Hotel Reservation

I. Statement of Scope and Objectives A. Introduction Technological innovation cause changes in the way people live. They have made lives of people easier, more comfortable and convenient and even hoteliers and services oriented companies find ways how to satisfy their customers, But how these hoteliers manage their transaction with fast and more convenient way. The Columban College Hotel & Resort is founded Dr. Susan P. Alegoria, the Dean of the College of Business Administration, with the recommending approval of the school treasurer Fr. Amado S. Censon and Rev. Fr. Daniel O.Presto the school President to the Board of Trustees – Most Reverent Bishop Florentino G. Lavarias, DD, as Chairman of the Board. Hotel now are having a hard time keeping their files in place. The procedure implemented is slow in billing. Manual handling of information may lead to inaccuracy of information because humans are prone to errors. In their reservation transaction there is a problem in shifting of schedules of the staff because the records is place only in the logbook and sometimes the staff is not aware that there is a reservation in a specific room because of it is difficult for them to find the room immediately.The proposed computerization system can reduced if not totally eliminates the errors that will be encountering. This system provides efficient and precise output because of the transaction for computation of bills. Accessing and updating records in reservation can be done with relative. It would then be easier for this company to go about their work with less effort and high efficiency. For Columban College Hotel & Resort, a manual-based transaction is still applied that serves as their primary system & when it comes to their data management which is record keeping and report generating.Such processes are done using logbooks, worksheets, price lists, calculators and a lot of human intervention. By doing so, the company has been encountering human errors such as i naccurate calculation, when turns out to be an inconvenience for them as it requires greater effort and time. To complement the need for capability to control, it is essential to develop an information system that will serve as the company’s backbone. Background of the Study Columban College Hotel & Resort was built on the premise of putting aLaboratory facility for BSHRM – Bachelor of Science in Hotel and Restaurant Management and BST – Bachelor of Science in Tourism students. After two years of deliberate construction, a five storey, 15 rooms building complete with three star class facilities finally open its doors on April 15, 2004. A team of experts manage and operate the Hotel Laboratory for the students to experience a first class hospitality education, making them equipped and at par with their counterparts.All Laboratory classes/subjects are done in the hotel; Front Office, Housekeeping, Kitchen Operations, Bar Tending/Cocktail Mixing, Baking with Cake D ecoration, International Cuisine, Events and Catering Management, and Culinary Arts. These specialized subjects are taught by experts from the industry and with NC II certification by TESDA. The Columban College Hotel & Resort, is the first educational hotel in Zambales and Bataan Provinces, it is located at Barrio Barretto, Olongapo City. It is ten minutes away from Subic Bay Freeport Zone, thus making it ideal for conferences, retreats and other gatherings.Nestled in the nature rich area of the Barrio Barretto with a spectacular view of Subic Bay and the mountains. This hotel and resort features very affordable room rates; one can choose from standard to deluxe rooms ranging from Php. 1,200. 00 to Php. 3,600. 00. It has function room that can accommodate 200 guests, and dining areas. The swimming pool – a mini –Olympic size pool with kiddy pool with lush tropical gardens and a roof deck overlooking the Barretto campus and Subic Bay will definitely make your stay wort hwhile. As educational hotel and resort, our tradition of impeccable service will make your stay memorable.The Columban College Hotel & Resort continues to set itself apart with its excellence in Hospitality Service and education as evidence by the result of regional culinary skills competition. The existing system in the organization contains many manual operations, including a manual registration and reservation performed by the guest which creates a problem on the receptionists recording the data that has been gathered, manual transactions of payment also created problem in paying the bills in the hotel. The Columban College Hotel & Resort is having a hard time keeping their files in place. The procedure implemented is slow in billing.Manual handling of information may lead to inaccuracy of information because humans are prone to errors. In their reservation transaction there is a problem in shifting of schedules of the staff because the records is place only in logbook and somet imes the staff is not aware that there is a reservation in a specific room because of it is difficult for them to find the room immediately. Another problem also is the marketing of the hotel because of its location and finding the prospect guests. The proposed computerization system can reduced if not totally eliminates the errors that will be encountering.This system provides efficient and precise output because of the transaction for computation of bills. Accessing and updating records in reservation can be done with relative. Reports are being generated depending on the list required by the management. It would then be easier for the company to go about their work with less effort and with high efficiency. B. Statement of the Problem MAJOR PROBLEM: Based on observation and interview done by the proponents, this study identified that the major problems experienced by the management lies on the manual process of all their operation.SPECIFIC PROBLEMS: 1. Slow Process – It ta kes time to prepare a billing report and billing statement of the clients and unable to determine quickly the availability of the rooms in order to assign new clients to their respective rooms because they are still using manual process. 