Online Billing and Reservation System
of
Adams Beach Resort
A Special Problem
Proposal Presented to
The Computer Studies Department
College of Sciences
De La Salle University – Dasmariñas
In Partial Fulfillment of the Requirements for the
Degree Bachelor of Science in
Information Technology
Legaspi, Jonalie Anne R.
Lamson, Madelaine P.
Gazmen, Paul Vincent D.
January 2011
ACKNOWLEDGEMENT
Sincere gratitude is hereby extended to the following who never ceased in helping us
until this study is structured:
First and foremost to our beloved Almighty God, Father, we thank You for Your
abundant blessings, for always guiding us and for giving us confidence, strength, wisdom and the
will to finish this study.
To Adams Beach Resort and its staff, for giving us the opportunity, trusting us in
developing their system, and providing us our needs for their company.
To our families, who morally, emotionally and financially supported us all throughout
and giving us encouragement to finish this thesis. Thank you for always being there in times of
doubts and for lifting our hopes in times of uncertainties.
To BIT43 family and to all our friends, for their constant moral and emotional support
and ideas, thank you for sharing with us your simple jokes and laughters, for joining us in
bashing the villains of our college life, and for simply being there in good times and bad.
To Mr. Jose Filio, our thesis adviser, for the encouragement, guidance and support from
the initial level to the final level of our thesis. We are so blessed to have an understanding and
supportive adviser. Thank you for your faith in us.
To Ms. Azenith R. Mojica and Ms. Jennylinde A. Rodriguez, our panelists, for sharing
their precious time, positive insights and giving us the opportunity to develop an Online Billing
and Reservation System for Adams Beach Resort.
ABSTRACT
The Online Billing and Reservation System was proposed as a replacement for the
Manual Billing and Reservation System of Adams Beach Resort in order that the company may
have a systematized form of operation and transaction, in addition to a trouble-free work for the
officers-in-charge. The system will be built on the World Wide Web Technologies, and is
operated entirely online providing clients with a friendly, simple yet powerful tool for managing
and optimizing throughput.
In addition, the proponents will develop a proficient and useful system for Adams Beach
Resort. There will be a reservation of packages, services and products and billing for every
transaction. The system will also provide an everyday inventory, and billing and invoices for the
client or as requested by the client. Billing would comprise the generation of invoices along with
the summary of computations for operations such as overtime, stripping, plug-in and blast
freezing.
Table of Contents
CHAPTER 1
Introduction
Background of the Study 1 Statement of the Research Problem 2 Statement of Objectives 4 Significance of the Study 4 Scope and Limitations of the Study 5 Methodology of the Study 6
CHAPTER 2
Review of Related Literature
Local 13 Foreign 16
CHAPTER 3
Theoretical Framework
Statements of Assumptions 20 Operational Definitions 21 Theories Used in the Study 23
CHAPTER 4
The Existing System
Description of the System 27 Inputs 28 Processes 29 Files 35 Outputs 36 Data Flow Diagram 37 Problem Areas 37
CHAPTER 5
The Proposed System
System Overview 39 System Objectives 40 Scope 40 System Justification 41
CHAPTER 6
Design
Inputs 42 Processes 43 Files 47 Outputs 48
CHAPTER 7
Implementation
Resource Requirements 50 Installation Plans 51
CHAPTER 8
Conclusions and Recommendations
Conclusions 55 Recommendations 55
APPENDICES 56
Appendix A: Data Flow Diagrams (Existing System)
Appendix B: Data Flow Diagrams (Proposed System)
Appendix C: Entity Relationship Diagram
Appendix D: Normalization
Appendix E: Sample Forms
Appendix F: Screen Design
CHAPTER 1
Introduction
1.1 Background of the Study
Nowadays, information about anything is within reach. The online world is fast
approaching that every companies has its own websites or its own online service. And
one of better known online services is the Online Billing and Reservation System, which
most hotels, restaurants and resorts wish to have. This system provides immediate
communication between the company and its customers and clients wherever they are.
Customers and clients can reserve in a fast and efficient way that can eliminate their long
travel just to get a reservation slot.
Adams Beach Resort, a newly established resort in Nasugbu, Batangas, is one of
these competitive resorts in town. It is located at #24 Maligaya Beach, Nasugbu,
Batangas, Philippines, and was founded and established by Mr. and Mrs. Nonalita Adams
in the year 2007. It was just a rest house of the Adams family before, but Mr. and Mrs.
Adams saw that the place has the potential of being a resort.
Adams Beach Resort offers beach front (black sand), two swimming pools, six
air-conditioned rooms for overnight use only (four to six persons each), nine nipa huts for
overnight and day use (ten to twelve persons each), and six open cottages for day use
only. The resort also offers some recreational facilities like spa room, snack bar place,
videoke and some sport amenities like bamboo rafts/balsa, horseback riding (for summer
only), beach volleyball, table tennis, badminton, junior sized billiard, and for Filipino
games: sack race and tug-of-war. The resort also has a venue for catering services for
2
special occasions, an air-conditioned and a non-air conditioned function halls that each
has a capacity of 50 persons and a restaurant that can be reserved for a whole occasion in
one day.
The proponents were motivated by the stated factors above to pursue the study
and provide Adams Beach Resort a system that will make their work convenient and
efficient. An online billing and reservation system will help ABR to advertise their resort
more effectively and provide for an easy reservation to their clients.
1.2 Statement of the Research Problem
For the past two years, Adams Beach Resort has been using manual billing and
reservation system. Though they have an existing website, they do not update this
because it is only for advertisement. Reservations in this website can be made by sending
an e-mail to the manager of the resort, but because of the busy schedule of the manager,
they cannot always monitor their mail and confirm reservations of clients. As a result,
difficulties are experienced by the resort.
Adams Beach Resort is having a problem on Data Redundancy. Reservations
through phone calls, e-mails and walk-ins are written repeatedly in their logbook.
