Project Proposal for Hotel Reservation System Essay

Hotel Reservation System CLIENT Receipt Inquiries Receptionist Accepting Inquiries Confirmed Inquiries Level 0 Data Flow Diagram Verifying Inquiries P1 Reservation P2 Client Information Verified Inquiries Leaving of Client P3 Verified Inquiries Reserved Paying Bills P4 ReceiptVacant Room Level 1 Data Flow Diagram Receptionist Inquiring P1. 1 Client Questions Questions Starting the Answers P1. 2 Answer Given InformationAnswer Filling up Information P1. 4 Submitting Information P1. 5 Raw InformationInformation

Saving Info P1. 7 Encoding Info P1. 6 Receptionist Submitted Information Encoded Info Submitted Information Saved InfoDatabase Level 1 Data Flow Diagram Inputting of Records P2. 1 Receptionist Booking Information Records Occupied/Reserved Room Updating Room Status P2. 2 Receptionist Updated Room StatusNew Records Saving updated Record P2. 3 Updated Records Saved Records Database Level 1 Data Flow Diagram Checking Records P3. 1 Receptionist Client Client IDVacant Room New Records Saving Room Status P3. 4 Encoding Room Status P3. 3

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Updating Room Status P3. 2 Encoded Room Status Updated Room Status Saved Room StatusDatabase Level 1 Data Flow Diagram Submitting Booking ID P4. 1 Receptionist Client Booking ID Booking ID Booking Info Submitting Booking Info P4. 2 Computing of Bills P4. 3 Cashier Booking Info Booking Info Computing Bills Submitting Bills to Client P4. 4 Saving Receipts P4. 6 Paying of Bills P4. 5 Submitted Bills Receipts Receipts Saved Receipts Database STI College Tagatay Center: Tagaytay

User View Interface Subject Code: SOFTWEN Subject : Software Engineering Group Name : DATA Leader: Adove, Noel Ferdinand Jeremiah O. Alviz, Ronel Dimaranan, Mark Lester Tenorio, Erlan

Project Name: Hotel Reservation System Lecturer: Mr Raymund Constante Date Submitted: September 05, 2011 I. Introduction A. Group We are the group 2 in SOFTWEN subject for our thesis. Our group name is “DATA”. How did we come up to this name? The name “DATA” is derived from the first letter of the surname of each member of the group. Mark Lester Dimaranan, Noel Ferdinand Jeremiah Adove, Erlan Tenorio and Rhonnel Alviz.

B. Company SONYA’S GARDEN HOTEL a charming cozy little bed & breakfast situated at Tagaytay City. Rumors of a secret garden tucked in the gentle rolling hills of Tagaytay gradually sneaked its way into conversations of Manila’s many social circles on what is new and exotic. Stories were told in awe and delight about a flower garden planted in “organized chaos” yet soothingly pleasing to the eye, as if choreographed with artistic perfection. And then there is the simple yet incredibly filling country cuisine with fresh and organically grown ingredients served in fine tableware that complements its idyllic setting.

Then there is Sonya herself with her memories of growing up in her grandmother’s country garden in the Philippines, her life as an expat in Europe and the US, and her dreams of carving out a place in the country where she can live her philosophy on “the art of doing nothing”. This was supposed to be Sonya’s private paradise, open only to family and friends and eventually, friends of friends. But after much prodding from all those who have enjoyed the country living experience to share with more people what would otherwise have been her retirement lifestyle, she reluctantly relented.

In February of 1998, she opened the doors of her secret garden to the public in time for Valentine’s Day. From then on Sonya’s has been host to a bevy of visitors; the tourist from a far off land who looks beyond the beaten path; the balikbayan looking for a familiar sketch of a memory of home; burned-out city-dwellers seeking respite from the din of the city; and practically anybody who is looking for something different yet strangely familiar. Of course, as a wonderful haven of romance, love blooms in Sonya’s garden like flowers of an eternal spring.