2. Data Security – Their records will get lost or damaged because their data is not secured and sometimes the receptionists overlooks the records of the reservations and assigns different clients on the same room and same date which makes the manual system unreliable. 3.Intensive labor – They have difficulties on searching clients’ records and scanning the log books for the availability of the rooms it also needs effort in order to compute the billing statement. C. Objectives of the Study GENERAL OBJECTIVE: The general objective is to design and develop a Hotel Management System for Columban College Hotel & Resort, Barrio Barretto, Olongapo City. SPECIFIC OBJECTIVES: 1. To be able to develop a system that will speed up the proce ss of operation. The receptionists will have an ease using this system because our proposed system is capable on computing the payments that clients have made. . To be able to secure a program by creating a different user level of security The proposed system will have a capability to create a back-up of the recent database and the records are protected because the only person who can access their records is the receptionists. 3. To be able to develop a system that will ease the job of different user. With one glance the room’s status will be shown whether it is available, occupied and reserved. The receptionists would no longer look throughout all the rooms’ information on the log book one by one. D. Scope and Limitations ScopeThis study will cover the management of the rooms, the system will show the information of the room if it is occupied or available. The system will provide the computerization of the costumers’ total. The system will record the clientsâ⠂¬â„¢ information and the transaction they settled. Limitations The system limits the direct usage of the system by the clients, only the receptionists can operate the system. Editing guest information & transactions can only be made by the receptionists. E. Locale of the Study Figure 1. 0 The Columban College Hotel & Resort is located at Rizal Ext. Barrio Barretto, Olongapo City, near the Columban College, Barretto Campus. F. Significance of the Study This study aims to provide a Hotel Management System for Columban College Hotel & Resort. With regards to the billing of the guest, the system will be responsible in computing their payment and checking the availability of all rooms. Receptionists: They will consume less time and effort interacting with their clients. Having this system, they can easily access or check the status of the rooms depending on its types. And they can easily give the bill of the clients because it was already computed by the system.Clients: Their clients wi ll not have to wait for a long period of time for the room that will be assigned to them and their bill. Company: The hotel will have a better transaction process and ease in their guest management. II. Review of Related Literature and Studies A. Related Literature This chapter is a discussion of the background, aims and objectives of the present study. This chapter deals with the review of related literature. The purpose of the study of research works done in the same field is to understand what type of study has been done and what exactly has been explored before the present research work started.The system provide the reception an easy way for searching on rooms, listing off rooms, inserting the client information, making reservation for rooms and doing payment process. This will be created by four students of Columban College. They are Jon Roel Lasala(BSCS), Kristian Castillo(BSCS), Steven Ocampo(BSIT) and Rosendo Luy(BSIT). B. RELATED STUDIES Foreign Webraydian (2007) asserted that to run a hotel successfully it is important that the hotel management should be good before making any change in the trends one should take a look to every aspects as any changes in the trend also have a wide impact on the diverse industries.Rutherford (2009) asserted that the hotel business should be done in terms of the guest interest as well because of the growing concern over environment friendly service. O’Fallon (2010) asserted that the hotel business is one of the most competitive businesses in the world or the better words is â€Å"most cut throat†. Michael said that hotel reservations software allows hotels and resorts to manage reservation software allows hotels and resorts to manage reservations, set rates, offer discounts and monitor room allocations. Most otel reservation systems include hotel management software, hotel reservation and billing software, hotel reception software and hotel accounting software modules. Global Marketing asserted that