Synopsis

On

“Travel Management System”

SUBMITTED IN PARTIAL FULFILLMENT OF THE

REQUIREMENT OF THE DEGREE OF

“Master of COMPUTER APPLICATION”

RAJIV GANDHI PROUDYOGIKI VISHWAVIDYALAYA, BHOPAL

SESSION (2023-2025)

PROJECT COORDINATOR:- SUBMITTED BY:-

Mrs. NIKITA SHARMA SANKET FARTODE
(Professor, SOC[IPSA])

IPS ACADEMY (CODE 0810) A.B. ROAD, RAJENDRA NAGAR

INDORE
TABLE OF CONTENT

1. Introduction
1.1 Purpose of travel management system
1.2 Scope of travel management system
2. Objective
2.1 User registration
2.2 Profile management
2.3 Search functionality for travel packages
2.4 Booking management and modifications
2.5 Payment processing integration
3. System design
3.1 Architecture
3.2 Database Design
3.3 User Interface Design
3.4 ER Diagram
4. System requirement
4.1 Functional requirement
4.2 Non-functional requirement
4.3 Technical requirement
1. INTRODUCTION

In today’s fast-paced business environment, effective travel management is

essential for optimizing both time and costs. A Travel Management File serves
as a comprehensive resource for organizing, planning, and executing travel
arrangements for individuals or corporate teams. This document aims to
streamline the travel process, ensuring a seamless experience from initial
planning to post-trip analysis.

1.1 Purpose
1. Centralization of Information: The file consolidates all travel-related
information in one place, making it easy to access itineraries,
accommodation details, transportation options, and expense reports.
2. Budget Management: It helps in tracking expenses and staying within
budgetary constraints, allowing for better financial planning and reporting.
3. Policy Compliance: The file ensures that all travel arrangements comply
with company policies and guidelines, minimizing risks associated with
non-compliance.
4. Risk Management: By including emergency contacts, travel insurance
details, and safety information, the file enhances traveler safety and
security.
5. Efficiency and Organization: A well-structured travel management file
streamlines the booking and approval processes, reducing time spent on
administrative tasks.

1.2 Scope
A Travel Management System (TMS) encompasses a wide range of
functionalities designed to streamline the planning, booking, and management
of travel for individuals and organizations. Its scope includes various
components that cater to the needs of travelers, travel managers, and
organizations. Here are the key areas covered:

1. Trip Planning and Booking

 Itinerary Creation: Users can create detailed itineraries, including flights,

accommodations, and activities.
 Search and Compare: Tools to search and compare travel options across
airlines, hotels, and rental services.
 Booking Management: Simplified booking processes for flights, hotels, and
ground transportation.
2. Expense Management

 Budgeting Tools: Features to set and manage travel budgets.

 Expense Tracking: Recording and tracking expenses incurred during travel.
 Reporting and Analytic: Generating reports on travel expenses for analysis and
reimbursement.

3. Policy Compliance

 Customizable Policies: Integration of company travel policies to ensure

compliance during booking.
 Approval Workflow: Automated approval processes for travel requests,
ensuring adherence to policy guidelines.

4. Traveler Profiles

 Profile Management: Creation and maintenance of traveler profiles, including

preferences, frequent flyer numbers, and passport information.
 Personalization: Tailoring travel options based on individual traveler
preferences and past behaviors.

5. Communication and Support

 Real-Time Notifications: Alerts for flight changes, cancellations, or

emergencies.
 24/7 Support: Access to travel support for assistance before, during, and after
trips.

6. Risk Management

 Emergency Protocols: Providing travelers with emergency contacts and

procedures.
 Safety Information: Access to destination-specific safety and health information.

7. Data Management and Security

 Secure Data Storage: Safeguarding personal and financial information of

travelers.
 Analytics and Insights: Collecting and analyzing travel data for improved
decision-making.
2. Objective

2.1 User registration

 Account Creation: Users can register via an online form requiring essential
information such as name, email, phone number, and password. Optional fields
may include job title, department, and frequent traveler numbers.

 Verification: An email confirmation is sent to verify the user’s email address

before account activation.

 Security Measures: Password strength requirements and security questions

enhance account protection.

2.2 Profile management

 Personal Information: Users can update their personal details, including
contact information and preferences.

 Travel Preferences: Options to set preferences for airlines, seating,

accommodation types, and meal choices.

 Frequent Traveler Details: Fields for inputting loyalty program numbers (e.g.,
airlines, hotels) for automatic booking integration.

 Travel History: A section to view past trips, bookings, and expense reports,
aiding in future planning.

