. Sitting Member of Parliament b. Central Govt. employees (on official visits) c. Serving Central Govt. employee (on leave, LTC or personal visits) d. State/PSU employees (on duty/leave) e. Retired Government Employees Ordinarily, the booking is released on first-come first-served basis. However, the Allotting authority has a right to assign priority in booking, in the order as per the category of officials mentioned above. This web application has been developed to provide information about Holiday Homes and Touring Officers Hostels and their booking. Through this website Directorate of Estates welcomes online application registration for booking of Holiday Homes and Touring Officers Hostels. The online registration facility is currently available for 22 Holiday Homes / Touring Officers Hostels across India. 2. Audience The targeted audiences of this web application are: a. Applicants (Category of officials as mentioned in the Introduction, to whom Holiday Homes and Touring Officers facility is offered) b. Booking agencies of Directorate of Estates and CPWD ( authorized to confirm bookings) c. Section responsible for web content updation (Content Manager) d. Web Application Administrator Online Guest Accommodation Booking System Page 3 of 35

4 3. Facility Provided by Web Application S.No. Facility Link/Section Audience(s) 1. Introduction about web application About Us Applicants, Public, Content Manager 2. Information about Holiday Homes and Touring Officers Hostel ( Locations, Rates, Booking Agencies, Booking Method, etc.) 3. To check the Availability status for the required period of stay 4. To check rates for the intended stay at Holiday Home / Touring Officers Hostel 5. To read about the steps of online booking 6. To apply online for the registration of Booking of Holiday Homes / Touring Officers Hostel 7. To Know about demand and Availability statistics for the period 8. To check the status of Booking Request, Take Print and Know Lost Booking ID 9. SMS Alerts on Application Registration, Application Receiving, Confirmation and Rejection Holiday Homes Applicants, Public, Content Manager Check Availability Applicants Check Rates For Stay Apply Online Apply Online Apply Online Apply Online Automatic by system Applicants Applicants Applicants Applicants Applicants Applicants 10. To Confirm, Reject, Cancel bookings Booking System Booking Agencies 11. To Generate and View Bank Challan Booking System Booking Agencies 12. To Diary received booking applications Booking System Booking Agencies 13. To check the status of application and taking print as per status 14. Internal Queries and Reports A. Bookings and Availability (Room Wise) B. Units Booked and Available Statistics C. Holiday Homes/Hostels D. Online Units E. Booking Status F. Feedback Status G. Search Archive Cases 15. Master Data Updation A. Guest Accommodation B. Booking Agency C. Guest Units D. Guest Category E. Valid Documents F. GRP Items Booking System Booking System Booking System Booking Agencies Booking Agencies Application Administrator Online Guest Accommodation Booking System Page 4 of 35

5 G. User Detail H. Audit Trail I. Waiting Position J. Circular Master 16. For package offers on Holiday Homes / Holiday Package Touring Officers Hostel 17. To provide feedback Queries, Feedback Suggestions and Complaints 18. For changing header, footer, labels on the web page 19. For accessing the latest circulars Circulars issued about Holiday Homes and Touring Officers Hostels 20. To know Lost Booking Request ID Check Lost Booking ID Applicants, Public, Content Manager Applicants, Public Site Management Web Administrator Applicants, Public, Content Manager Applicants 21. Help Section Help Applicants, Public, Content Manager 22. Ticker for important announcements Ticker at bottom of main page Applicants, Public, Content Manager Online Guest Accommodation Booking System Page 5 of 35

6 4. Operating Instructions for Booking Agency 4.1 How to Start the Application To start the application, type the following URL in the Internet browser: As soon as you open the above link, the home page will appear. User can access various information as per requirements. The home page screen is shown below. Home Page Screen Home page screen is used as gateway to provide information about Holiday Homes and Touring Officers Hostel and option to register online for some stations. The Home page has following options: About Us Holiday Homes Check Availability You will get general introduction about the web application On clicking this link, a PDF file will open. This file will have further links to provide information about Holiday Homes as well as Touring Officers Hostels Through this option you can check the availability and demand for the Holiday Homes / Touring Officers Hostels for the dates you want. This facility is available for the Holiday Homes / Touring Officers Hostels, booking registration for whom have been made online. This facility is available for maximum of 60 Online Guest Accommodation Booking System Page 6 of 35