comm unicating with all of these channels in order to keep them current on your inventory and rates, requires in some cases, daily manual intervention with multiple faxes and phone calls. More importantly, verifying the accuracy of each channel’s current allotment and rate by property is critical but rarely automated. Most times hotel operators do not know where or how their rooms are being sold or at what rate until the booking confirmation arrives.Waller said that is hotel hotel reservation software is really a necessary need. Pencil and paper booking sheets for example tend to get the job done, yes? That may be so, but also considers that with hotel reservation software, such booking sheets can be printed out, and many software packages can be configured to most any language. Martindale, asserted that another great feature about using hotel reservation is you can select from any hotel in the area that you want to stay at, even of your budget wouldn’t normally allow you t o afford it.With the online system you can browse the different hotels available in the area, and see if they have only a discounted price or if they will allow you to create your own price. This many sound strange, but especially during off peak times many hotel want people to spend something to stay in their room to help increase their annual revenue. Charya, asserted that Hotel Management system helps the hotel administrators to accommodate special request, booking checkouts, etc. They keep sending reminders highlight the important dates for the benefits of the customers.It also gives the hotel administration leverage in terms of making immediate adjustments as and when something unexpected turn ups. Schneider said that room management is simple and cost effective because a guest room management system can ensure maximum user-friendly and cost effectiveness. Assuresoftware. com testified that the management software can help your people get more out of every minute, every hour, a nd every workday. It is designed to boost productivity by simplifying scheduling rooms and resources. LocalValenzuela (2003) asserted that computer-based hotel reservation and billing system can reduce errors that will be encountered. This system provides efficient and precise output because of the transaction for computation of bills. Reports are being generated depending on the list required by the management since computerization of all companies are being encourage; there is need for hotels to adapt computerized operation too. Razal (2004) testified that the reservation and information are essential to attract clients and customers, so when they see that the establishment that can be added to their success.Wong (2004) concluded that reservation system will lessen the work of the employees and would really help them a lot in managing the hotel and it would be much easy to organize all transactions of the hotel. Capistrano (2005) asserted that reservation system enhance the existi ng business operation and give further improvement for the business process. Fuerte (2005) concluded that an application of IT technology in any business firms hold the key to competitiveness towards development and success in the business.Ramirez (2005) asserted that reservation system will benefit not only the company but customers as well, because it will increase the efficiency of the employees working operation. Daduya (2006) claimed that organized and fast retrieval of information computerization of their reservation and registration process is need, for them to have fast and accessible transaction. Mirador (2007) asserted that reservation system is deemed significant because it will be different from the traditional process of reservation.This will reinstate the manual process of reservation which probably creates difficulty for the people the who are responsible in reservation. C. Analysis on Related Literature and Studies As summary, Hotel Reservation System is an advance p rocess of managing hotel reservation; check in, check out of costumers. It is a user friendly and helps the hotel receptionist to accommodate special request, booking, checkouts. They keep sending reminders and highlight the important dates for the benefits of the costumers.Therefore, hotel that uses Computer based system needs to conduct day training for the users/receptionist to be literate in hotel management system and to avoid difficulties in making reservation of costumers. It lessens the time consume doing the hotel reservation. It is a replacement for manual reservation. A system more convenient and user friendly and compiling of files is more accurate and more sufficient than compiling it manually. It is more easy-driven to ensure faster and reliable data by processing of information in database. III. Methodologies A. Methods of Research StudyIn this chapter, the proponents described the method of research used and data gathering procedure, tools and data processing techniq ues. The Proponents used the different gathering materials like internet, books and previous study similar to the proposed study. After collecting and analyzing the data that we gather we found out some of the problems and establish our main objectives that served to be our guidelines for pursuing the system. Those gathered information from questionnaire, surveys and interviews can solved to the problem of the Columban College Hotel & Resort for their