Cancellations of reservations are also written repeatedly in their logbook.
There are cases when clients want to reserve on the same date or same facilities
without knowing that the scheduled date has already been reserved. In such case, Conflict
in Schedule is faced by the resort. The manager of the resort deals with this by giving the
reservation to the first client who will give their down-payment to avail of the reservation
3
slot. The other client will be asked or suggested to reschedule, avail of the other facilities
or transfer to other resorts.
Another problem of the resort is about the Inaccurate Computation and
Information. Computations are done manually which result to wrong input of the right
figures or amount resulting to inconsistencies in their reports. Regarding the information,
though the resort has a website, this is not always updated. It causes wrong information
about the resort, the policies and most especially the new rates of each room, amenities
and other facilities.
Security of Data is also one of their problems. The resort’s manager is only using
a logbook for the reservations. If the logbook is lost, the manager does not have any
back-up files for the reservations. Similar problem is faced in the generation of reports.
The reports needed for the resort are not summarized. The owner only receives the
compilation of the official receipts and the listed reservations on the logbook.
With these problems, the resort is really alarmed. They cannot compete with other
resorts easily and if this will continue it may result to losses or worse, bankruptcy. The
proponents will therefore try to make an online billing and reservation system that will
surely lessen the burdens of the management, improve their reservation system, and solve
the problems of Adams Beach Resort.
1.3 Statement of Objectives
1.3.1 General Objective
To develop an online billing and reservation system for Adams Beach Resort.
4
1.3.2 Specific Objectives
1.3.2.1 To gather information about the manual system of Adams Beach Resort by
interviewing the caretaker and the owner.
1.3.2.2 To evaluate the existing system of Adams Beach Resort through observation.
1.3.2.3 To identify the prototype needed to support the needs of the company.
1.3.2.4 To provide and design a solution for their problems by creating a system that will
help them organize their transactions to minimize or eliminate the problems that
they are experiencing today.
1.3.2.5 To make the reservations more accessible by creating a website where you can
reserve anytime by filling up the necessary forms online.
1.4 Significance of the Study
The proponents believe that this study is important because it can help the Adams
Beach Resort by enhancing their manual system of billing and reservation by making it
online and computerized, quick and accurate reservations for the resort.
The beneficiaries of this system are not only the owner / manager of the resort but
also their clients.
Company – The proposed system will make the procedure faster and easier. The
proponents’ system also introduces them to a new trend of technology that would lead to
gain more profit and more clients.
Manager – This system lessens the work to be done by the manager because it can
generate reports easily.
5
Employees – This system helps them to give accurate information and billing
statement to the customer.
Clients – They will have no difficulties in making reservations through this online
system. This system gives accurate information and eliminates travel expenses going to
and from the resort for the booking.
Proponents – This system serves as a guide for them to apply their knowledge
about programming and databases.
Future Researchers – This serves as a reference and guides for future researchers
especially those who decide to conduct a study related to Online Billing and Reservation
System.
1.5 Scope and Limitations of the Study
The scope of this study will be the overall online billing and reservation system of
Adams Beach Resort. The proposed system covers the different processes involved in
making reservations in the resort that deals with acquiring the client’s reservation
information. The study also covers the client’s account, online scheduling of each
reservation, online cancellation of each reservation, online viewing of the available
facilities, security of the client’s information, computation of bills, generation of receipts,
mode of payment, maintenance, and the generation of reports - the customer records,
facilities reservations and cancellations availability of the facilities and the weekly
reservation list. In addition, the proponents also include the resort’s vision mission, terms
and conditions, area information, facility rates, packages, resort’s promos, and the
6
photographs of the resort and its facilities that will serve as an online advertisement of the
Adams Beach Resort.
The study is only limited to Online Billing and Reservation process, thus, the
computation of income and computation of expenses such as electric and water bills, and
expenses for the maintenance of function rooms, kubos and other amenities are not
included.
1.6 Methodology of the Study
In order to develop a billing and reservation system for Adams Beach Resort, the
proponents have chosen V-Model from among other software models. This model is a
variation of the waterfall model. It focuses on testing throughout the development life
cycle. Planning is very important in this method thus it is really helpful in developing the
system.
Requirement Analysis
“In the Requirements analysis phase, the requirements of the proposed system are
collected by analyzing the needs of the user(s). This phase is concerned with the
establishment of what the ideal system has to perform. However, it does not determine
how the software will be designed or built. Usually, the users are interviewed and a
document called the user requirements document is generated.”
- [http://en.wikipedia.org/wiki/V-
Model_(software_development)#Requirements_analysis)]
7
The proponents gathered information by conducting an interview to Adams Beach
Resort. They determined the current system and problems of the resort. From this
information, they’ve determined the requirements they’ll need to have an online billing
and reservation system.
System Design
“Systems design is the phase where system engineers analyze and understand the
business of the proposed system by studying the user requirements document. They
figure out possibilities and techniques by which the user requirements can be
implemented. If any of the requirements are not feasible, the user is informed of the issue.
A resolution is found and the user requirement document is edited accordingly.”
- [http://en.wikipedia.org/wiki/V-
Model_(software_development)#System_Design]
In this process, the proponents decided the features they will implement in their
system. The proponents created a data flow diagram, entity relationship diagram and
conducted a conceptual design with the help of the Adams Beach Resort caretaker.
Program Design
“In systems, design functions and operations are described in detail, including
screen layouts, business rules, process diagrams and other documentation. The output of
this stage will describe the new system as a collection of modules or subsystems.
8
The design stage takes as its initial input the requirements identified in the
approved requirements document.”
- [http://www.answers.com/topic/systems-development-life-cycle#Design]
The proponent wrote codes to the system design and included the complete
description of the functions and interactions involved. The proponents chose the language
to be use and analyzed it. They will prepare the flow of the transactions for their system.