Many romantics have found it to be a popular spot to disarm, to court and to propose. Some have even returned to say, “I do. ” And with that, Sonya’s Secret Garden earned the reputation of being the worst kept secret in Manila. II. Existing System A. Narrative Statement of Existing System Sonya’s Garden has no electronic reservation system to speak of. If a customer wanted to reserve a room, the receptionist simply checks their records if any are available. If there are, the customer will be asked to pay the full amount for the duration of their stay.

The customer will also be asked to present valid Identification for validation purposes, after which the room will be marked as “Reserved”. If in case the hotel is fully booked and other walk-in customers wish to rent, the receptionist will consult their records for scheduled check-outs. If there are, new customers will be asked if they wish to wait till the check-out of the previous customer. However, if any existing customer wishes to extend their stay, the new customer will not be accommodated. Children 7 years old and below are given a 50% discount.

Clients with pets will need to take full responsibility for whatever damages caused by their animal within the hotel premises. Customer information such as preferred room, length of stay, favorite foods and beverage, etc. are written down & kept confidential in a log book for future reference. CANCELLATION POLICY Cancellations more than 10 days prior to Scheduled Arrival: For cancellations received more than 10 days prior to a guest’s scheduled arrival the B&B will refund any deposit or payments given and will charge a 20% cancellation fee. Cancellation 2 to 10 Days Prior To Scheduled Arrival:

For a cancellation received 2 to 10 days prior to the scheduled arrival date, the guest shall be responsible for the first night charges (for fully paid reservations). Guests who make a reservation using a deposit shall forfeit the deposit. If, however the B&B is able to re-book all cancellations, the B&B will refund any payment or deposit given and will simply charge a 20% cancellation fee. Cancellation 48 hours or less Prior to Scheduled Arrival: For cancellations received within 48 hours of the scheduled arrival, the guest shall be responsible for the first night charges or forfeit the deposit.

B. Problems Encountered 1. General Problem: It’s non secure labor intensive and time consuming method where a great deal of time and effort is expended in checking for available rooms and sifting thru costumer records w/c could easily be misplaced. 2. Specific Problems: – More time consumed in looking for vacant room/s – Possible Loss of data/records – Time Consuming and dubious monitoring of daily expenditures and profits. – More time consumed in looking for the records of the customer. III. Proposed System A. Objectives A. 1 General Objective: To create a system that will be more reliable compare to manual system and conserve more time, and comfortable to use. A. 2 Specific Objective: – To lessen the time being consumed in finding a vacant rooms – To secure data involves to prevent data lose – To provide an accurate monitoring of every day sales – To easily monitored the record/s of customers B. Declarative Statement of proposed system The first process that will occur in the proposed system is the inquiries of the client. All inquiries will be recorded in the system database for the further use.

If the client request is available, then the user gather the information needed for the booking process but if the client request is not available, then there is no other process will continue. After the booking process, the user will record the room that is “Occupied”, and after the client reached the end of renting, it will proceed to the next process which is the client will give his/her ID to the receptionist and the receptionist will mark the room that the client used as “Vacant”. After the transaction of client, it will proceed to the billing process which will be based on the booking and room rate.

The system can view all bills that will be depend on the booking and room, it can also view the rooms current status and availabilities of rooms in any specific date. IV. Scope and Limitation Scopes: The priority of our system is to provide the hotel a semi-automated reservation system that will help the receptionist/user do their task more easily. This will provide more reliability and efficiency so user can save more time and effort in doing its task. The system includes search button to easily find available rooms. To make records on what time that a client use the room and the client leave the room.