manual process. B.Data Gathering Techniques The proponents used the Descriptive Method; it is designed to investigate and to gather information about the present situation. This was the chosen method of the proponents because the method can help the proponents obtain the information they need. There are different ways to gather the information needed for the proponents to understand more about the current system of Columban College and how can the people adjust in the new system that is going to be implemented. The facts and informatio n that was gathered by the proponents was obtained by the use of Observation, Interview and Survey.Observation – this first stage to be done because before doing the interview and survey the proponents needs to observe what kind of environment the locale of the study have, what kind of people is involved and the educational attainment of each people. This technique is very helpful in gathering the needed data because conducting the observation opened some issues and problems that the study will encounter. Interview – by conducting the interview, all the questions and issues of the proponents was brought up and was answered.Interviews were done with the different people who are involves and in-charge of the Columban College Hotel & Resort. Survey – this was used by proponents to determine the percentages of the students who agree and disagree on the proposed system. Using this technique gives the proponents the opportunity to understand the situation of the stude nts in the existing system. The techniques/ways discussed above will not be obtained without the instruments used in data gathering. These instruments were performed carefully and accurately to have a very reliable result in the study.The instruments used to gather the information needed are the Library and the Internet. Library – the proponents used the Library to gather some important information that can help improve the study. It also played a very big part in the study itself; the Library contains a lot of reliable information regarding the study that helped the proponents. Internet – the internet played a vital role in gathering the information needed. The internet nowadays contains information that are not that reliable and accurate, the proponents carefully compared the results and comments of the other readers in the internet to have a result that is reliable.The proponents used survey form as one of the most important method in data gathering. A set of survey questions was given to at least 30 respondents including employee and guests of Columban College Hotel & Resort, who gives the proponents a specific knowledge and help us in identifying the common problems they are facing in a relation to the study. The proponents used Percentile Method to determine the quantities and percentage of the responses in the survey. 1. Sampling Design A project for: Columban College Hotel & Resort Rizal Ext. , Barrio Barretto, Olongapo CityDear respondents, This survey aims to collect data in accordance to the study â€Å"Columaban College Hotel & Resort Management System†. Kindly answer the question honestly and accurately. Please do not leave any statement unmarked. Your response will be highly appreciated. Thank you very much. God Bless! I. Personal Information Name (Optional):_____________________________________________ Age: 12- 16 17- 21 21- 30 30 & above Gender: Male Female II. Questionnaires 1. Is the reservation process on the hotel fast enough? 3D YesNo 2.Was your reservation handled courteously and correctly? 3D YesNo 3. Was the check-in process was timely and efficient? YesNo 4. Was your suite clean and properly maintained? YesNo 5. Were your arrival and departure experiences handled courteously and efficiently? YesNo 6. Do you think that the computerization of the reservation can affect the performance of the hotel? YesNo 7. Did the resort exceed your expectations? YesNo 8. Would you stay at the resort if you were to return to this area? YesNo Letter of Interview Columban College Hotel & Resort Rizal Ext. , Barrio Barretto Olongapo City Dear Sir/Madam:Greetings! We are graduating students of College of Computer Studies taking up Bachelor of Science in Information Technology and Computer Science. Currently, we are enrolled in our Thesis Writing Technology where we are required to design a system for a particular organization or industry. In relation to this, we planned to design â€Å"Columban College Hotel & Re sort Management System† and we are seeking for your assistance for us to conduct an interview and data gathering at your most convenient time. Rest assured that the information that we will get will be treated with much confidentiality.We are looking forward for the consideration that you can give to our request. You may reach us through the following number: 09072316910 or email us at [email  protected] com Sincerely, _________________ Noted by: Jon Roel Lasala ________________________ _________________ Mr. Ronnie D. Luy Kristian Castillo Thesis Adviser _________________ Steven Nicco Carangalan _________________ Rosendo Luy 2. Respondents Figure 2. 0 The receptionist of Columban College Hotel & Resort Figure 3. 