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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cupboard, a small table and a washstand has largely been replaced by rooms with modern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 city’s 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.

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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.

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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.

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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 management’s 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.

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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 don’t 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 guest’s 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 guest’s records.

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Inquiry

Reservation F eFilled up

Reservation Form

Inquiry

1

Rese

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.

R.Form

6

0

Existing

Reservation

System

Potential

Guest

Clerk

Reservation Form

Bill

Reservation Records

http://en.wikipedia.org/wiki/Information_system

http://en.wikipedia.org/wiki/Information_system



Reservation RecordRes.

R. Fee R. Fee

Filled up R. Fee Filled up R. Form

Receipt Bill

1

Reservation Form

Filled up Reservation Form

Bill

Inquiry Inquiry

Filled up R. Form

ReceiptBill

Reservation

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.

R. Form R. Form

Figure 2

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Potential

Guest

1

Issuance

Clerk

2

Submission

3

Record the reservation



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 web-

based 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

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Information and

Reservation

Phone Call/E-mail

System’s database

Information and

Reservation1

Information and

Reservation

Information andReservation

on the database provided by the system. In terms of payment, the guest will deposit the

payment to the hotel’s 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.

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Potential Guest

0

Online

Reservation

System

Clerk

1

Monitoring





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.

has

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tbl_guests tbl_reservation

http://www.ask.com/wiki/Software_development_process?qsrc=3044

http://www.ask.com/wiki/Requirement?qsrc=3044

http://www.ask.com/wiki/Business_process?qsrc=3044


http://www.ask.com/wiki/Database?qsrc=3044

http://www.ask.com/wiki/Software_development_process?qsrc=3044


http://www.ask.com/wiki/Business_process?qsrc=3044


http://www.ask.com/wiki/Database?qsrc=3044



Figure 5

Context Data Model

has

Figure 6

Key-base Data Model

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tbl_guests

guest_idreservation_id

LastName

FirstName

MiddleName

email

Gender

tbl_reservation

reservation_idreservation_date

ContactNumber RoomType

checkin

checkouttime

Heads

Mattress

tbl_guests

guest_id (PK)

reservation_id (FK)

tbl_reservation

reservation_id (PK)



Figure 7

Fully-Attributed Data Model

3.2.4 Database Structure

comments

Fields Data Type Size

id INT 10

author VARCHAR 30

comment BLOB

date_posted DATETIME

email VARCHAR 40

tbl_guests


guest_id INT 10

reservation_id INT 10

LastName CHAR 20

FirstName CHAR 20

MiddleName CHAR 20

email VARCHAR 40

Gender CHAR 7

Address VARCHAR 50

CivilStatus CHAR 10

Nationality CHAR 20

tbl_reservation

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reservation_id INT 5

reservation_date DATETIME

ContactNumber VARCHAR 15

RoomType VARCHAR 70

checkin DATEcheckout DATE

time TIME 14

Heads INT 2

Mattress INT 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 Hardware

Macromedia Dreamweaver 8 Pentium 4 for processor

Php and MySql 512Mb for the memory

Macromedia Flash 8 VGA 128 Mb for the graphics

*The system can also be accessible with

any operating system as long as it passes

the minimum hardware requirement.

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 Existing System Proposed System

Filling up the reservation

form

The guest will fill up the

registry form sheet. In this

manner the guest is prone to

commit errors and/or

erasures. This is the reason

why there are

misunderstandings between

the clerk and the guest.

The guest will fill up the

online reservation form in a

user interface. It will

provide an error free filled

up form.

Reservation The guest will personally

reserve through walk-in or

will make a call to reserve a

room.

The guest will reserve a

room through the internet.

Cancellation The guest will cancel

reservation through phone

or personally (walk-in).

The guest will cancel

reservation via online.

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.

3.4Cost-Benefit Analysis

Table 3

Development Cost (DC)

Expenses Quantity PriceMacromedia Dreamweaver 8 1 Php 5,198

Php and MySql 1 Opensource

Macromedia Flash 8 1 Php 9,353

Computer Unit 1 Php 23, 500

Total: Php 38, 051.00

Source: http://www.google.com

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http://www.google.com/





Table 4

Operating Cost (OP)

Expenses Unit Price Cost

Web Hosting Php 10,999 Annually Php 10,999

Total Php 10,999

Source: http://www.imapweb.com/

Table 5

Cost and Benefit Analysis (CBA) Comparative Table

Year Cost Benefits NB CNB Mark

0 38, 051

1 10,999 27, 052 16, 053 -21, 998x

2 11, 548.95 31, 109.8 19, 560.85 -2, 437.15 x

3 12, 126.39 35, 776.27 23, 649.88 21, 212.73

4 12, 732.71 41, 142.71 28, 410 49, 622.73

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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http://www.imapweb.com/





Pay Back Period

PBP = Development Cost – Last CNB x-mark + No. of 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

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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