7 Check Rates for Stay Apply Online Booking System Holiday Package Feedback Site Management Circulars Check Lost Booking ID Help Images on the Right Ticker days from the current date. To check rates for the intended stay at Holiday Home / Touring Officers Hostel On clicking this option you will get the options to check the steps of booking, Apply for registration of Booking, Check the status of application, Search your Booking ID, Check demand and availability and Check Rates for the stay This is a link for internal system for Directorate of Estates Through this option you can check if any Holiday Packages are offered by Directorate of Estates You can provide your feedback about the web application as well as about the Holiday Homes / Touring Officers Hostel, through this option This link is for Site Administrator For accessing the latest circulars issued about Holiday Homes and Touring Officers Hostels To know Lost Booking Request ID You can find instructions, manuals etc. which will help you in using this system Image is displayed as main image on home page when you click on it Ticker for important announcements at the bottom of main page 4.2 Booking System After you click on Booking System Link you will be navigated to Booking System Login Screen Booking System Login Screen Online Guest Accommodation Booking System Page 7 of 35

8 Through the Booking System Login Screen Authorized users of Booking Agency will be able to login to the internal Booking System. There are two types of Booking Agency Users: 1. Account for managing Booking requests for Confirmation, Rejection etc. 2. Account for updating the receipts of physical booking request applications Note: PASSWORD1 and PASSWORD2 should not be same. If you have entered your login with wrong password up to 5 times, you will be redirected to alert page with message Your Password has been Blocked, Please contact Application Administrator!! as shown below: After successful login you will be navigated to Booking System Welcome Screen This screen will be displayed according to the roles of the authorized person. For the Booking Agency where the role is for making confirmations etc., following Booking System Welcome Screen will come: Online Guest Accommodation Booking System Page 8 of 35

9 Booking System Welcome Screen 4.3 What the Booking Agency Users can do with the Booking System? Booking System Welcome Screen provides the links for the following facilities: S.No. Facility Link/Section 1. Taking Printouts of Booking Request Take Print Letter, Confirmation Letter, Rejection Letter of the applicants who have chosen you as the booking agency 2. Action to be taken on the application Booking Confirm Bookings Confirm Booking, Reject Application or Delete Application 3. Action to be taken on the application Booking Confirm Only Confirm Booking (For improving performance on slow network) 4. To Generate Bank Challan Bank Challan Prepare New Challan 5. To View old Challan Bank Challan View Old Chalan 6. Queries and Reports To know status of the Units (rooms) Queries and Reports Booking Online Guest Accommodation Booking System Page 9 of 35

10 vacant and allotted for the period of 60 days from the current date for the Guest Accommodation under Your control To Know about demand and Availability statistics for the period To see the list of Holiday Homes and Touring Officers Hostel To see the list of rooms under the Booking Agency To see the list of Bookings according to status: Pending Allotted Not Confirmed Deleted Expired To view Feedbacks received To Search the Cases which have been moved to archive 7. To Diary the Applications received for booking of Guest Accommodation 8. Help Section for Booking Agency related to Booking System and Availability Queries and Reports Units Booked and Available Statistics Queries and Reports Holiday Homes/Hostels Queries and Reports Online Units Queries and Reports Booking Status Queries and Reports View Feedbacks Queries and Reports Search Archive Cases On Login as Diarist role Diarist Screen will open Help 5.0 Steps as per Menu Options under Booking System Once you login to the Booking System with your password you will get the menu options whose detailed explanations are as under: 5.1 Take Print On selecting this option you will get following Take Print Screen screen: Take Print Screen Online Guest Accommodation Booking System Page 10 of 35

11 Through this screen you can check the status and take print as per status, of the Current Case as well as Old Cases which have been archived as of cutoff date. You have to enter Booking Request ID and press button Check Booking Status. Basic Booking request details along with status of the application are displayed, as shown in screen Take Print Screen-2 below. Take Print Screen-2 On clicking the button Take Print on this screen, print of Booking request form, confirmation letter or Rejection Letter is generated as per the status of the case. You can also see the complete details of the case by select the radio button under Complete Details head. Following screen will come: Take Print Details Screen Online Guest Accommodation Booking System Page 11 of 35

12 5.2 Booking Confirm Bookings The Booking Section has two options one is Confirm Bookings and Second is Confirmation Only. Through Confirm Bookings option, you can Confirm, Reject, Delete the booking request. You can also move the booking request to pending from other status to undo the action of Confirm, Reject or Delete. Confirmation Only option has been provided to only confirm the bookings. This option has been provided to enhance the performance of Confirm Job for the agencies, those who have slow network connectivity. After click on Confirm Bookings of menu item user will be navigated to Confirm Booking Screen. Confirm Booking Screen Online Guest Accommodation Booking System Page 12 of 35