0 Readying for interview on Mr.Elmer Callo, Assistant Manager of the CCHR Receptionist The receptionist will be observed by the proponents to know what is the possible problems that are occurring in performing the manual operations in the hotel. Guests The proponents will conduct a survey of how the manual operations of hotel affect the satisfaction of the guests. Administrators The proponents will interview the administrators of the hotel to know what problems they are experiencing in the hotel. C. Statistical Treatment of Data 1. Percentile Method to determine the quantities and percentage of the responses in the survey.Survey forms will be given to the employees and some guests of the Columban College Hotel & Resort. N N Formula: P = f x 100 Where: % = Percentage f = Frequency N = Total Number of Respondents D. Collected Data and Information Result of Survey The results of the survey were discussed on this study and the following questions that were answered by the respondents: 1. Is the reservation process on the hotel fast enough? | | Frequency| Percentage| Yes| 7| 23%| No| 23| 77%| Total| 30| 100%| Table 1. 0 Figure 2. 0 2. Was your reservation handled courteously and correctly? | | Frequency| Percentage|Yes| 17| 56%| No| 13| 44%| Total| 30| 100%| Table 1. 1 Figure 2. 1 3. Was the check-in process was timely and efficient? | | Frequency| Percentage| Yes| 11| 36%| No| 19| 64%| Total| 30| 100%| Figure 2. 2 4. Was your suite clean and properly maintained? | | Frequency| Percentage| Yes| 22| 73%| No| 8| 27%| Total| 30| 100%| Table 1. 3 Table 2. 3 5. Were your arrival and departure experiences handled courteously and efficiently? | | Frequency| Percentage| Yes| 18| 60%| No| 12| 40%| Total| 30| 100%| Table 1. 4 Figure 2. 4 6. Do you think that the computerization of the reservation can affect the performance of the hotel? | Frequency| Percentage| Yes| 28| 93%| No| 2| 7%| Total| 30| 100%| Table 1. 5 Figure 2. 5 7. Did the resort exceed your expectations? | | Frequency| Percentage| Yes| 15| 50%| No| 15| 50%| Total| 30| 100%| Table 1. 6 Figure 2. 6 8. Would you stay at the resort if you were to return to this area? | | Frequency| Percentage| Yes| 21| 70%| No| 9| 30%| Total| 30| 100%| Table 1. 7 IV. Modelling and Technical Ba ckground A. Software Model The proponents adopt the System Development Life Cycle because this will act as the proponent’s guide in creating the proposed system. Figure 3. 0SDLC is a process used by IT analysts in order to develop or redesign high quality software system which meets both the customer and the real world requirement taking into consideration all associated aspects of pros and cons of software testing, analysis and post process maintenance. B. Theoretical Framework This chapter will discuss the different process and methods of creating the needed system of the organization through the guidelines that the proponents created in their researches and findings. This chapter also involves the different phases that will act as guide that will be an essential to the creation of the proposed system.Additional information Additional information PLANNING PLANNING DISCOVEERY DISCOVEERY INFORMATION GATHERING INFORMATION GATHERING REPORTING REPORTING Figure 4. 0 Theoretical F ramework C. Conceptual Framework Proposed System Proposed System Check for room availability Check for room availability Show and compute for the bills Show and compute for the bills Create a back-up for database Create a back-up for database Give the needed information Give the needed information Give the room desired by the client Give the room desired by the client Give the payment Give the payment Client Client Receptionist ReceptionistFigure 5. 0 Conceptual Framework This figure shows the concept of the proposed system, It will tackles how the process of interaction between the receptionist and the guests. 1. Paradigm/IPO Diagram Figure 6. 0 Paradigm The IPO model has many interdisciplinary applications, and is used to convey systems fundamentals in  IT  overview  education  and as a brainstorming, preliminary investigation tool in  systems development processes  such as the  SDLC. V. Systems Analysis and Design A. Systems Analysis 1. Existing System Columban Coll ege Hotel & Resort is currently performing all their process in manual operation. . User Requirements/ Requirements Specifications User Requirements | Developer Requirement| Automated Billing Statement| Create a system that will automatically generate billing statement| Computer-based viewing Room Status| Include the room status in the features of the program| Computer Reservation| Create a Database Management System| Computer-based Check in/out| Create a system that will manage the Check in/out of the clients| Computerized Adding/Viewing of Clients’ information| Create a Database Management System| Table 2. 0 User Requirements 3. Feasibility Study 3. Technical Feasibility Columban College Hotel & Resort is in need of a computer-based system to be able to operate faster and more efficiently. The system project primarily intends to avoid inconsistencies during operation. Also, implying the use of computerized processes avoids inaccurate report of billing amounts and miscalcula tion of transactions. Microsoft Office 2010 offers flexible and powerful new ways to deliver your best work—at the office, at home, or at school. Create standout reports and presentations with tools that help you capture your ideas more creatively.Stay connected to your projects, even when you’re away from your computer, with access to Office files via Web browser or Windows phone. 