Coding
“Modular and subsystem programming code will be accomplished during this
stage. Unit testing and module testing are done in this stage by the developers. This stage
is intermingled with the next such that individual modules will need testing before
integration to the main project.”
- [http://www.answers.com/topic/systems-development-life-cycle#Design]
The proponents used PHP for the front-end and MySQL for the back-end of the
system.
Unit and Integration Testing
“In the V-model of software development, unit testing implies the first stage
of dynamic testing process. According to software development, a fault discovered and
corrected in the unit testing phase is more than a hundred times cheaper than if it is done
after delivery to the customer. It involves the analysis of the written code with the
9
intention of eliminating errors. It also verifies that the codes are efficient and adhere to
the adopted coding standards. Testing is usually white box. It is done using the Unit test
design prepared during the module design phase. This may be carried out by software
developers. In integration testing, the separate modules are tested together to expose
faults in the interfaces and in the interaction between integrated components. Testing is
usually black box as the code is not directly checked for errors.”
- [http://en.wikipedia.org/wiki/V-
Model_(software_development)#Unit_Testing]
The proponents ensured that all aspects of the program design are implemented
and the system’s module is tested by using the top down method to make sure that there
will be no errors.
System Testing
“System testing will compare the system specifications against the actual system.
After the integration test is completed, the next test level is the system test. System
testing checks if the integrated product meets the specified requirements.”
- [http://en.wikipedia.org/wiki/V-
Model_(software_development)#System_Testing]
The proponents made sure that the system, including the modules, are correctly
implemented. The proponents tested the finalized system in order to avoid errors or faults
in the system.
10
Acceptance Testing
“Acceptance testing is the phase of testing used to determine whether a system
satisfies the requirements specified in the requirements analysis phase. The acceptance
test design is derived from the requirements document. The acceptance test phase is the
phase used by the customer to determine whether to accept the system or not.”
- [http://en.wikipedia.org/wiki/V-
Model_(software_development)#User_Acceptance_Testing]
The proponents demonstrated the system to the Adams Beach Resort’s owner and
staff and asked if all the requirements they expected were implemented.
Operation and Maintenance
“The deployment of the system includes changes and enhancements before the
decommissioning or sunset of the system. Maintaining the system is an important aspect
of SDLC. As key personnel change positions in the organization, new changes will be
implemented, which will require system updates.”
- [http://www.answers.com/topic/systems-development-life-
cycle#Operations_and_maintenance]
The proponents implemented the system and it was used by Adams Beach Resort.
If the resort will add some new facilities, a modification of the system is needed. And if
the system malfunctions, the proponents will maintain and enhance it to suit the user’s
needs.
11
Figure 1.1
V Model
REQUIREMENTS ANALYSIS
SYSTEMDESIGN
OPERATION AND MAINTENACE
PROGRAMDESIGN
ACCEPTANCE TESTING
CODING
SYSTEM TESTING
UNIT AND INTEGRATION
TESTING
CHAPTER 2
Review of Related Literature
This chapter is about the literatures that have several special problems about
online billing and reservation system that are related to the proponent’s study. It helped
the proponents to analyze and develope their proposed system more effectively.
2.1 Local Literature
SIERRA MADRE AND SPRING VALLEY ONLINE RESERVATION WITH
BILLING SYSTEM
E. Estores,, C. Ignacio, 2009
Sierra Madre and Spring Valley uses a manual system for their reservations. Their
reservation is done mostly through calls. Their computation of bills is also done
manually. The database for customer records and other files needed are not included in
their system.
From the specified problems above, the system that was created is online
reservation and billing system. It monitors the files and records of the customers via
database. Clients with user accounts can reserve hotel rooms and other amenities and
payments for their reservation are also done via internet.
13
The proponents’ proposed system is similar to their study in terms of monitoring
their customer records and other files needed by having a database. The system also
includes a user account for the clients of the resort.
ONLINE BILLING AND RESERVATION SYSTEM OF VILLA SILVINA
RESORT
B.B. Zapanta, R.L. Belardo, F.E. Flores, G.L. Sobrevilla, 2009
Villa Silvina Resort uses the traditional way in providing quality service and
catering to the needs of their customers. Villa Silvina Resort also focuses on keeping
track of records, generating billing reports and inventory reports.
Villa Silvina Resort uses a manual billing and reservation system and they
experienced difficulties in monitoring the reservations and billing, specifically in
organizing the reservations and accuracy in the computation of the total bills. Using a
manual system is prone to errors because of inconsistency of data, misplaced data and
redundancy of records.
The proponents cited some similarities in the use of manual process in their
transaction which could be used as reference. The system makes the operation faster.
14
ONLINE BILLING AND RESERVATION SYSTEM OF HOTEL DOMINIQUE
D.M. Cabatbat, G.S. Gonzalvo, 2009
The ‘Online Billing and Reservation System of Hotel Dominique’ was developed
for the replacement of the manual system of Hotel Dominique. In reservation, the system
contains the checking of available rooms, function rooms and amenities. Viewing of the
assessment of reservations and cancelation of reservations are also provided in it. In
billing, the system offers online payment thru the use of credit card. The proponents of
this study used the V-Model as their methodology.
The proponents found some similarities with Hotel Dominique’s Online Billing
and Reservations System. In terms of reservation, both systems are proficient of making,
checking, viewing and canceling of reservations. The proposed system uses the same
methodology used by the study.
ONLINE BILLING AND RESERVATION SYSTEM OF VILLA FELICIDAD
RESORT
M.P. Benamir, K.R. Berin, G.N. Gallano, 2009
The reservation system of Villa Felicidad Resort is done manually. The
management encounters inefficiency in their transactions and operations particularly in
scheduling of reservation, security of data or misplaced data due to disorganized filing. It
is also time consuming for the computation of bills. The resort is also having a hard time
15
with these entire stated problems. The goal of this study is to eliminate the difficulties of
Villa Felicidad Resort and have a more efficient reservation process.