 Emergency Contacts: Users can add emergency contact information for added
safety during travel.

 Privacy Settings: Options to manage data sharing and privacy preferences

regarding personal information.

2.3 Search functionality for travel packages

1.User Interface Design

Search Bar:

 A prominent search bar at the top of the travel packages page for easy access.
 Auto complete suggestions for popular destinations, dates, or types of travel
packages.
Filters:

 Users can refine search results by:

 Destination
 Travel dates (departure and return)
 Budget range
 Package type (e.g., all-inclusive, family, adventure, luxury)
 Accommodation type (e.g., hotel stars, amenities)
 Transportation (e.g., flights included, car rentals)

Sort Options:

 Sort Options: Users can sort results by:

 Price (low to high, high to low)
 Popularity
 Rating (user reviews)
 Duration of the trip

2. Search Parameters

Destination Input:

 Users can input specific cities, regions, or countries.

 Suggestions can appear as users type to facilitate selection.

Travel Dates:

 Calendar widget for users to select departure and return dates.

 Options for flexible dates (e.g., "I’m flexible" checkbox).

Number of Travelers:

 Input fields for specifying the number of adults, children, and infants.

Package Features:

 Options to include/exclude specific features (e.g., meals, tours, activities).

3. Backend Processing

Database Queries:

 The system queries a travel package database based on user inputs and filters.
 Efficient indexing and caching mechanisms to improve search speed and
response time.
Dynamic Pricing:

 Real-time updates for availability and pricing based on user selections.

4. Search Results Display

Results List:

 Display search results in a user-friendly format, including:

 Package title and brief description
 Price per person or total cost
 Thumbnail image
 Ratings and reviews
 Duration and itinerary highlights

Package Comparison:

 Option to compare multiple packages side-by-side for easy evaluation.

Load More/Infinite Scroll:

 Users can load more results or utilize infinite scrolling to explore additional
packages without navigating away from the page.

5. User Interaction

Package Details:

 Clicking on a package brings up a detailed view, including itineraries,

inclusions/exclusions, and user reviews.

Save and Share Options:

 Users can save favorite packages to their profiles or share them via email or
social media.

Booking Call-to-Action:

 Clear and prominent buttons for booking or requesting more information.

6. Analytics and Feedback

Usage Tracking:

 Collect data on search queries, popular destinations, and user behavior to

enhance future offerings.
User Feedback:

 Prompt users to rate the search experience and provide feedback for continuous
improvement.

2.4 Booking management and modifications

1. Booking Management

Booking Confirmation:

 Automated confirmation emails with detailed itineraries sent upon successful

booking.
 Unique booking reference numbers for easy tracking.

Dashboard Overview:

 A user-friendly dashboard that displays upcoming trips, past bookings, and the
status of reservations.
 Quick access to relevant details, including travel dates, destinations, and
accommodation information.

Itinerary Management:

 Users can view and manage all components of their itinerary (flights, hotels,
activities).
 Options to download or print itineraries for offline access.

2. Modification

Change Travel Details:

 Allow users to modify key elements of their bookings, such as:

 Travel dates
 Number of travelers
 Destination changes (if applicable)
 Ensure real-time pricing updates based on modifications.

Cancellation Policy:

 Clearly outline cancellation policies during the booking process.

 Allow users to initiate cancellations and view potential refunds.
2.5 Payment processing integration
Payment processing integration is a crucial component of a Travel Management
System (TMS), enabling users to complete transactions securely and efficiently.
Here’s an overview of how to implement this functionality effectively.

1. Payment Gateway Selection

Choosing a Gateway:

 Select reliable payment gateways that offer secure transaction processing (e.g.,
PayPal, Stripe, Authorize.Net).
 Consider factors such as transaction fees, supported currencies, and user
experience.

2. User Interface for Payments

Checkout Process:

 Design a streamlined and intuitive checkout interface that guides users through
payment steps.
 Include options to review booking details before finalizing payment.

Payment Options:

 Offer multiple payment methods, including:

 Credit/Debit cards
 Digital wallets (e.g., Apple Pay, Google Pay)
 Bank transfers
 Payment plans or financing options

3. Security Features

Encryption:

 Implement SSL certificates to encrypt sensitive data during transmission.

Compliance:

 Ensure compliance with Payment Card Industry Data Security Standard (PCI
DSS) for processing credit card information.

Fraud Detection:

 Integrate fraud detection and prevention tools to monitor transactions for

suspicious activity.
4. Payment Workflow

Authorization and Capture:

 Utilize a two-step process where the payment is first authorized and then
captured upon confirmation of the booking.