1  Work efficiently with others by sharing, editing, and reviewing files at the same time—even across geographies and time zones. Adobe Photoshop  is a  graphics editing program  developed and published by  Adobe Systems. Photoshop files have default file extension as  . PSD, which stands for â€Å"Photoshop Document. † A PSD file stores an image with support for most imaging options available in Photoshop.These include layers with  masks,  color spaces,  ICC profiles, CMYK Mode (used for commercial printing), transparency, text,  alpha channels  and  sp ot colors,  clipping paths, and  duotone  settings. This is in contrast to many other file formats (e. g. .JPG or . GIF) that restrict content to provide streamlined, predictable functionality. A PSD file has a maximum height and width of 30,000 pixels, and a length limit of 3 Gigabytes. Visual Basic  is a  third-generation  event-driven programming language  and  integrated development environment  (IDE) from  Microsoft  for its  COM programming model first released in 1991.Visual Basic is designed to be relatively easy to learn and use. Visual Basic was derived from BASIC  and enables the  rapid application development (RAD)  of  graphical user interface (GUI)  applications, access to  databases  using  Data Access Objects,  Remote Data Objects, or  ActiveX Data Objects, and creation of  ActiveX  controls and objects. VBA  is effectively the same language as Visual Basic but VBA-code is tied to Microsoft Office and can only run wit hin that environment. The  scripting languageVBScript  is a subset of Visual Basic. . 2 Economical Feasibility The Economic Feasibility will be the basis if the said proposal is economically feasible; Every company knows that cost is one of the major problems to be considered in making a proposed system, if it affordable or not. However, the only thing that the shop need is hosting the proposed system and it is less expensive. The proposed system just need to acquire an internet connection and have knowledge on computer and it will be possible for them to get their needs and information by just browsing.The economic feasibility will illustrate the expenses needed to be able to implement the proposed system successfully below. Since the Columban College Hotel & Resort has already has a one (1) complete set of personal computer, there is no need to buy a new one. Software Specification Software Components| Description| | Windows 7| | Microsoft Office 2010| | Visual Basic 6. 0| Har dware Specification Hardware Components| Description| | Intel DUAL CORE E5300 2. 6Processor| | INTEL DG41RQ DDR800/ 6CHN/ GLAN/ QUAD/| | 2 GB DDR2 PC800| Hard disk SEAGATE 250GB 7200 SATA| | Monitor AOC9315l 18. 5† Black| | AVR 500 watts| | A4Tech Slim PS2 KBS-720 Black| | A4tech Optical Mouse OP6200 USB| 3. 3 Operational Feasibility Operational feasibility is this will focus whether the system will be productive if it is being developed and implemented. Whether there will be affect from user or there will be possible application benefits. Operational feasibility, this is how the system will solve the following problem or how it satisfies the requirements analysis phase of the development.ITEM| UNIT| PRICE| QTY. | FREQ. (1 Acad. Yr. )| TOTAL| Bond Paper| Ream| Php. 200. 00| 1| 20pcs. | Php. 4,000. 00| Ink| Cartridge| Php. 350. 00| 1| 1| Php. 350. 00| Log Book| | Php. 35. 00| 1| 12pcs. | Php. 420. 00| Total| | | | | Php. 4,770. 00| Table 4. 0 Operational Feasibility Electricity Consumption and Cost Rate/kW = Php. 5. 90 (based on ZAMECO II) Amount = (unit’s watt/1,000kW) *rate *hours usage ITEM| UNIT WATTS(1 Acad. Yr. )| HOURS USAGE| COST| Personal Computer| 225W| 24hrs. (min)| Php. 4,032. 00| Table 4. 1 Operational Feasibility 3. 4 Time FeasibilityTime feasibility will say the schedule if the project being done. And how many months it is being cover. This Gantt chart show how does data gathering being done and even the design phase and maintenance are show in the Gantt chart. Bars show the time being consumed in one task to other task until we fulfil all the requirements needed by the clients. Figure 7. 0 Gantt Chart 3. 5 Feasibility Analysis Executive Summary After the proponents gather all the essential information needed, the proponents is convinced that the proposed system will be feasible in implementing.The proposed system requires both hardware and software components to keep the system running. For the receptionists, the Visual Basic 6. 0 i s needed to run the system. It is important to create a back-up of database to keep the information and transactions safely. Since the needed software and hardware were available in the hotel, the proponents will only now focus in implementing the system to know whether the proposed system will truly help the Columban College Hotel & Resort. 4. Risk Analysis Risk| Source| Action| Risk level|Data corruption through loss or alteration of data without the application’s knowledge and consent| Receptionist error (accidental file deletion)| Recover file| High| | Software bugs (unexpected conditions and responded to incorrectly| Update anti-virus, delete any virus founds| Medium| Data corruption through willful action| Externally, from viruses and worms| Create back-up data| Medium| Acts of God| Earthquake, floods, etc. | Create back-up data| Low| Table 5. 