The proponents saw some similarities in their study in terms of using the manual
reservation process. The system has confirmation online and also serves as an
advertisement for Adams Beach Resort.
2.2 Foreign Literature
ONLINE BILLING AND RESERVATION SYSTEM OF BACARA RESORT &
SPA
[http://www.bacararesort.com/]
Bacara Resort and Spa has a website that is truly captivating. With its design,
interfaces, simplicity, easy-to-browse and 24-hour website, the clients will be captivated.
The online reservation system of Bacara encompasses registration for a clients’ account,
calendar to verify the availability of rooms, instant confirmation online and modification
or cancellation of reservation at any time. They also have a virtual tour that takes the
customers and clients around the whole resort.
The proponents found many similarities in Bacara Resort & Spa website and
system with the proposed system. The design of the website, the virtual tour, the calendar
that checks the availability of rooms, the modification and cancellation of reservations
and the 24 hour accommodation covers this comparison.
16
ONLINE BILLING AND RESERVATION SYSTEM OF ASTON HOTELS AND
RESORTS
[http://www.astonhotels.com/]
The Aston Hotels and Resorts’ website have a reservation and billing system. It
also includes all their information, from the hotel and resort’s history to the type of
accommodations the clients may use. In terms of reservation, the system has a calendar
that can be viewed to verify the available dates of the selected destination resort. While
having reservation, the clients can see the prices of all facilities. They can choose from
any accommodation easily that corresponds to their budget. The clients may also choose
their desired payment via credit card. The total amount of their billing is also stated there.
The system also has a user account for their clients.
The proposed system is similar to that of Aston Hotels and Resorts in terms of
having a calendar that verifies the availability of dates. It gave the proponents an idea
how the availability of rooms should be checked, trapped and monitored. The billing
system of the resort is also similar with that of the proponents in terms of payment via
credit cards and delivery of prices in the website.
17
ONLINE BILLING AND RESERVATION SYSTEM OF HOTEL CATERINA OF
AMALFI
[http://www.hotelsantacaterina.it/en/index]
Hotel Santa Caterina has a website to which the clients can browse some of their
features. It also includes the reservation system where clients can fill-out an application
form, reserve their desired slot, or cancel their previous reservation. Clients can also view
the availability of rooms for reservation together with the estimated fees that the clients
have to pay. The system also ensures the security of the transactions made by their
clients. In their terms and conditions, all the data given by their clients are encrypted by
SSL (Secure Socket Layer) encryption. They will not share the client’s data to any other
party.
The assurance of security given by the Hotel Santa Caterina to their clients is
similar to the proponents’ proposal. Reservation online is really high in terms of risk
because of online hackers. In this case, the proposed system also ensures an assurance of
the security of the given data by their clients.
18
ONLINE BILLING AND RESERVATION SYSTEM OF THE SUMMIT HOTEL
SUBANG USJ MALAYSIA
[http://www.summithotelusj.com]
The Summit Hotel Subang USJ uses an automated system that gives the client a
more systematic way of reserving a slot in their hotel thru online reservation. The online
reservation of Summit Hotel Subang USJ include features such as viewing the
availability of rooms, filling up the application form, reserving the clients’ desired slot as
well as cancelling their reservation.
This study is similar to the proponents’ study because the proposed system is an
online reservation system which has the same features of Summit Hotel Subang USJ such
as viewing the availability of rooms, reserving and cancelling a slot.
CHAPTER 3
Theoretical Framework
3.1 Statement of Assumptions
The proponents gathered information and data about the current system of Adams
Beach Resort. The following statements of assumptions were made with reference to the
study.
3.1.1 The resort staff and owner will provide all the necessary processes and data
for the system.
3.1.2 The authorized persons who will use the proposed system are
knowledgeable on the use of computer and Internet.
3.1.3 The resort has a computer that has an Internet access.
3.1.4 The resort staff and owner will support the development of the system.
3.1.5 The developed website of Adams Beach Resort will be hosted by a web-
hosting domain.
3.1.6 The information inputted in the system will be accurate and updated.
3.2 Operational Definition
3.2.1 Definition of Terms
Amenities – Facilities that increased the attractiveness or value of a resort.
Billing – The total amount of the costs of goods and services billed to a customer,
usually covering purchases made or services rendered within a specified period of
time.
20
Down Payment - An initial amount paid at the time of purchase.
Generated Reports – To create, produce or form reports for management.
Mode of Payments – A particular type of payment via personal or credit cards.
Reservation - An arrangement to secure accommodation at a restaurant or hotel,
on a boat or plane, etc.
Reservation Fee – A charge or payment for reservation.
Walk-in – A person, as a customer, who arrives without an appointment.
3.2.2 Definition of Processes
3.2.2.1 Inquire – The process of a request for information about the rates,
facilities, packages, and other services offered by the resort.
3.2.2.1.1 Answer Questions of the Manager – The process of answering the
questions asked to the client.
3.2.2.1.2 Fill up the Reservation Form – The process of filling up the
reservation form on the resort’s website to give the client’s reservation details to
the manager.
3.2.2.2 Check Availability – The process of checking the available facilities in
the resort.
3.2.2.3 Confirm Reservation – The process of confirming the reservation of the
client if still interested and calculating the rates of the facilities and services that
the clients will be used in the resort.
21
3.2.2.4 Finalize Reservation – The process of receiving the down payment,
verifying if the clients will surely attend their reservation and finalizing all the
needed concerns on the reservation of the client.
3.2.2.4.1 Assess Billing Details – The process of computing 50% of the total bill
to determine the needed down payment.
3.2.2.4.2 Compute Billing – The process of accepting the deposit given by the
client, deducting it to the total bill to determine the total remaining balance and
recording it as the initial payment for the recording of the reservation.
3.2.2.4.3 Record Reservation – The process of recording the verified reservation
details of the client.
