CHAPTER 1 INTRODUCTION 1.1 Background of the Study A hotel is an establishment that provides paid lodging on a short-term basis.

The provision of basic accommodation, in times past, consisting only of a room with a bed, a cupboard, a small table and a washstand has largely been replaced by rooms with modern facilities. As internet technology has improved, so have reservation systems. Today, it is possible through online, to make a reservation for a hotel anywhere in the world. Hotels can create Web site and post new content on it every day. Dagupan Garden and Dagupan Village Hotels are twin hotels nestled in a calm suburban area of Dagupan City away from the hustle and activity of the citys main commercial and business center. The management encountered several problems in reservation like phone call misunderstandings; the management have no clear conversation with the guest over the telephone with regards to the information from the guest. Another is conflict regarding the availability of rooms, the guest reserves a room personally without knowing that the rooms are fully booked. Waste of time for the customers is another problem; the guest will have to find another hotel when the rooms are fully booked. The proponents decided to develop a system that will simplify the task of traditional booking. The proposed system will provide users a unique, spontaneous and easy to use interface that improves the way people use the web today.

1.2 Statement of the Problem The proposed system deals with the problems encountered by the management as well as the guests. This study is sub-divided into the following specific problems.
1. Phone call Misunderstandings

Through phone call reservations, the management finds it hard to have a clear conversation with the guest over the telephone with regards to the needed information from the guest. 2. Conflicts regarding room availability For instance, the guest personally reserves a room without inquiring or knowing that the rooms are fully booked and occupied. 3. Waste of time for the customers When a guest personally reserves a room on the spot without inquiring, if the rooms are fully booked, then the guest will have to find another hotel.

1.3 Objectives of the Study The primary objective of the study is to develop an online reservation system. Specifically, this study aims to: 1. To provide the management an accurate and precise information from the guests. 2. To help the management and guest review options from available rooms and rates.

3. To provide the guests an easy and convenient way of reserving or booking rooms in a short period of time. 4. To promote international, regional and domestic tourism. With the proposed system, it will help the management to handle the reservation.

1.4 Scope and Delimitation The scope of the proposed system will focus on the development of Online Reservation System of Dagupan Garden/Village Hotel. It will cover the online reservation, online cancellation, and posting comment(s) as additional feature. It also covers the payment through bank deposits. It delimits the payment via use of credit card.

1.5 Methods and Procedures The proponents will use the following methods and procedures to gather information needed for the proposed system. 1.5.1 Data Gathering Techniques The proponents will use the following techniques to gather information needed for the proposed system. Brainstorming The proponents shared each other their ideas, knowledge, and suggestions about the concept of the proposed system. Research to be able to gather the required information needed for the proposed system, the proponents will use the internet to gather other information about the proposed system.

Interview- to be able to gather the required information personally from the management needed for their study.

1.5.2 Development Methods The proponents will use Prototyping Model in developing the system to increase the flexibility of the development process by allowing the management to interact and experiment with a working representation of the system. The developmental process only continues once the management is satisfied with the functioning of the prototype. At that stage the proponents determine the specifications of the managements real needs.
1. Identifying basic requirements

The proponents will determine the basic requirements including the needed resources for the proposed system such as the computer, internet connection, the existing web site of the hotel and books for research activities.
2. Developing initial prototype

The initial prototype is developed and the proponents will design the user interface of the proposed system.
3. Review

The proponents will examine the prototype and will make some additions or changes to the proposed system.

4. Revising and enhancing the prototype

The proponents will make some corrections and will formulate more concepts to be applied in enhancing the prototype. CHAPTER 2 THE EXISTING SYSTEM

2.1 Overview of the Existing System

In this chapter the proponents will discuss about the existing system, the traditional way of reserving a room on a hotel. In able to reserve a room, the guest will make reservations through a phone call. This traditional way of making reservations does not provide convenience for the guest. Through phone calls occasionally the guest and the reserving clerk dont understand each other and no clear conversations. The information from the guest will not be accurately recorded in the registry form. Another way of reserving a room is through walk-in wherein the guest personally inquires and reserve in the hotel. This way of reservation could waste the guests time. In the existing system, the guest will inquire personally or through phone call in exchange for the reservation form. After filling up, the guest will submit the reservation form to the clerk. The clerk will record the reservation in the reservation record and will compile the reservation forms in a file cabinet. If the clerk misplaced certain record, it took a lot of time for the clerk to find such records. Regarding with the check-out of the guest, the clerk checked each record just to find the record. These are some of the disadvantages in terms of compilation of guests records.

The proponents figured out what would be the better way of reserving on the said hotel; the proponents came out with developing an online reservation system. This system will provide a solution that corresponds to the problems encountered under the existing system.