0 Risk Analysis B. System Design 1. Proposed System This research describes an adaption of a hotel reservation system in Columba n College Hotel & Resort.Computer technology has made our lives much easier and convenient. Years ago, people had to manually input important information of their guest, now you just use the computer to find this information. In just one click, instantly find the guest name, rooms & rates, address, email address, phone numbers and so on. By investigating their existing reservation, the guest input the information manually in reservation form. It is hassle for the guest to do a reservation as well as to the receptionist. It is time a waste of time, effort and the things that is needed for the reservation.Proponents will implement the proposed system in Columban College Hotel and Resort. All you need is computer and a user, by just opening the application. It is a very reliable, efficient and convenient. It is much easier to for the receptionist to look at the database and see if the guests are already paid or if the room is already occupied or unoccupied and so on and so forth. 2. Ob ject-Oriented Analysis and Design 2. 1 UML Class Diagram Figure 8. 0 Class Diagram 2. 2 Use Case Diagram System System Check Room Information Check Room Information Input Customer InformationInput Customer Information Update System Update System Edit information Edit information Add Subcharges Add Subcharges Total Payment Total Payment Figure 9. 0 Use Case Diagram 2. 3 Use Case Description Use Case| Input reserved information| Actor| Receptionist| Description| Input data information about room reserved| Trigger| When a customer wants to reserve for room| Pre-conditions| Customers wants to reserve room| Post-conditions| System will be updated| Normal Flow| All information about reservation must be encoded| Priority| High| Frequency of Use| In all guest to booked in the hotel|Table 6. 4 Use Case| Updates System| Actor| Receptionist| Description| Updating of system in every time there is new booking schedule| Trigger| New inputs/booking schedule is given| Pre-conditions| Guest requeste d for room reservation| Post-conditions| Input/information given is updates to the system| Priority| High| Frequency of Use| In all guest to booked in the hotel| Table 6. 5 Use Case| Edit information| Actor| Receptionist| Description| Editing of customer and room information| Trigger| When information needs to be updated| Post-conditions| System will update changes|Normal Flow| Editing is always done when changes are needed to be done in the customer information| Includes| Data Verification| Table 6. 6 Use Case| Total payment| Actor| Receptionist| Description| Adding all the expenses in the information| Post-conditions| Payment will be done according to the total amount| Normal Flow| | Includes| | Priority| | Frequency of Use| | Business Rules| | Table 6. 8 2. 4 System Sequence Diagram 3. Network Diagram/System Architecture Proposed System Proposed System Receptionist Receptionist Database Management System Database Management SystemFigure 11. 0 Network Diagram Network Diagram  is the  conceptual model  that defines the  structure and behaviour of a  system. 4. Database Structure 4. 1 Entity Relationship Diagram 4. 2 Data Dictionary 4. 3 Relational Databases 5. System Interfaces 5. 1 System Inputs Guest Reservation Form This is where the receptionist will input the essential information of the guest, it will also show how much the guest will pay about the chosen room. This is where the additional necessity will be ordered by the guest and the receptionist will process the transaction 5. 2 System Outputs . 3 Process Specifications 5. 4 Integrity Controls All bits of information or data that are gathered in the guest will be stored in the system and its database. Only the receptionist can modify the system in the server through the approval of who might be the one should be approving it. That person who will be approving it will depend on the agreement of the company or policy. 5. 5 Security Controls The proposed system has the capability to back-up th e database of all it saved information. The system will have passwords where only receptionist can access it.Any antivirus programs with high integrity will be used to protect the system. 6. Automation Boundary The proposed system will be about reservation of room accommodation and other services. The system will not be providing automated billing. 7. Initial Gap Analysis The existing system is all about manual operation by filling up form of reservation, unlike the proposed system all you need to do is encode the information. Other advantage of the proposed system its more efficient if compiling reservation form. It is also more accurate in reviewing data information about the previous accommodations.Chapter VI A. Implementation Activities In order to successfully implement the proposed system for Columban College Hotel & Resort, the proponents need to orient the Receptionist, Manager and Owner on how the process of the proposed system works and on how the system should be handled, after orientation and installation the system will be tested and will be evaluated for further revisions or enhancement that are still needed to include on the proposed system. B. Testing 1. Unit Testing The system administrator and other users will be involved in testing the program.The users are allowed to explore the system then let them take notes if there are any flaws in it or if there are anything that needs to improve. Then the proponents will debug the system then re-run the