Transaction Confirmation:

 Provide immediate confirmation of payment along with a detailed receipt sent via
email.

5. Handling Modifications and Cancellations

Refund Process:

 Streamline the process for issuing refunds in the event of cancellations or

modifications.
 Automate refund requests and confirmations to enhance user experience.

Payment Adjustments:

 Enable users to adjust payments when modifying bookings, with clear

communication about any additional charges or refunds.

6. Reporting and Analytics

Transaction Reporting:

 Generate reports on payment transactions, including successful payments,

refunds, and charge backs.

Financial Analytics:

 Provide insights into revenue streams, payment trends, and user behavior
related to payment methods.
3. System design
The system design for a Travel Management System (TMS) involves structuring the
architecture, components, and interactions within the system to meet user needs
effectively. Below is an overview of key aspects of the system design:

3.1 Architecture
Client-Server Architecture:

 The TMS can be designed as a web-based application with a client-server model.

 The client (front-end) interacts with the server (back-end) via APIs to fetch and
send data.

Microservices Architecture (Optional):

 Consider implementing microservices to separate functionalities (e.g., user

management, booking, payment processing) for scalability and maintainability.

3.2 Database design

Entity-Relationship Diagram (ERD):

 Define entities such as Users, Bookings, Travel Packages, Payments, and

Reviews.
 Establish relationships (e.g., Users can have multiple Bookings, each Booking
relates to one Travel Package).

Sample Tables:

 Users: UserID, Name, Email, PasswordHash, Preferences, etc.

 Bookings: BookingID, UserID, PackageID, Status, TotalPrice, DateCreated, etc.
 Payments: PaymentID, BookingID, Amount, PaymentMethod, Status,
DateProcessed, etc.
 Travel Packages: PackageID, Destination, Price, Duration, Inclusions, etc.
3.3 User interface design
Wireframes:

 Create wireframes to outline the layout of key pages (e.g., home page, search
results, booking details).
User Experience (UX):

 Ensure the UI is intuitive with clear navigation, visual hierarchy, and responsive
design for various devices.

3.4 ER diagram
4. System requirement

4.1 Functional requirement

User Registration and Authentication

 Users can create accounts using email and password.

 Support for social media logins (e.g., Google, Facebook).
 Password recovery options via email.

Profile Management

 Users can update personal information and travel preferences.

 Option to manage frequent traveler details.

Search and Filter Travel Packages

 Search functionality for packages based on destination, date, and budget.

 Filters for package type, duration, amenities, and price range.

Booking Management

 Users can book travel packages and receive booking confirmations.

 Ability to view, modify, or cancel existing bookings.
 Automated notifications for booking status updates.

Payment Processing

 Integration with multiple payment gateways (e.g., PayPal, Stripe).

 Secure payment processing for credit/debit cards.
 Transaction history and downloadable receipts.

Itinerary Management

 Users can view and manage detailed itineraries.

 Option to add activities or services to existing bookings.

Review and Rating System

 Users can submit reviews and ratings for travel packages.

 Display aggregate ratings on package listings.

Admin Dashboard

 Admins can manage users, bookings, packages, and reviews.

 Tools for generating reports on system usage and financial metrics.
4.2 Non-functional requirement
Performance:

 System should handle concurrent users efficiently (specify number based on

expected usage).
 Fast response times for searches and bookings.

Scalability:

 Ability to scale with increasing users and data volume.

 Support for multiple locations or regions.

Security:

 Data encryption for sensitive information.

 Compliance with data protection regulations (GDPR, CCPA).
 User authentication methods (e.g., two-factor authentication).

Usability:

 Intuitive user interface design.

 Accessibility standards compliance (WCAG).

Integration:

 APIs for integration with other systems (HR, finance, GDS).

 Compatibility with various payment gateways.

Maintainability:

 Clear documentation for system maintenance and updates.

 Support for regular software updates and patches.

Backup and Recovery:

 Regular data backups.

 Disaster recovery plan in case of system failure.

4.3 Technical requirement

Platform

 Web-based application compatible with major browsers (Chrome, Firefox, Safari).

Database

 Use relational databases like MySQL or PostgreSQL for data storage.

Programming Languages

 Frontend: HTML, CSS, JavaScript (using frameworks like React or Angular).

 Backend: Python (Django or Flask), Java (Spring), or Node.js.

Hosting

 Cloud-based hosting solutions (e.g., AWS, Azure) for scalability.

APIs

 RESTful APIs for interaction between the frontend and backend.

 Integration with third-party services for payment processing and travel data.