Every business organization has tasks that should be carried out to arrive at its objective. This task has to be done not just effectively but also, efficiently. To be effective means to achieve results, to make the right decisions and successfully carry them out so that they achieve the organization’s goals and objectives. To be efficient means to use the resources, people, money, raw materials and the like wisely. Since the dawn of the computer age, people have turned to innovations brought about by technology to make their work faster and more efficient.
Businesses of all sizes make use of computer based information systems because of its great benefits to improve efficiency of business transaction and easy access and retrieval of records. Not only does this kind of technology improve their daily routine and processes, but also boost their daily business transactions, communications and general operations. Also, the use of this technology will improve company’s competence in delivering their services to their market which gives them an edge over other establishments in the same field. The result is less time spent on tasks, efficient use of resources thus, increasing the business revenue.
The study aims to develop a computerized hotel accommodation and reservation and billing system at Amethyst Econotel to improve efficiency of its daily business transactions and record keeping thus, enhancing the quality of service for its guests. This chapter will cover the background of the company and the problems that confront the company in relation to operations. 1. 1BACKGROUND OF THE STUDY Amethyst Econotel, owned by Mr. and Mrs. LeoniloRegalado San Juan, was established on May 13, 2011. It is situated in Amethyst Road Balibago Complex, Santa Rosa City, Laguna.
The hotel is one kilometer away from the amusement park Enchanted Kingdom, three kilometers away from The Santa Rosa Technopark, and is an hour’s drive from Manila City. It is a four-storey building with fifty-five (55) rooms all fitted with tiled flooring, simply furnished rooms, air conditioning, cable TV, and telephones connected to the receptionist at the ground floor. Private bathrooms come with shower facilities and toiletries. They feature a 24-hour front desk and security. They also provide luggage storage, laundry and massage services and complimentary parking.
They also house a snack bar, and offer breakfast at an additional charge. 1. 2STATEMENT OF THE PROBLEM Since the hotel has just been built, the management uses the manual system of tracking time-in of customers checking in and keeping records. Customers choose important considerations in choosing a place to stay like location, price/value and service. These are the primary basis of customers to be attracted to the business. Since the researchers found out that manual procedure is still used in processing their billing and reservation transactions, it greatly affects the customer’s needs and the efficiency of the service of the hotel.
Employees are also having a hard time checking the availability of the rooms, time ending of each customer and which rooms are yet to be checked clean. Since the hotel keeps a manual system, they maintain a storage room for the records and files of customers which takes up space in their hotel and makes it hard and time consuming for them to retrieve old records when needed. GENERAL PROBLEM The manual system of Amethyst Econotel holds back the improvement and expansion of the business. SPECIFIC PROBLEMS 1. The hotel billing statement does not provide specific or detailed information regarding the customer’s payment or charges. . Slow processing of accommodation and difficulty in checking room availability. 3. Space consuming storage for customer files and records. 1. 3OBJECTIVES OF THE STUDY GENERAL OBJECTIVE To replace the manual system of hotel reservation, accommodation and customer record keeping by Amethyst Econotel. SPECIFIC OBJECTIVES 1. To make the processing of customer reservation and accommodation of Amethyst Hotel faster and more efficient.
2. To keep records of the customers with less space used and to make it easier for the management to access these records. 3. To provide a detailed information and breakdown of ustomer payment and charges. 4. To come up with a system that is easy to operate. 1. 4SIGNIFICANCE OF THE STUDY This study aims to provide improvement on the following people involved: Accounting Supervisor and Staff Creating a computerized reservation and billing system will make it faster and easier for these personnel to manage and manipulate transactions with customers. It will also help monitor the maintenance of the rooms that needs to be cleaned. It will also increase their skills in order to cope up with technological advancement as we are living the computer age. Owner
This system will help the business owner monitor the chances of expansion of their business by comparison of their daily income and monitoring of weekly and monthly income. Allocation of funds for the business will be easier. Customers Faster and more accurate transactions will be expected when the system is implemented which will satisfy the customers even more. Billing receipt will also be more detailed. Proponents Creating this system will broaden the knowledge of the proponents and will enhance their skills in their chosen profession. This system also gives them privilege of career improvement and at the same time financial stability. . 5SCOPE AND LIMITATION This study seeks to develop a computerized hotel reservation, billing statement and record storage of Amethyst Hotel. The study includes the following: SECURITY Only employees recorded in the admin database are allowed to access the system. This gives confidentiality and security of the transaction process and records of the business. RESERVATION AND TRANSACTION The system will monitor the available rooms and the rooms in use with time remaining for each room with input and manipulation of the employee on duty. This form will be created with easy manipulation for the employees to get used to it easily.