3.2.2.5 Cancel Reservation – The process of cancelling the reservation in the
resort.
3.2.2.6 Check-In – The process of accommodating the client.
3.2.2.7 Check-Out – The process of settling the expenses made by the client and
issuing of the official receipts.
3.2.2.7.1 Assess Bills - The process of assessing the payments of the client.
3.2.2.7.2 Issuance of Official Receipt - The process of generating and issuing
official receipts.
3.2.2.8 Generate Reports – The process of generating the needed reports of the
management.
22
3.3 Theories Used in the Study
3.3.1 Data Flow Diagram
“A data-flow diagram (DFD) is a graphical representation of the "flow" of
data through an information system. DFDs can also be used for the visualization
of data processing (structured design). A DFD provides no information about the
timing or ordering of processes, or about whether processes will operate in
sequence or in parallel. It is therefore quite different from a flowchart, which
shows the flow of control through an algorithm, allowing a reader to determine
what operations will be performed, in what order, and under what circumstances,
but not what kind of data will be input to and output from the system, nor where
the data will come from and go to, nor where the data will be stored (all of which
are shown on a DFD).” (http://en.wikipedia.org/wiki/Data_flow_diagram)
The proponents used this to analyze the process of existing system. The
proponents used the data-flow diagram as the graphical representation of the flow
of data in the system. In DFD, the proponents can easily determine if the flow is
correct, users can visualize how the system operates, how the system can be
implemented.
3.3.2 Database
“A database is an integrated collection of logically-related records or files
consolidated into a common pool that provides data for one or more multiple uses.
One way of classifying databases involves the type of content, for example:
23
bibliographic, full-text, numeric, and image. Other classification methods start
from examining database models or database architectures. Software organizes
the data in a database according to a database model. As of 2010, the relational
model occurs most commonly. Other models such as the hierarchical model and
the network model use a more explicit representation of relationships.”
(http://en.wikipedia.org/wiki/Database)
The proponents used database in creating, managing and maintaining the
user and administrator’s database. This helped the proponents by its capabilities
of sorting, querying and storing large amounts of data. This software helped the
company to be more organized.
3.3.3 Normalization
“In the field of relational database design, normalization is a systematic
way of ensuring that a database structure is suitable for general-purpose querying
and free of certain undesirable characteristics—insertion, update, and deletion
anomalies—that could lead to a loss of data integrity.”
(http://en.wikipedia.org/wiki/Database_normalization)
The proponents used normalization to exclude data redundancy and data
inconsistency and to produce well-structured relations. By using this, the
proponents made the system more consistent and accurate because the records are
less and free from anomalies.
24
3.3.4 Web Application
“Web application is an application that is accessed via a web browser over
a network such as the Internet or an intranet. Web applications are popular due to
the ubiquity of web browsers, and the convenience of using a web browser as a
client, sometimes called a thin client. The ability to update and maintain web
applications without distributing and installing software on potentially thousands
of client computers is a key reason for their popularity, as is the inherent support
for cross-platform compatibility. Common web applications include webmail,
online retail sales, online auctions, wikis and many other functions.”
(http://en.wikipedia.org/wiki/Web_application)
The proponents used this by giving the idea on how to develop an online
reservation. This lessens the burden of the manager, especially the customers with
this reservation process. The customers can also view the function rooms, other
amenities and their corresponding bill. Instead of communicating thru text or
phone calls, the customers will just have to visit the website of the company and
reserve easily.
3.3.5 SQL
“SQL (Structured Query Language) is a database computer language
designed for managing data in relational database management systems
(RDBMS), and originally based upon Relational Algebra. Its scope includes data
25
query and update, schema creation and modification, and data access control.”
(http://en.wikipedia.org/wiki/SQL)
The proponents used the concept of SQL because it is easy to use and
reliable. SQL is a programming language for modifying data and managing
database. And just like database, the proponents used SQL to maintain, manage
and create databases. In addition, SQL helped the proponents to perform the
necessary operations in a more efficient way.
CHAPTER 4
The Existing System
4.1 Description of the System
The reservation system of Adams Beach Resort starts when a client
contacts the resort via email, phone calls, text messages or personal. In email, the
client will fill up the reservation form and submit it to the resort’s email. In phone
calls, text messages or personal, the client will answer the manager’s questions
about their reservation. After the manager gathered all the information needed in
making reservation, the manager will check if the date and facilities to be reserved
are available. If it is not available, the manager will inform the client. But if it is
available, the manager will confirm the client’s information and other related
reservation details. Then, the manager will compute the total bills of the
reservation. In terms of email, phone calls and text messages, the client should
pay the 50% down payment of the reservation fee on the bank account number
given by the manager. In personal, the client needs to pay directly the computed
down payment before entering the resort. Payment of the remaining balance is
processed before leaving the resort.
If the client wants to cancel his/her registration, they should inform the
manager of Adams Beach Resort one week or three days before the event. The
manager will give their 50% refund. Failure to inform Adams Beach Resort’s
manager one week or three days before the event, the down payment will
automatically forfeited.
27
The billing system of Adams Beach Resort is done in the process of
computing the down payment given by the client and the remaining balance. After
the computation, the official receipt will be given. There will be two copies of the
official receipt, one for the client and the other one for the management of Adams
Beach Resort. The compiled receipts and logbooks that have the inquiry’s and
reservation list will be kept for the generation of their reports.
4.2 Inputs
Name of Report:
Origin:
Number of Copies:
Purpose:
Recipient:
Reservation Form
Customer
1
Serves as reference for the reservation details
and includes customer’s information
Manager
28
4.3 Processes
4.3.1 Inquire
BEGIN
The client contacts the Adams Beach Resort.