13 Confirm Booking Screen has five blocks. They are interlinked to each other. In first block Booking Request Detail, select Guest Accommodation and then select Status. On selecting status you can get the list of Pending, Allotted, Not Confirmed, Deleted and Expired cases. You can also filter your search according to Check In and Check Out dates. Search using these dates are optional for pending cases but mandatory of Allotted, Not Confirmed and Expired cases. After filling the search criteria click on Search button then second block will be visible to the user. Second block will show list of cases in the Data Grid related to the search criteria. This list can be sorted by Booking Request Date (By Default) and by Check-In and Check-Out date. Online Guest Accommodation Booking System Page 13 of 35

14 You can select any radio button from data grid for the case you want to take action. Then rest other blocks will be visible to the user. Though the System automatically moves the pending cases to Expired if check-in date for the cases have expired i.e. goes below current date but if such cases arise in grid i.e check in date is smaller than current date then following message will be displayed to the user along with non-editable blocks: Otherwise three blocks Applicant detail, Payment Detail and Booking Detail are also displayed: Online Guest Accommodation Booking System Page 14 of 35

15 Applicant Detail block is non-editable and contain booking request details. Payment Detail block is non-editable and contain payment details If you have selected such pending case where cases higher in priority exists in pending state, you will not be able to confirm booking for such case till the type you have taken some action on cases existing with higher priority. Following alert screen will appear on selecting such case: Online Guest Accommodation Booking System Page 15 of 35

16 Booking Detail block is editable. It has fields Check In, Check Out, Allotment Date, No of Nights, Room No., Booking Slip No. and Remarks(If any). User can change the Check in and Check out date, up to Plus-minus 3 days of period. By default Allotment Date is current date and No of Nights will be calculated on the basis of check in and check out date. Room no. can be selected from the list of available rooms for that period on the basis of check in and check out date. If you had selected status as pending then three buttons Accept, Reject and delete will be visible to the user at the bottom of the page. To Confirm Booking Request: You can confirm the booking request by clicking Accept button and you will get the confirmation letter. You can take the printout of confirmation letter through the button Print your Confirmation Letter button and to go back to the previous window by click on back button for processing other applications. Online Guest Accommodation Booking System Page 16 of 35

17 Confirmation Letter To Reject Booking Request: You can Reject the booking request by clicking Reject button and you will be asked to select the reason(s) of rejection from the pop-up Rejection list and will get the rejection letter. You can take the printout of Rejection letter through the button Print your Rejection Letter button and to go back to the previous window by click on back button for processing other applications. Rejection List Online Guest Accommodation Booking System Page 17 of 35

18 Rejection Letter To Delete Booking Request: You can Delete the booking request by clicking Delete button and you will be asked to give the reason of Deletion of Request. Provide the reason of deletion and press ok and booking request will be deleted. Reason to delete the request Online Guest Accommodation Booking System Page 18 of 35

19 To UNDO the Allotted, Rejected, Deleted or Expired Cases If the application status is Allotted, Not Confirmed (means Rejected) or Deleted then one button Undo will be visible to you. You can click on the Undo button to cancel the booking confirmation, Rejection and deletion and reset the booking request status to Pending and then can take action on the booking request application. 5.3 Confirmation Only Booking Screen This link has been provided to confirm the bookings only. This option is for improving performance on slow network. Select the link Confirmation Only under Booking option Select Guest Accommodation and click search button the see the pending cases. You can also filter the search by selecting the Check-In and Check-Out dates. Online Guest Accommodation Booking System Page 19 of 35

20 By selecting the case from grid you can allot the room same as through Confirm Bookings option. You can not Reject or Delete through this option. 5.4 Bank Challan Prepare New Challan After you select Prepare New Chalan of menu item you will be get Prepare New Chalan Screen: Online Guest Accommodation Booking System Page 20 of 35

21 Select Guest Accommodation and then select radio button options Axis/UTI Bank or Others. You will get the list of cases according to option selected. From the list in the data grid choose checkbox(s) for the cases you want to prepare new chalan. After selecting the check-box(es), click on Prepare Chalan button to get the chalan report and click on Print button on Chalan Report to take the printout of the report. Online Guest Accommodation Booking System Page 21 of 35