2.2 Process Modeling Data Flow Diagram is a graphical representation of the "flow" of data through an information system. On a DFD, data items flow from an external data source or an internal data store to an internal data store or an external data sink, via an internal process. The proponents will use Data Flow Diagram to show the flow of information through a system. The context diagram shows the entire system as a single process and the interaction between the system and external agents which act as data sources. The Top Level Diagram shows all processes at the first level of numbering, data stores, external entities and the data flows between them to show the major and high-level processes of the system and their interrelation.

Inquiry

Potential Guest

Reservation Form

Filled up Reservation Form Bill

Reservation F ee
0 Existing Reservation System R.Form
1 Reservation Records Inquiry

Reserv
Clerk

Reservation Form Filled up Reservation Form Bill

Figure 1 Context Data Flow Diagram of the Existing System (Walk-in) This diagram of the existing system shows the manual process of reservation and the storage of the records.

Potential Guest

Inquiry R. Fee R. Form

1 Issuance

Inquiry R. Fee R. Form

Clerk

Filled up R. Form Filled up R. Fee Receipt Bill Receipt

2 Submission

Filled up R. Form Bill

1 Reservation Record

Res.

3 Record the reservation

Reservation

Figure 2

Top Level Data Flow Diagram of the Existing System

CHAPTER 3 THE PROPOSED SYSTEM

3.1 Overview of the Proposed System After the detailed study of current system, it is good to propose a new system. As internet is one of the leading technologies today, the proponents will develop a webbased system, which will fulfill all the requirements of the management as well as the guests easily and will be the solution to the problem faced by traditional system. The proposed system will change the traditional system in reserving into a modernized one. This system will help the management and the guests to exercise an effective and timely decision-making. Through the proposed system, it minimizes work and lessens the time, effort and money of the management and users/guests. The proposed system will be designed with a user friendly interface for better user interaction; interactive inputs screen is well designed. The users/guests would make data entry simple. The proposed system will help the guest choose what type of room he wants and the corresponding price. When the guest submits the form, it will be saved automatically

on the database provided by the system. In terms of payment, the guest will deposit the payment to the hotels bank account, and then the bank will update the management regularly if there is a deposit made. The proposed system aims to provide the management accurate and precise information from the guests. To help the management and guest review options from available rooms and rates. To provide the guests an easy and convenient way of reserving or booking rooms in a short period of time and to promote international, regional and domestic tourism. It will be a benefit to the guests in such a way that the proposed system is easy to use, no technical skills or expertise are required, all it takes is a computer with internet access.

3.2. Process Modeling The proponents will use Data Flow Diagram to show the flow of information through a system. This diagram shows the flow of the proposed system.

Phone Call/E-mail

Clerk
Information and Reservation

Potential Guest 1 Monitoring

Information and Reservation

0 Online Reservation System 9

Information and Reservation

1 Systems database

Phone Call/E-mail

Figure 3 Context Data Flow Diagram of the Proposed System

This diagram shows the automated process of reservation and the storage of records in the database provided by the proposed system.

Info. & Res.

Potential Guest

Confirmation Message

1 Reservation

Info. & Res.

Systems database
Information and Reservation

2 Monitoring
Information and Reservation

Phone Call/ E-mail

3 Confirmation

Phone Call/ E-mail

Clerk

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Figure 4 Top Level Data Flow Diagram of the Proposed System

3.2.3 Data Model of the Proposed System Data modeling is a method used to define and analyze data requirements needed to support the business processes of an organization. It is also a technique for detailing business requirements for a database. In the Context Data Model, one guest has one reservation; this is one to one relationship. In the Key-base Model, this includes primary keys such as email from the table guest and room type for the table reservation. Room type is the foreign key in the table guest. Email address is the primary key to serve as a unique identifier of the guest and room type for the reservation table to serve as its unique identifier. In the fully-attributed model, all the fields are listed in each table and the primary keys are indicated.

tbl_guests

has

tbl_reservation

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Figure 5 Context Data Model

tbl_guests guest_id (PK) reservation_id (FK) has

tbl_reservation reservation_id (PK)

Figure 6 Key-base Data Model

tbl_guests guest_id reservation_id LastName FirstName MiddleName email Gender 12

tbl_reservation reservation_id reservation_date ContactNumber RoomType checkin checkout time Heads Mattress