The system will also tag the room that has been reserved. It will also save/store records for further use. The system can also make accurate all the data in the reservation process, and will help the give customer satisfaction. Limitations: There are some procedures that cannot be done in our proposed system. The system is not responsible for the inventory of the content in the hotel rooms. Also, the system is not available for online reservations. V. Technical Aspect Software Windows XP Hardware: Requirements: 1GB RAM Pentium 4 Intel 160GB HDD Monitor Keyboard Mouse People ware: Encoder Programmer

Analyst System Designer COST BENEFIT ANALYSIS A. Development Cost HARDWARE DEVELOPMENT COST QUANTITYITEMUNIT PRICEPRICE 1 unitCPUExistingExisting 1 unitMonitorExistingExisting 1 unitPrinter ExistingExisting 1 unitAVRExistingExisting (Automatic Voltage Regulator) TOTAL HARDWARE DEVELOPMENT COSTP 0. 00 SOFTWARE DEVELOPMENT COST DescriptionPrice System AnalystP15,000 System ProgrammerP 18,000 TOTAL SOFTWARE DEVELOPMENT COST P 33,000 COMPUTATION ON DEVELOPMENT COST Hardware Development CostExisting Software Development CostP 33,000 TOTAL DEVELOPMENT COSTP 33,000 B. PRESENT ANNUAL OPERATING COST

I. PRESENT SUPPLIES COST QUANTITYDESCRIPTION UNIT COST TOTAL COST 30 ReamsBond paper (Long) P 250. 00 P 7,500. 00 30 ReamsBond paper (Short) P 200. 00 P 6,000. 00 80 pcs. Brown Envelope(Short) P 5. 00 P 400. 00 12 pcs. Logbook P 200. 00 P 2,400. 00 100 pcs. Folder (Long) P 7. 00 P 700. 00 100 pcs. Folder (Short) P 5. 00 P 500. 00 80 pcs. Ballpen P 5. 00 P 400. 00 60 pcs. Pencil P 5. 00 P 300. 00 1 pcStapler P 75. 00 P 75. 00 60 BoxesStaple Wire P 20. 00 P 1,200. 0 1 pcs. CalculatorP 100. 00 P 100. 00 3 pcs. Office Marker P 35. 00` P 105. 00 25 bottles Marker Ink P 92. 00 P 2,300. 00 20 pcs. Printer Ink P 1,200 P 24,000. 00 TOTAL PRESENT SUPPLIES COSTP 45,580. 00 C. PRESENT ELECTRIC CONSUMPTION 1 CPU200 watts 1 Monitor80 watts 1 Printer80 watts 1 Air-condition 400 watts Total Watts Consumptions760 watts COMPUTATION OF PRESENT ANNUAL ELECTRIC CONSUMPTION 760 watts x 4 hours/day = 3040 watts/day 3040 watts/day x 1 kw/1000watts = 3. 04 kw/day 3. 04 kw/day x 30 days/month = 91. kw/month 91. 2 kw/month x 12 months/ year = 1094. 4 kw/year 1094. 4 kw/year x P 7. 75/kw = P 8,481. 6/year TOTAL ANNUAL ELECTRIC CONSUMPTIONP 8,481. 6 Total Present Supplies CostP 45,580. 00 Total Present Annual Electric ConsumptionP 8,481. 60 TOTAL PRESENT ANNUAL OPERATING COST54,061. 60 D. PROPOSED ANNUAL OPERATING COST I. PROPOSED SUPPLIES COST QUANTITYDESCRIPTIONUNIT COSTTOTAL COST 5 ReamsBond paper (Long) P 250. 00 P 1,250. 00 5 ReamsBond paper (Short)P 200. 00 P 1,000. 00 25 pcs. Brown Envelope(Long) P 5. 00 P 125. 00 12 pcs. Folder (Long) P 7. 0 P 84. 00 12 pcs. Folder (Short) P 5. 00 P 60. 00 20 pcs. Ballpen P 5. 00 P 100. 00 10 pcs. Pencil P 5. 00 P 50. 00 1 pcStapler P 75. 00 P 75. 00 50 BoxesStaple WireP 20. 00 P 1,000. 00 1 pcs. CalculatorP 100. 00 P 100. 00 3 pcs. Printer Ink P 1,200 P 3,600. 00 TOTAL PROPOSED SUPPLIES COSTP 7,444. 00 E. PROPOSED ELECTRIC CONSUMPTION 1 CPU200 watts 1 Monitor80 watts 1 Printer80 watts Total Watts Consumptions360 watts COMPUTATION OF PRESENT ANNUAL ELECTRIC CONSUMPTION 60 watts x 24 hours/day = 8640 watts/day 8640 watts/day x 1 kw/1000 watts = 8. 64 kw / day 8. 64 kw / day x 30 days/ month = 259. 2 kw / month 259. 2kw/ month x 12 months / year = 3110. 4 kw / year 3110. 4 kw / year x P 7. 75 / kw = P 24,105. 60 TOTAL ANNUAL ELECTRIC CONSUMPTIONP 24,105. 60 Total Proposed Annual SuppliesP 7,444. 00 Total Proposed Electric ConsumptionP 24,105. 60 TOTAL PROPOSED ANNUAL OPERATING COSTP 31,549. 60 F. ANNUAL COST SAVINGS Total Present Annual Operating Cost54,061. 60 Less: Total Proposed Annual Operating CostP 31,549. 60 TOTAL ANNUAL COST SAVINGSP 22,512. 00