22 Challan Report 5.5 Bank Challan View Old Challan After you select View Old Chalan of menu item you will be get View Old Chalan Screen: Through this screen either you can select the Chalan ID directly or you can select the dates during which the chalan was issued to filter the search and then select Chalan Id. Press Report button to get the chalan report of selected chalan Id. To take the printout of the chalan report, click on the Print Button. Online Guest Accommodation Booking System Page 22 of 35

23 5.6 Queries and Reports Bookings and Availability Online Guest Accommodation Booking System Page 23 of 35

24 You can select this option to get the room wise Vacant and Booked (to whom booked) for a period of 60 days from the current date, for the selected Guest Accommodation under you control. Report start date can also be selected. At a stretch it gives report for 30 days. By default current date is selected You can also check the status of particular room under the selected guest accommodation. You can also export the report to excel worksheet. 5.7 Queries and Reports Units Booked and Available Statistics When you select the link following page will open where you will have to select the Holiday Homes / Touring Officers Hostel and then select the booking Agency for that accommodation and then give the period for which you want to know the availability and demand: Demand Availability Screen Please select the Guest Accommodation, Booking Agency and Period for which you want to check the demand availability and press Report Button. Booking Request From Date and Online Guest Accommodation Booking System Page 24 of 35

25 Booking Request From To dates are to be specified since these are mandatory columns. Calendar for these dates are active for the allowed range of 60 days from the current date, for the period you can check the status. You will get the following report in new window which can be printed by clicking a Print Button at the bottom of the report page. Demand Availability Report provides the following information: Total No. of Rooms available for Online Booking Request at Guest Accommodation /Touring Officers Hostel, with the selected Booking Agency Total no. of Rooms available and Booked on a particular day Total Pending Demand on a particular day Demand Availability Report Screen 5.8 Queries and Reports Holiday Homes and Hostels On selecting Holiday Homes/ Hostels of menu item you will be shown Holiday Homes and Hostels Report Screen. Online Guest Accommodation Booking System Page 25 of 35

26 Holiday Homes and Hostels Report Screen Select the Guest Accommodation under your booking agency and press Report button to get the details. Click on Print button to get the printout of the guest accommodation. 5.9 Queries and Reports Online Units You can select this option to get the list of online units of selected guest accommodation. You can select the guest accommodation under your control and press Report button to see the list will get Online Units Report Screen. Online Units Report Screen To take print out of online units press Print button Queries and Reports Booking Status Online Guest Accommodation Booking System Page 26 of 35

27 After selecting Booking Status of menu item user will be navigated to Booking Status Report Screen. Booking Status Report Screen Through this screen you will be able to get the list of Pending, Alloted, Not Confirmed and Deleted booking request applications. You can select the Guest Accommodation for which you want a report for particular status. You can filter your search by selecting Booking Request Date From and To period. You will get four different reports based on status and can print the report by pressing Print button on the report screen. List you will get for Pending Cases: List you will get for Allotted Cases: Online Guest Accommodation Booking System Page 27 of 35

28 List you will get for Not-Confirmed Cases: List you will get for Deleted Cases: 5.11 Queries and Reports Feedback Status Through this screen you will be able to view the feedbacks received. You can select You can filter your search by selecting Feedback For, Feedback Type and Feedback received during the period From Date and To Date. Online Guest Accommodation Booking System Page 28 of 35

29 You can select the case to see the complete feedback description as shown below Online Guest Accommodation Booking System Page 29 of 35

30 5.12 Queries and Reports Search Archive Cases Online Guest Accommodation Booking System Page 30 of 35

31 Archive Case Home Archive Case Details Online Guest Accommodation Booking System Page 31 of 35

32 5.13 Receive Applications By Diarist Role On login to the Booking System through Diarist Role of Booking Agency following screen will come and it will display all the pending applications not marked as received through this application: You can select all the pending cases where applications have not been received yet in the system by selecting the option All Pending Applications are displayed in the order of Booking Request ID. Diarist can check the applications received column and press submit to receive the applications selected from the current screen. You can select the pending cases where applications have not been received yet in the system between the selected Check-In and Check-Out dates by selecting the option Between Check In-Check Out Date Online Guest Accommodation Booking System Page 32 of 35

33 You can also select the case for particular Booking Request ID using option By Booking Request ID If you press submit without selecting any cases then will get the following screen with message: Online Guest Accommodation Booking System Page 33 of 35

34 On selecting the received applications press submit button as in following screen and will get the alert accordingly: Online Guest Accommodation Booking System Page 34 of 35

35 5.14 Help Provide the help related to the booking system - The End - Online Guest Accommodation Booking System Page 35 of 35

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