National Informatics Centre
User Manual – Booking Agency
Directorate of Estates
DIRECTORATE OF ESTATES, M/O URBAN DEVELOPMENT, GOVERNMENT OF INDIA
Online Guest Accommodation Booking System [User Manual For Booking Agency] Document Prepared By – Sunil Babbar, Scientist ‘C’, NIC Document Reviewed and Approved By – A.N. Mishra, Senior Technical Director, NIC [Last Updated on June 2011]
This web application is designed and developed by Urban Development Division of National Informatics Centre for the Directorate of Estates.
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National Informatics Centre
User Manual – Booking Agency
Directorate of Estates
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
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 17 stations 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 ( authorized to confirm bookings) c. Section responsible for web content updation (Content Manager) d. Web Application Administrator
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User Manual – Booking Agency
Directorate of Estates
3. Facility Provided by Web Application S.No. Facility 1. Introduction about web application 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 read about the steps of online booking 5. To apply online for the registration of Booking of Holiday Homes / Touring Officers Hostel 6. To Know about demand and Availability statistics for the period 7. To check the status of Booking Request 8. To Confirm, Reject, Cancel bookings 9. To Generate Bank Challan 10. To Diary received booking applications 11. Master Data Updation 12. Internal Reports 13. For package offers on Holiday Homes / Touring Officers Hostel 14. To provide feedback – Queries, Suggestions and Complaints 15. For changing header, footer, labels on the web page 16. Help Section
Link/Section About Us Holiday Homes
Audience(s) Applicants, Public, Content Manager Applicants, Public, Content Manager
Check Availability
Applicants
Apply Online
Applicants
Apply Online
Applicants
Apply Online
Applicants
Apply Online
Applicants
Booking System
Booking Agencies
Booking System Booking System
Booking Agencies Booking Agencies
Booking System
Application Administrator Booking Agencies Applicants, Public, Content Manager
Booking System Holiday Package Feedback
Applicants, Public
Site Management
Web Administrator
Help
Applicants, Public, Content Manager
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User Manual – Booking Agency
Directorate of Estates
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: http://holidayhomes.nic.in As soon as you open the above link, the home page will appear. User can access the various 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
Apply Online Booking System Holiday Package Feedback Site Management Help Images on the Right
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 home as well as touring officers hostel 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 90 days from the current date. On clicking this option you will get the options to checks the steps of booking, Apply for registration of Booking, Check the status of application and Check the demand and availability 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 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
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4.2
User Manual – Booking Agency
Directorate of Estates
Booking System
After you click on Booking System Link you will be navigated to Booking System Login Screen
Booking System Login Screen Through the Booking System Login Screen Authorized users of Booking Agency will be able to login to the internal Booking System. Note: PASSWORD1 and PASSWORD2 should not be same. If you have entered your login with wrong password up to 5 times. As soon as you enter the login details, you will be redirected to alert page with message – “Your Password has been Blocked, Please contact to Admin!!” 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, ‘Booking System Welcome Screen’ will come:
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Directorate of Estates
Booking System Welcome Screen
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 1. Taking Printouts of Booking Request Letter, Confirmation Letter, Rejection Letter of the applicants who have chosen you as the booking agency 2. Action to be taken on the application – Confirm Booking , Reject Application or Delete Application 3. To Generate Bank Challan
Link/Section Take Print
Audience(s) Booking Agency
Booking àConfirm Bookings
Booking Agency
Bank Chalan àPrepare New Chalan Bank Chalan àView Old Chalan
Booking Agency
To know status of the Units (rooms) vacant and allotted for the period of 90 days from the current date for the Guest Accommodation under Your control
Queries and Reports à Booking and Availability
Booking Agency
To Know about demand and Availability statistics for the period
Queries and Reports à Units Booked and Available Statistics Queries and Reports à Holiday
Booking Agency
4.
To View old Chalan
5.
Queries and Reports
To see the list of Holiday Homes and Touring Officers
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Booking Agency
Booking Agency
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6.
7. 8.
