Functional requirements of Housekeeping Management System with non-functional

Functional Requirements

1. User Management
   • Account Creation and Login: Allow users to create accounts, log in securely, and manage their profiles. Users include housekeeping staff, supervisors, and administrators.
   • Role-Based Access Control: Implement role-based access control to differentiate permissions and access levels for different types of users.
   • Profile Management: Enable users to update personal details, contact information, and roles.
2. Task Management
   • Task Assignment: Provide functionality for assigning housekeeping tasks to staff members, including room cleaning, laundry, and maintenance.
   • Task Tracking: Track the progress and completion of assigned tasks, including start and end times.
   • Task Scheduling: Schedule recurring tasks and set deadlines for one-time or special tasks.
3. Staff Management
   • Shift Scheduling: Create and manage staff schedules, including shift assignments, days off, and overtime.
   • Attendance Tracking: Record and monitor staff attendance, including clock-in and clock-out times.
   • Performance Monitoring: Track and evaluate staff performance based on task completion, punctuality, and feedback.
4. Inventory Management
   • Inventory Tracking: Manage and track housekeeping supplies and equipment, including stock levels, usage, and reordering.
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   • Stock Alerts: Set up alerts for low stock levels to prompt reordering of supplies.
   • Supplier Management: Maintain information about suppliers and manage purchase orders for inventory replenishment.
5. Room Management
   • Room Status: Monitor the status of rooms, including clean, dirty, and in-progress.
   • Room Assignment: Assign rooms to housekeeping staff for cleaning and maintenance based on status and priority.
   • Room Inspection: Provide tools for room inspections and quality checks to ensure cleaning standards are met.
6. Request Management
   • Guest Requests: Allow guests to submit housekeeping requests (e.g., extra towels, room cleaning) through the system or via mobile app.
   • Request Tracking: Track and manage the status of guest requests, including response times and fulfillment.
7. Reporting and Analytics
   • Task Reports: Generate reports on completed tasks, staff performance, and operational efficiency.
   • Inventory Reports: Provide reports on inventory usage, stock levels, and supply costs.
   • Financial Reports: Generate reports on housekeeping-related expenses, including labor and supply costs.
8. Communication
   • Internal Messaging: Provide an internal messaging system for communication between housekeeping staff, supervisors, and administrators.
   • Notifications: Send notifications for task assignments, request updates, and schedule changes.
9. Integration
   • Property Management System (PMS): Integrate with a property management system for synchronization of room status, guest information, and scheduling.
   • Mobile Access: Provide a mobile app or mobile-friendly interface for staff to access tasks, schedules, and requests on the go.
10. Compliance and Standards
    • Cleaning Standards: Ensure compliance with cleaning and hygiene standards, and provide checklists and guidelines for staff.
    • Regulatory Compliance: Adhere to relevant regulations and standards for health and safety, labor laws, and data protection.

Non-Functional Requirements

1. Performance
   • Response Time: Ensure fast response times for user interactions, such as task updates, inventory checks, and report generation (e.g., under 2 seconds for most operations).
   • Scalability: The system should handle increasing numbers of users, tasks, and data without performance degradation.
2. Reliability
   • Uptime: Ensure high system availability with minimal downtime (e.g., 99.9% uptime).
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   • Error Handling: Implement robust error handling and recovery mechanisms to manage system failures and ensure data integrity.
3. Security
   • Data Encryption: Encrypt sensitive data, including staff information, guest requests, and inventory details, both in transit and at rest.
   • Authentication and Authorization: Use secure authentication methods and role-based access control to manage user permissions and protect data.
   • Data Backup: Implement regular data backups and establish procedures for data recovery in case of system failures or data loss.
4. Usability
   • User Interface: Design an intuitive and user-friendly interface for managing tasks, schedules, and reports.
   • Accessibility: Ensure the system is accessible to users with disabilities, following accessibility standards (e.g., WCAG).
5. Maintainability
   • Code Quality: Write high-quality, well-documented code to facilitate system maintenance and updates.
   • Documentation: Provide comprehensive documentation for users, administrators, and developers, including user guides, technical manuals, and troubleshooting guides.
6. Availability
   • Backup and Recovery: Implement regular data backups and establish procedures for data recovery in case of system failures or data loss.
   • Failover: Ensure the system has failover capabilities to switch to backup systems or servers if necessary.
7. Portability
   • Cross-Platform Compatibility: Ensure the system is compatible with various devices and operating systems used by users, including desktops, tablets, and mobile devices.
8. Supportability
   • Technical Support: Provide mechanisms for obtaining technical support and resolving issues, including help desks, online resources, and customer service.
   • Error Reporting: Include functionality for reporting issues or bugs and tracking their resolution.