Present Value Method (Yardon’s Formula) P =F / (1 + i ) n F = P / (1 + i ) n Where: P = Present Value of investment (total cost savings) F = Future Value of the investment i = Interest rate per compounding year (12%) n = Number of years 1 = constant figure for 1 whole year COMPUTATION: YEAR 1 F = P * ( 1 + i ) n = P 22,512. 00(1 + 0. 12 ) 1 = P 22,512. 00(1. 12) = 25,213. 00 YEAR 2 F = P * ( 1 + i ) n = P 22,512. 00 (1 + 0. 12 ) 2 = P 22,512. 00 (1. 25) = 28,140. 00 YEAR 3 F = P * ( 1 + i ) n = P 22,512. 00 (1 + 0. 12 ) 3 = P 22,512. 00 (1. 40) = 31,516. 80 YEAR 4 F = P * ( 1 + i ) n = P 22,512. 0 (1 + 0. 12 ) 4 = P 22,512. 00 (1. 57) =35,343. 84 YEAR 5 F = P * ( 1 + i ) n = P 22,512. 00 (1 + 0. 12 ) 5 = P 22,512. 00 (1. 76) =39,612. 12 YEARSSAVINGSINTERESTPRESENTCUMULATIVE PRESENT 1P 22,512. 001. 1225,213. 0025,213. 00 2P 22,512. 001. 2528,140. 0053,353. 00 3P 22,512. 001. 4031,516. 8084,869. 80 4P 22,512. 001. 5735,343. 84120,213. 64 5P 22,512. 001. 7639,612. 12159,825. 76 Total Development Cost=P 33,000. 00 Less: Cumulative Present Value (Year1)=P 22,512. 00 Divided by: Present Value (Year 2)=P10,488. 46 Expected Period of Coverage=28,140. 00 Add: 1 Year= 0. 37 Payback= . 7% =1. 37 = 1. 37 years Therefore, the actual payback period is 1. 37 years. Computation on Converting Payback Period to Number of Years / Months / Days 1. 37 years subtract 1. 00 = 0. 37 0. 37multiplied by 365 days / year=135 days 135 days divided by 30 days / month=4. 5 months 4. 5 multiplied by 30 days/month =15 days Computed Expected Payback Period = 1 year and 4 months and 15 days NET PRESENT VALUE – Under this method, all cash inflows or outflows related to the Investment project are discounted at a minimum acceptable Rate of return which in most cases, is the final cost of capital.

Nat Present Value = Cumulative Present Value – Total Development Cost = P 53,353. 00– P 33,000. 00 Net Present Value = P 20,353. 00 Summary: Total Hardware Development CostP 0. 00 Total Software Development CostP 33,000. 00 Total Development CostP 33,000. 00 Total Present Annual Supplies CostP 45,580. 00 Total Proposed Annual Supplies CostP 7,444. 00 Total Present Electric ConsumptionP 8,481. 60 Total Proposed Electric ConsumptionP 24,105. 60 Total Present Annual Operating CostP 54,061. 60 Total Proposed Annual Operating CostP 31,549. 60 Total Annual Cost SavingsP 22,512. 00

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