Figure 7 Fully-Attributed Data Model

3.2.4 Database Structure comments Fields id author comment date_posted email tbl_guests Fields guest_id reservation_id LastName FirstName MiddleName email Gender Address CivilStatus Nationality Data Type INT INT CHAR CHAR CHAR VARCHAR CHAR VARCHAR CHAR CHAR Size 10 10 20 20 20 40 7 50 10 20 Data Type INT VARCHAR BLOB DATETIME VARCHAR Size 10 30 40

tbl_reservation

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Fields reservation_id reservation_date ContactNumber RoomType checkin checkout time Heads Mattress

Data Type INT DATETIME VARCHAR VARCHAR DATE DATE TIME INT INT

Size 5 15 70 14 2 2

3.3 Feasibility Analysis

3.3.1 Technical Feasibility The proposed system is technically feasible in terms of software. The proponents will use the following software application to design the proposed system, Macromedia Dreamweaver 8 to develop the user interface of the proposed system and Php and MySql for the database needed by the system.

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In terms of hardware the proposed system is technically feasible if the minimum hardware requirement will be used like Pentium 4 for processor, 512Mb for the memory and VGA 128 Mb for the graphics. It also requires web browsers like Internet Explorer, Mozilla Firefox or Google Chrome to access the proposed system.

Table 1 Software and Hardware Requirements

Software Macromedia Dreamweaver 8 Php and MySql Macromedia Flash 8 *The system can also be accessible with any operating system as long as it passes the minimum hardware requirement.

Hardware Pentium 4 for processor 512Mb for the memory VGA 128 Mb for the graphics

3.3.2 Operational Feasibility The proposed system provides faster and convenient way for reserving a room in the said hotel and it will reduce time considerably. This will be appreciated by the management and the users/guests. It will be a benefit to both management and the users/guests. The users/guests will not have to invest their time and effort in learning how to use it because it provides attractive and easy user interaction.

Table 2 Workload Comparison

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Process form

Existing System

Proposed System

Filling up the reservation The guest will fill up the The guest will fill up the registry form sheet. In this online reservation form in a manner the guest is prone to user commit why errors there interface. It will and/or provide an error free filled are

erasures. This is the reason up form. misunderstandings between Reservation the clerk and the guest. The guest will personally The guest will reserve a reserve through walk-in or room through the internet. will make a call to reserve a Cancellation room. The guest will cancel The guest will cancel

reservation through phone reservation via online. or personally (walk-in).

3.3.3 Schedule Feasibility To figure out all necessary plans and activities that the proponents will use Gantt chart. The Gantt chart is a useful tool for documenting plans and schedules of activities that may attain to develop the proposed system.

3.3.4 Economic Feasibility In order to ensure that the proposed system is economically feasible the proponents list the following in order to show that the proposed system is worth for implementing. The proposed system has passed the Pay Back Period test which stated

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that the cost of development that the proposed system will spend will back after 3 years, 8 months, 12 days. Next in return on investment test the proposed system will return 84% yearly. Finally, the Cost Benefit Analysis which stated that the benefit of the proposed system outweighs the cost of development requires by the proposed system. After passing the entire economic test the proposed system is stated as economically feasible.

3.4 Cost-Benefit Analysis

Table 3 Development Cost (DC)

Expenses Macromedia Dreamweaver 8 Php and MySql Macromedia Flash 8 Computer Unit Total: Source: http://www.google.com

Quantity 1 1 1 1

Price Php 5,198 Opensource Php 9,353 Php 23, 500 Php 38, 051.00

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Table 4 Operating Cost (OP)

Expenses Unit Price Web Hosting Php 10,999 Annually Total Source: http://www.imapweb.com/

Cost Php 10,999 Php 10,999

Table 5 Cost and Benefit Analysis (CBA) Comparative Table

Year 0 1 2 3 4

Cost 38, 051 10,999 11, 548.95 12, 126.39 12, 732.71

Benefits 27, 052 31, 109.8 35, 776.27 41, 142.71

NB 16, 053 19, 560.85 23, 649.88 28, 410

CNB -21, 998 -2, 437.15 21, 212.73 49, 622.73

Mark

x x

5 13, 369.35 47, 314.12 33, 944.77 83, 567.5 Total 98, 827.4 182, 394.9 121, 618.5 154, 402.96 Note: 15% increase every year in benefits and 5% for the cost

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Pay Back Period PBP = Development Cost Last CNB x-mark Net Benefit of first check mark = 38, 051-(-2, 437.15) + 2 23, 649.88 = 40, 488.15 + 2 23, 649.88 = 1.71 + 2 = 3.71 = 3 years, 8 months, 12 days + No. of X mark

Return on Investments ROI = Total Benefit Total Cost x 100%

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Total Cost = 182, 394.9- 98, 827.4 x 100% 98, 827.4 = 83, 567.5 x 100% 98, 827.4 = 0.84 x 100% = 84%

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