IF Client reserves personally, via phone calls or text messages THEN
GOTO Answer Questions of the Manager Process
ELSE IF Client reserves via email THEN
GOTO Fill up the Reservation Form Process
END IF
END
4.3.1.1 Answer Questions of the Manager
BEGIN
The client inquires for information about the resort.
The client answers the questions of the manager regarding his/her
information and reservation.
The manager writes the client’s information and reservation details
in the inquiry logbook.
END
4.3.1.2 Fill-Up the Reservation Form
BEGIN
The client looks at the website of Adams Beach Resort.
The client gives the necessary information and reservation details
by filling up the reservation form on the website.
29
The manager writes the client’s information and reservation details
in the inquiry logbook.
END
4.3.2 Check Availability
BEGIN
The manager checks the availability of the reserved dates and facilities of
the client.
IF Reserved dates and facilities are available THEN
GOTO Confirm Reservation Process
ELSE IF Reserved dates and facilities are not available THEN
The manager informs the client that their reserved dates and
facilities are not available.
END IF
END
4.3.3 Confirm Reservation
BEGIN
The manager informs the client that their reserved dates and facilities are
available.
The manager asks the client for the confirmation of his/her reservation.
30
IF Client confirms his/her reservation THEN
The manager gets all the information and rates of the requested
facilities.
The manager computes the rates to generate the total bill.
The manager informs the client about the total bill of the
reservation.
GOTO Finalize Reservation Process
ELSE
No reservation created.
END
4.3.4 Finalize Reservation
BEGIN
The manager tells the client to give the down payment for his/her
reservation.
GOTO Assess Billing Details Process
END
4.3.4.1 Assess Billing Details
BEGIN
The manager computes the 50% of the total bill.
IF Client pays the 50% of the reservation fee a week before the
reserved date THEN
GOTO Compute Billing Process
31
ELSE
The reservation is not prioritized.
END IF
END
4.3.4.2 Compute Billing
BEGIN
The manager accepts the client’s deposit.
The manager deducts the client’s deposit to the total bill.
The manager records.
GOTO Record Reservation Process
END
4.3.4.3 Record Reservation
BEGIN
The manager records the reservation details and billing statement
of the client in their reservation logbook.
The manager calls the client to verify again their reservation.
IF Client verifies their reservation THEN
The manager and staff prepare the client’s reserved
facilities.
ELSE
The reservation is cancelled.
GOTO Cancel Reservation Process
32
END IF
END
4.3.5 Cancel Reservation
BEGIN
IF Reservation is cancelled a week or three days before the reserved date
THEN
The client gets their refund.
ELSE
The reservation fee is forfeited.
END IF
END
4.3.6 Check - In
BEGIN
The client arrives and avails their reservation in the resort.
END
4.3.7 Check - Out
BEGIN
The client settles his/her expenses in the resort.
The manager informs the client about the remaining balance.
GOTO Assess Bills Process
33
END
4.3.7.1 Assess Bills
BEGIN
The manager checks the remaining balance of the client.
The client pays the remaining balance.
GOTO Issuance of Official Receipt Process
END
4.3.7.2 Issuance of Official Receipt
BEGIN
The manager accepts the full payment of the client.
The manager generates two copies of official receipt.
The manager gives one copy of the official receipt to the client.
The manager keeps one copy of the official receipt for the
generation of reports.
END
4.3.8 Generate Reports
BEGIN
The manager gets the record of reservations in the reservation logbook.
The manager gets the inquiry details in the inquiry logbook.
The manager gets the compilation of receipts.
The manager generates a report from the reservation logbook, inquiry
logbook and compilation of receipts.
The manager gives the generated reports to the ABR management.
34
END
4.4 Files
Filename Data Needed
Reservation Logbook Client's Name
Client's Address
Check-In Date
Billing Statement
Check-Out Date
Room Number
Received By
Inquiry Logbook Client's Name
Mobile Number
Telephone Number
Email Address
Number of Days
Facilities Reserved
Official Receipt (Compilation) Date
Client's Name
Client's Address
Payment
Authorized Person Signature
35
4.5 Outputs
Name of Report
Prepared by
No. of Copies
Purpose
Frequency Distribution
Recipient
Official Receipt
Manager
2
To prove that the client paid their
corresponding bill
Confirming in person
Client
Management
Name of Report
Prepared by
No. of Copies
Purpose
Frequency Distribution
Recipient
Inquiry Logbook
Manager
1
As needed
Contains the inquiry, clients and
reservation details.
Management
Name of Report
Prepared by
No. of Copies
Purpose
Reservation Logbook
Manager
1
Shows reservation details and other
information needed
36
Frequency Distribution
Recipient
Monthly
Management
Name of Report
Prepared by
No. of Copies
Purpose
Frequency Distribution
Recipient
Generated Reports
Manager
1
Shows the compilation of Official
Receipts; and the records in the Inquiry
Logbook and Reservation Logbook
As monthly
Manager
4.6 Data Flow Diagram
(See Appendix A)
4.7 Problem Areas
Based on the information, obtained by the proponents from Adams Beach Resort,
their manual billing and reservation has been consistently used for two years which
resulted to data loss and redundancy. Though the resort has a website, purposely it is just
for advertisement purposes. As the researchers analyze their process, the following
problems are encountered.
4.7.1 The manager is too busy to check her e-mail regularly.
37
4.7.2 The files are recorded manually that causes them to be disorganized. Determining
the availability of dates or facilities is time consuming. Inconsistencies and redundancy
of records were also encountered. Conflict in schedule of the clients always occurs.
4.7.3 The computation of bills is done manually. They are just using a calculator that may
lead to inaccurate computations.
4.7.4 The reservation and inquiry logbook is only for the manager. The company does not
have a backup copy at all. Security of data is in danger.
Due to above problems, most clients are disappointed and patronage recommendations
fail. With this, the proponents’ proposed online billing and reservation system will
truthfully provide the resort to improve the quality of their services.
