online billing and reservation system abr jarl

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

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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

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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.

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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.

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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

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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)]

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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.”


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.

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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

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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.”


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.”


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.

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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.”


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.

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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.

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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.

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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

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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.

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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.

http://www.astonhotels.com/

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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.

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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.

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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.

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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.

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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:

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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.

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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

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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

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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


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


Recipient

Monthly

Management

Name of Report

Prepared by

No. of Copies

Purpose


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


END IF

45

END

6.2.3.4 Receive Payment

BEGIN

The client will give the payment.

IF client pays full payment THEN


ELSE IF client pays fifty percent THEN


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.


END

6.2.4.3 Reserve Amenity

BEGIN

The system will update the amenity reservation file.


END

6.2.4.4 Reserve Day Tour

BEGIN

The system will update the day tour reservation file.


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


Name of Document: Customer Report

Prepared by: Staff

No. of Copies: 1

Purpose: Serve as the list of all the customers


Name of Document: Facility Report

Prepared by: Adams Beach resort

No. of Copies: 1

Purpose: To view all the facilities, rooms, kubos, amenities, rates


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.

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