5.0
User Manual – Booking Agency
Hostel Homes/Hostels To see the list of rooms under Queries and the Holiday Homes Reports à Online Units To see the list of Bookings Queries and according to status: Reports à Booking · Pending Status · Allotted · Not Confirmed · Deleted To view Feedbacks received Queries and Reports à View Feedbacks To maintain the master data Master Data such as: · Guest Accommodation (Holiday Homes/ Touring Officers Hostel) Details · Booking Agency Details · Guest Units (Rooms) under Guest Accommodation · Guest Category · Guest Accommodation Rates · List of Values for various items · Authorized users details with their roles · Audit Trail of Login To Diary the Applications received for booking of Guest Accommodation Help Section for Booking Agency related to Booking System
On Login as Diarist role ‘Diarist Screen’ will open Help
Directorate of Estates
Booking Agency Booking Agency
Booking Agency Application Administrator
Booking Agency Booking Agency
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:
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User Manual – Booking Agency
Directorate of Estates
Take Print Screen
You have to enter booking request id and press ‘ok’. Booking request details along with status of the application is displayed if the application is sent to you by the applicant otherwise you will get the message that you are not authorized to access this application. Take Print Screen has option to take print out of Booking request form by clicking button ‘Click to print Your Booking Request Form’ and can take print of confirmation letter by clicking link ‘Click to Print Your Booking Confirmation Letter’ or ‘Click to Print Your Rejection Letter’ as the case may be depending on the booking status 5.2
Booking à Confirm Bookings
After click on Confirm Bookings of menu item user will be navigated to Confirm Booking Screen.
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User Manual – Booking Agency
Directorate of Estates
Confirm Booking Screen Through this screen, you can Confirm, Reject, Delete the booking request and you can also move the booking request to pending from other status. 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 or Allotted or Deleted cases. You can also filter your search according to ‘Booking request Date from’, and ‘To’, and ‘Check In’ and ‘Check Out’. But these are optional. After filling the search criteria click on ‘Search’ button then second block will be visible the user. Second block will show some list of information in the Data Grid related to the search criteria. ·
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.
·
If ‘check in’ date is smaller than current date then following message will be displayed to the user along with non-editable blocks:
·
Three block are ‘Applicant detail’, ‘Payment Detail’ and ‘Booking Detail’.
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User Manual – Booking Agency
Directorate of Estates
· ·
‘Applicant Detail’ block is non-editable and contain booking request detail. ‘Payment Detail’ block is editable only if payment detail is not available and needs to be entered by Booking Agency. ???
·
‘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 7 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 (other than Emergency Quota) during that period on the basis of ‘check in’ and ‘check out’ date.
If you had selected ‘Status’ as pending then three buttons will be visible at the bottom to the user ‘Accept’, ‘Reject’ and ‘delete’. 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.
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
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User Manual – Booking Agency
Directorate of Estates
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
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
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User Manual – Booking Agency
Directorate of Estates
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 ‘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
Bank Challan à Prepare New Challan
After you select Prepare New Chalan of menu item you will be get Prepare New Chalan Screen:
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.
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User Manual – Booking Agency
Directorate of Estates
Challan Report
5.4
Bank Challan à 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.
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5.5
User Manual – Booking Agency
Directorate of Estates
Queries and Reports à Bookings and Availability
You can select this option to get the room wise Vacant and Booked (to whom booked) for a period of 90 days from the current date, for the selected Guest Accommodation under you control. You can also check the status of particular room under the selected guest accommodation. You can also export the report to excel worksheet.
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User Manual – Booking Agency
Directorate of Estates
Queries and Reports à 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
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User Manual – Booking Agency
Directorate of Estates
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 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 90 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 with their Types available for Online Booking Request at Guest Accommodation /Touring Officers Hostel, with the selected Booking Agency Total no. of Rooms available and Booked with their Types on a particular day Total Pending Demand on a particular day
You need to click the + against the figures to see the Types of Rooms.
Demand Availability Report Screen
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User Manual – Booking Agency
Directorate of Estates
Queries and Reports à Holiday Homes and Hostels
On selecting Holiday Homes/ Hostels of menu item you will be shown Holiday Homes and Hostels Report Screen.
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.
5.8
Queries and Reports à 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.