CHAPTER 5
The Proposed System
5.1 System Overview
The proposed system is designed to reduce time-consuming transactions
by computerizing the records of the company. It is protected from the scrutiny of
any unauthorized person and only the administrator can manipulate the database.
The client must create an account in the website by filling-up the registration
form. With this, the redundancy of client’s information will be eliminated.
In making reservation, the client must also fill-up the reservation form
with all the needed details. If the client just walked-in, the manager/staff are the
ones who will register and reserve based on the client’s request. In billing, there
will be an automatic computation to avoid incorrect results with all the
transactions. A deposit of 50% or 100% is needed to provide assurance that the
room will be reserved to the customer. It can be paid through credit card or cash.
In case of cancellation, The client must request one week/three days before the
event.
The system features includes monitoring the availability of all the facilities
and generation of reports such as billing report, reservation report, customer list
and facility report. The system also provides accurate information about online
reservation and makes the computation easier and simple. The system also
39
includes a user-friendly Graphical User Interface (GUI) to make it easy for the
user to understand and use the system. And the clients can inquire, make
reservations and automatically compute their bills through the internet, anytime
and anywhere.
5.2 System Objectives
5.2.1 To develop an online system that will speed up billing and reservation
process.
5.2.2 To secure customers’ and company’s information and records.
5.2.3 To make the reservation process easier for the customers and administrator.
5.2.4 To give accurate computation and information regarding their billing
statement.
5.2.5 To monitor the availability of their facilities using database.
5.2.6 To implement user-friendly interface for users so as with the manager.
5.2.7 To advertise all the services of Adams Beach Resort.
5.3 Scope
The study focuses on developing an Online Billing and Reservation
System for Adams Beach Resort. This aims to speed-up the transaction, identify
available facilities, and eliminate data loss and wrong computations. The system
will also include password-protected accounts to protect the record from
unauthorized users. The clients can make reservations by filling-out all the
information needed and can cancel the reservation. All the information regarding
40
the clients, reservations, and availability of the facilities are saved in a database.
This will provide faster updates of information in the database and allow records
to be updated. The system will also include producing of accurate transaction
reports with the use of automatic computations.
5.4 System Justification
The proponents developed an Online Billing and Reservation for Adams
Beach Resort in the public to have constant information about its facilities. Since
the company had a hard time using manual system, the proposed system will turn
it into a better and improved system.
The manual system that they are using now has several errors. In such
case, improvements come in the form of prevention of unauthorized access,
security in storing data and faster information retrieval.
The proposed online billing and reservation is necessary to Adams Beach
Resort because it will be a lot easier to manipulate reservation because the inquiry
of the resort and the reservation information is through the website. In terms of
billing, the proposed system will be more useful for the staff because the
computation of bills will be easy for them. The proposed system will also help
them in securing all the data, and in monitoring all the facilities, transactions and
reservations. With these, the files can be easily accessed and will have no
redundancy, inconsistency or data loss. Through the proposed system, the staff
41
can generate an accurate report easily and they can maximize their time doing
other jobs.
Chapter 6
Design
6.1 Inputs
Name of Document: Customer’s Information
Origin: Customer
No. of Copies: 1
Purpose: Serve as record information for the company
Name of Document: Reservation Form
Origin: Customer
No. of Copies: 1
Purpose: Serve as reservation information for the company
Name of Document: Cancellation Request
Origin: Customer
No. of Copies: 1
Purpose: To cancel a reservation
Name of Document: Modification Request
Origin: Customer
No. of Copies: 1
Purpose: To modify a reservation
43
Name of Document: Customer’s Payment
Origin: Customer
No. of Copies: 1
Purpose: Serve as payment of the customer
6.2 Processes
6.2.1 Register of Client
BEGIN
Client fills up the customer’s information
System will create an account
END
6.2.2 Reserve Facilities
BEGIN
Client will give the reservation details
System will check the availability of rooms, kubos, and amenities
IF available THEN
GOTO Payment
ELSE
Suggest other reservation OR no reservation.
END IF
END
6.2.3 Pay Bills
BEGIN
44
System will generate the billing information.
6.2.3.1 Assess Payment
BEGIN
System will assess the total bill.
END
6. 2.3.2 Identify Mode of Payment
BEGIN
The client will identify the mode of payment.
IF payment will be paid in cash THEN
GOTO Receive Payment.
ELSE IF payment will be paid on credit card THEN
GOTO Verify Credit Card.
END IF
END
6.2.3.3 Verify Credit Card
BEGIN
The client will give the credit card details
The system will verify the credit card details.
IF customer pays full payment THEN
GOTO Issue Official Receipt
ELSE IF customer pays fifty percent THEN
GOTO Issue Official Receipt
END IF
45
END
6.2.3.4 Receive Payment
BEGIN
The client will give the payment.
IF client pays full payment THEN
GOTO Issue Official Receipt
ELSE IF client pays fifty percent THEN
GOTO Issue Official Receipt
END IF
END
6.2.3.5 Issue Official Receipt
BEGIN
Adams Beach Resort will receive the payment.
The receipt will be generated.
The client will receive the original copy of the receipt.
END
END
6.2.4 Confirm Reservation
BEGIN
The paid reservation details will be confirmed
6.2.4.1 Reserve Room
BEGIN
The system will update the room reservation file.
46
The client will receive a confirmation message.
END
6.2.4.2 Reserve Kubo
BEGIN
The system will update the kubo reservation file.
The client will receive a confirmation message.
END
6.2.4.3 Reserve Amenity
BEGIN
The system will update the amenity reservation file.
The client will receive a confirmation message.
END
6.2.4.4 Reserve Day Tour
BEGIN
The system will update the day tour reservation file.
The client will receive a confirmation message.
END
END
6.2.5 Modify or Cancel Reservation
BEGIN
The customer will request for modification or cancellation of
reservation.
47
System will check again the availability of rooms, kubos, and
amenities.
The system will update the reservation file.