DAILYREPORTS The system will also have a module for dailyreport to monitor the income of the business. OFFICIAL RECEIPT AND CUSTOMER RECORDS The system will issue a detailed official receipt for the customer and keep a copy as well for the record of the hotel. LIMITATION The system will only cover for transactions in cash and would not cover transactions with credit card and check as mode of payment. Also, the system will not ask for the name of the customers as for privacy of each customer, instead, each customer for each transaction or reservation will be assigned a customer number. . 0 Methodology of the Study The proponents propose to apply the System Development Life Cycle (SDLC) for this kind of system. SDLC is a framework that is used to structure, plan, and control the process of developing an information system. SDLC is a step by step guide for the proponents to make their system work properly and limit errors while implementing the system. SDLC Phases 1. Initial Idea 2. Requirements 3. System Analysis 4. System Design 5. Implementation 6. Maintenance Figure 2. 1 This figure shows the System Life Development Cycle 2. 2 Initial Idea
All projects starts with an initial idea. It consists of a brief definition on what the project is all about, what is the purpose and what the project aims to accomplish. In this phase the proponents conducts research on how the company do their transaction. How the computerized system will help their transaction more efficient and convenient to their customer. How the computerized system do to make their business more competitive to other. 2. 3 Requirements Analyzing the requirements defines a series of possible solutions to the problem and presents them to management in terms of business option.
It will also defines the flow of the data in the system, deriving system functions and develop user role specifications, prototypes and process specifications. This phase helps the proponents to determine what requirements need for the business to make their reservation and billing transaction work properly. Also in this stage will define the flow of data in the system and develop user role specification. 2. 4 Systems Analysis The output from this stage of the SDLC is the system specification which gives precise details of what the new system is required to do, but does not go into how it does it.
This phase would analyze problem occurring on their current reservation and billing transaction. This would also allow the proponents to make some interviews on the client so that some of the problems in their current transaction will tackle and sharing of ideas happen. 2. 5 Systems Design The stage will deal with how the requirements of the new system are carried out. In this stage the system designer will design various type of system that will meet the requirements specification of the business. Once test the client will choose which system best fit to their needs. 2. 6 Implementation
It also can be defined as “the put live “stage. This is when the user starts using the system to carry out their business activities. Implementation phase is the actual operation of the system. The proponents will conduct training and seminar for the user for them to become more familiar to the new system. 2. 7 Maintenance It includes the regular reviews and evaluations to ensure that it is achieving its objectives, identify any aspects that can be improved or any operational problems. In this stage the proponents will make sure that the system work appropriate for the business.
This comes some activity to make this proposed system better by putting up a back up for the system, enhancement, system checking and elimination of errors. 3. 0Data Gathering Procedure and Output •Interview Method -Gathering information and making an interview is a one way for the proponent to make the study effective and will help analyst to come up with a reliable system. -Conduct interviews and discussion with the client. -Distribute and collect questionnaires. – Actual visit on the site. •Observation -We were not able to get the questionnaire immediately because of some circumstances. The manual billing transaction last for 3 days if it’s a government transaction. -The reservation is manually transacts. •Research The proponent gathers some information through various type of research. •Library Research -Proposal on Computerized Reservation and Billing System for Spring Resort Hotel. •Internet Research -Proposal on System Analysis and Design ( www. scribd. com) -Proposal on System Analysis and Design (www. wiki. en) 4. 0Documentation of the Current System •Reservation and Billing Process Transactions are all manually made. There are no phone-in transactions. The transaction was accepted by a cashier.
The cashier will take all necessary information about the customer. After that the customer will place his/her orders and the cashier will record it on a record book. The customer must pay over the counter. The transaction is non-refundable but in any case occur only product change will be given. The transaction can be summarized as this: 1. Walk-in inquiry on availability of products 2. Customer Information gathering and order taking 3. Confirmation of orders 4. Payment. 5. Issuance of receipts 6. No refunding 7. Change Item •Product Ordering Process Product ordering is made by the owner or the manager.
The cashier should consolidate how many items were sold and how many items were left in inventory by manually counting them in the inventory room and the station. Product ordering process is as follows: 1. Selling of items 2. Checking of product quantity left in the inventory 3. Cashier reporting to manger about critical stocks 4. Owner ordering the critical items 5. 0Software/Project Estimation This stage includes the schedule of activities and the cost estimation. 5. 1 Schedule of Activities In scheduling of activities, we used the Gantt chart. ActivitiesDecJanFeb wk1wk2wk3wk4wk1wk2wk3wk4wk1wk2wk3wk4 1.
Brainstorming 2. Planning 3. Information Gathering 4. Analysis 5. Design Figure 5. 1. 1 The Gantt Chart of Schedule of Activities Components •Brainstorming – Brainstorming is a group creativity technique designed to generate a large number of ideas for the solution of a problem. •Planning – an act of formulating a program for a definite course of action •Info-gathering – the act of collecting information •Analysis – Analysis of data is a process of inspecting, cleaning, transforming, and modeling data with the goal of highlighting useful information, suggesting conclusions, and supporting decision making.
Data analysis has multiple facets and approaches, encompassing diverse techniques under a variety of names, in different business, science, and social science domains. •Design – it is the actual development and planning of the structures of the system. 5. 0 Requirements Analysis Specification This defines the possible solutions to the problem that was presented as a Data Flow Diagram. The step involved within the diagram defines the flow of processes in the sales and inventory system of Motorparts. 5. 1Process Specification Modeling