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User Manual – Booking Agency
Directorate of Estates
Queries and Reports à Booking Status
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 Alloted Cases:
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User Manual – Booking Agency
Directorate of Estates
List you will get for Not-Confirmed Cases:
List you will get for Deleted Cases:
5.10
Queries and Reports à Feedback Status
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User Manual – Booking Agency
Directorate of Estates
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’.
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You can select the case to see the complete feedback description as shown below
5.11
Master Data
Though this Module has been explained here it is available to Application Administrator only. Booking Agency will not be able to operate this. For any changes in the master data Application Administrator (currently NIC-Urban Development Unit) needs to be contacted through DD(Computers) and AD(Regions), Directorate of Estates, Nirman Bhawan, New Delhi Application Administrator will be able to maintain following master data: · · · · · · ·
Guest Accommodation Detail Booking Agency Detail Guest Units Detail Guest Category Detail GRP Item Detail User Detail Audit Trail
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User Manual – Booking Agency
Directorate of Estates
Guest Accommodation: On selecting Master Data à Guest Accommodation , Administrator can add new guest accommodation and also modify and delete the details of existing guest accommodation. On selecting this option will get following screen:
Guest Accommodation Detail Screen For adding guest accommodation press ‘Add’ button from the Guest Accommodation Detail Block and enter details in Add Guest Accommodation Details block and press ‘Submit’. For making any changes to the guest accommodation, select option button of that guest accommodation from the grid and will get data in block below for making changes. Press ‘Update’ after making changes, ‘Delete’ to remove record or ‘Cancel’ to go back to data grid above. Booking Agency: On selecting Master Data à Booking Agency , Administrator can add new Booking Agency and also modify and delete the details of existing Booking Agency. On selecting this option will get following screen:
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Directorate of Estates
Booking Agency Detail Screen
Guest Units: On selecting Master Data à Guest Units , Administrator can add new Units (Rooms) and also modify and delete the details of existing Units. On selecting this option will get following screen:
Guest Units Detail Screen
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User Manual – Booking Agency
Directorate of Estates
This screen provides option to: · Add Units under the guest accommodation and specifying whether the unit is online or not and the booking agency under which this unit is. · Edit the details of Units, changing booking agency, making unit online or offline, type of unit · Can also maintain the master for type of units through the right block of the screen Guest Category: On selecting Master Data à Guest Category , Administrator can add category of guests and also modify and delete the details of existing categories. On selecting this option will get following screen:
Guest Category Detail Screen To be used to maintain category of applicants eligible for booking of guest accommodation. Here the fields valid days and Days allowed, indicate the no. of days in advance a applicant can apply and maximum period of stay allowed as per his/her category.
GRP ITEM: On selecting Master Data à GRP ITEM , Administrator can add category of ITEMS and list of values under that category and also to modify and delete the existing details. On selecting this option will get following screen:
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User Manual – Booking Agency
Directorate of Estates
GRP Item Detail Screen GRP Item Detail Screen has two blocks ‘List Item Detail’ and ‘List of Values of Corresponding Item’. ‘List Item Detail’ block has one data grid to provide the detail of category of items to be listed. Data grid has an option to add, edit and delete the item from ‘List Item Detail’ and also has radio button to add, edit and delete value for the item corresponding to List Item in the ‘List of Value of Corresponding Item’ block. List Item Detail is Master Block and List of Value of Corresponding Item is child block
User Detail: On selecting Master Data à User Detail , Administrator can add, modify and delete login users of the booking system. On selecting this option will get following screen:
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Directorate of Estates
User Detail Screen Administrator can give user details and assign role to user which can be Application Administrator, Booking Agency, Content Manager. User can be associated with Guest Accommodation and Booking Agency based on role. Audit Trail: On selecting Master Data à Audit Trail , Administrator can view the audit trail of successful and unsuccessful login attempts. On selecting this option will get following screen:
Audit Trail Screen
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User Manual – Booking Agency
Directorate of Estates
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:
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. Application By default Received date is current date but can be modified with back date. But it cannot be future date. For moving on to the next page applications received ( if any ) from the current page are to be selected and submitted.
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User Manual – Booking Agency
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5.13
User Manual – Booking Agency
Directorate of Estates
Help
Provide the help related to the booking system -
The End -
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