The system will update the cancellation file.
END
6.2.6 Generate Reports
BEGIN
The system will generate the reservation and customer report
The system will also generate the facility and billing report
All the reports will be submitted to the manager
The manager receive the report of all the transaction
END
6.3 Files
File Name: Report File
Data Needed: Collection of reports such as reservation report, customer report,
billing report and facility report
File Name: Reservation File
Data Needed: Reservation Information
File Name: Customer File
Data Needed: Customer Information
48
File Name: Receipt File
Data Needed: Customer Billing Information
File Name: Facility File
Data Needed: Facility Information and Updates
6.4 Outputs
Name of Document: Official Receipt
Prepared By: Adams Beach Resort
No. of Copies: 2
Purpose: Serve as proof of billing and transaction
Frequency of Distribution: As needed
Name of Document: Confirmation
Prepared by: Adams Beach Resort
No. of Copies: 1
Purpose: Serve as confirmation of the transaction
Frequency of Distribution: as needed
Name of Document: Billing Report
Prepared by: Staff
No. of Copies: 1
49
Purpose: To view all the paid bill transaction
Frequency of Distribution: daily, monthly, annually
Name of Document: Reservation Report
Prepared by: Staff
No. of Copies: 1
Purpose: To view all the reservation transaction
Frequency of Distribution: as needed
Name of Document: Customer Report
Prepared by: Staff
No. of Copies: 1
Purpose: Serve as the list of all the customers
Frequency of Distribution: as needed
Name of Document: Facility Report
Prepared by: Adams Beach resort
No. of Copies: 1
Purpose: To view all the facilities, rooms, kubos, amenities, rates
Frequency of Distribution: as needed
CHAPTER 7
Implementation
7.1 Resource Requirements
The requirements of the proponents to develop a system are software,
hardware and human resources for its excellent implementation.
7.1.1 Software Requirements
Operating System: Microsoft Windows XP / 2000 / Vista / 7
Web Browser: Google Chrome and Mozilla Firefox
Database Management System: SQL (Structured Query Language)
Report Generation: Microsoft Office 2003 and higher
Internet Connection
7.1.2 Hardware Requirements
Hard Disk: 60 Gigabytes of free space or higher
RAM: At least 256 MB or higher
Processor: Pentium 4 or higher
Monitor: Colored with screen resolution of 1024 x 600
Printer
Keyboard
Mouse
51
7.1.3 Human Resource Requirements
Clients – the person who made the reservation of the desired rooms
and amenities. They are the front-end user of the system and must be
knowledgeable to use Internet.
Administrator – the person responsible for maintaining the system and
must be an active user of the system.
7.2 Installation Plans
7.2.1 System Installation
The proposed system does not need to be installed and only an Internet
connection is needed to access the system. The management needs a web hosting
site to handle the entire reservation system so that it can be accessed by Internet
users. The system will work efficiently if the necessary hardware and software
requirements are met.
Table 1.1 Installation Plan
Activity Person in charge Target Date
Checking software and
hardware requirements
Proponents June 2010
Verifying software
functions and set up
Proponents July 2010
Training intro Proponents August 2010
System familiarization Proponents August 2010
52
7.2.2 Training Plans
The training of the potential users must be implemented to be able to
assure the success of the proposed system. The proponents will explain the
function of the system, and will guide the personnel on how to manipulate the
entire system. The proponents will make sure that the possible user has fully
understood the training and ask suggestions for the improvement of the system.
They will also give time for the trainee to clarify things that they don’t understand
well.
Table 1.2 Training Plan
Activity Person in charge Trainee Hours Perform
System Introduction
Show all the processes
and modules of the
system
Allow the admintrator to
use the system.
Proponents Administrator three hrs
53
7.2.3 Conversion Plans
The proponents decided to use the parallel conversion wherein you can
run a manual and computerized system at the same time. When the users are
already familiar with new system, they can now replace the old system with the
new system. With this parallel process, users have the time to acquire changes
from the manual system to an online system.
7.2.4 Testing
The proposed system will be tested if it encounters some error, and the
proponents will have a series of testing to ensure that the system is efficiently and
consistently working. The proponents will also allow other users to explore the
system.
Unit testing – it verifies the system if it functions as well as it
should, with the type of input component design.
The proponents will test if the process for every transaction
is appropriate to the input-process-output of the reservation.
Module testing – it validates if the system components work
together as described in the system and program design
specifications.
The proponents will test if the system and design
specifications meet the needs of the transaction as well as the
interface of the system.
54
Function testing – the process by which the proponents evaluate
the system to determine if the functions described by the
requirements specifications are actually performed by the
integration system.
The proponents will test the entire system if the system
already meets the requirements to solve the stated problems.
Acceptance testing – the proponents checked the system against
the customer’s requirements description.
The proponents will present the proposed system so that the
users and the administrator will test if the system meets the
requirements to solve the problem that the users encounter during
reservation.
55
CHAPTER 8
Conclusions and Recommendations
8.1 Conclusions
Nowadays, businesses should consider the latest trend in technology to be
more updated and not to be left behind. The proponents’ observation regarding
the online billing and reservation is that it is very much appropriate for resorts and
hotels. The system is user-friendly and more convenient for the clients. The online
billing and reservation system would help the resort to be more productive and
competitive. And with this system, the billing statement is more precise and the
customers are assured that their information is highly secured.
8.2 Recommendations
The proponents recommend to future researchers the use of ASP.net as
their programming language and SQL server in terms of database handling. The
proponents also recommend developing the best design suitable for online billing
and reservation and for the company to advertise their resort in a more efficient
way, so that they can have more clients.
Appendix A
Data Flow Diagrams
(Existing System)
Appendix B
Data Flow Diagrams
(Proposed System)
Appendix C
Entity Relationship Diagram
Appendix D
Normalization
Appendix E
Sample Forms
Appendix F
Screen Design