testing for further adjustment and debugging until the system will be fully operational. ALPHA TESTING Alpha testing is a form of preliminary software field test carried out by a team of users in order to find bugs that were not found previously through other tests. The main purpose of alpha testing is to refine the software product by finding and fixing the bugs that were not discovered through previous tests.This indicate the stages of the process how the system response to its given task. The testin g is conducted in order to know how the systems deliver the required response regarding with its performance. Based from the test that has been establish in using alpha testing, the proponents comes up from the first part of testing the system, there were things that must be change. One of the changes that need to be change is the abolishing of the manual procedure of the hotel, 2. Integration Testing 3. Usability TestingAfter all operation testing are done, the Hotel Management System receptionist will seek for questions regarding the improvements of the system. After gathering some information, adjustment or improvements will be done in the system depending on how big are the problems need to be change in the system. 4. User Acceptance Test As all the adjustment or improvements are done, the system will be tested again by the Users and will be re-evaluated if the system already fulfilled the User’s satisfaction. C. Change Request and Error Reports D. Deployment 1. Deploymen t Approaches 2. User’s TrainingIn order for the system to fully-implement in the oraganization, the users must undergo training in order to gain enough knowledge in computer. The training will be about familiarizing in the operating system which is the Windows7 so that the user wil use will know where to go in accessing the system, then the Microsoft Visual Basic. net in order for them to easily understand the environment of the syetm because the system is made through the said software. Then, also most importantly is the users must be trained on how to use the system. The training will be conducted in their free time.In terms of the untoward incident that will happen in the system during the operation, the users are obligued to go out series of trainings for the debugging of the system as well as the system’s maintenace. 3. System Maintenance 1. Problem Report During the previous process, the problems aroused in the system are the following: 2. Manual Changing and Upd ating of records The Hotel’s office consists of many files of the clients and inventories. Since, the office piled up with many files there are many records that needed to be recorded in a new form and add to the database.And also the files are not be placed consequently because the files are only been placed to the filling cabinet in the office. 3. Employees are not Computer Confident The Front Desk Employees does not have sufficient knowledge about computer. Regarding with this, the proponents suggested to have leave and conduct training or seminar. 1. Policies and Procedures Policies Policies may vary depending on the desire of Columban College Hotel & Resort Management, but the proponents suggest the following policies: 1. Only the Admin are in charge of adding, editing and deleting the System Users 2.The system data base should be backed-up every week in case of data crash or other unexpected circumstances 3. The Computer should be place in a nice atmosphere to prevent o verheating. 4. No other employee other than the Receptionist, Manager and owner can directly use the system. 5. In the reservation transaction, down payment is needed in order to confirm the reservation, the receptionist will inform the client that the registration will be cancelled if the guest didn’t arrive 2 hours after the expected time of arrival and the down payment will serve as the registration fee. Chapter VIIConclusion and Recommendation A. Conclusion The Hotel Management System have already been completed. It really made a significant difference as compared with the present existing system of the hotel since it was done through interfaces of computers. The usage of the system truly provides the advancement of technology, towards a fast access of information. The proponents therefore conclude that it is more reliable to make use of the proposed system as it is able to reduce data redundancies and inconsistencies, in which the administrator and receptionist experienc ed while using the existing system.The proposed system is guaranteed to be secured and will make the work of the receptionist faster and more convenient. B. Recommendation The proponents recommend the implementation of the system as it would speed up and make more efficient the processes involved in managing rooms. Full testing before implementation is suggested. The system will not cover how the payment will be done, whether they will use credit card or bank transactions.Stand-alone computer unit is used in the system but in the future purposes the respondents can use two or more computer unit for the manager and the management if needed. The user level must be considered always for the security of the files and every transaction. Because of technology the needed for improvement never stop, therefore the proponents recommend to the next future proponents to add more features to the system to become more useful and to satisfy the future needs of the business.