REQUEST FOR INFORMATION TECHNOLOGY SERVICESDate : January 15, 2015Submitted By : Vergilio TatadTitle: Business OwnerDepartment :Location : Remolador St., Tagbilaran CityCell no. : 09198133124, 09278443008E-mail : info@taverspensionhouse.comTelephone No : 412-3983, 412-4896

REQUEST FOR:URGENCY:[ ] Correction of system error[ ] Immediate attention needed[ ] System Enhancement[ ] Handle in normal priority sequence[ x] New System[ x] Defer until new system is developed

DESCRIPTION OF REQUESTED SYSTEMS SERVICES:

Lately we encountered several problems in accommodating our guest especially during peak season which is every April and May.

Janice Ampong, the Information Desk Officer tells me that manual system is hardly enough to accommodate simultaneous bookings. She added that sometimes we are encountering mistakes in writing the guest information.

We strived to remain our Manual System for the reason of saving money and additional purpose. But when later on when we encountered the mentioned problems, I would like you to look into the situation.

I am requesting you to make an appropriate system that will correspond to our problem and system errors.

(To be completed by the information Technology Department)

[ x] ApprovedAssigned to IT contact person: Dominador TubaladoUser: Tavers Pension HouseUrgency code (1 low 5 high): 3[ x ] Modified (see attached notes)[ ] Rejected (see attached statement)

Date: January 16, 2015Action: Preliminary InvestigationINTRODUCTION

Tavers Pension House has manual system which is a step by step procedure for booking. Although the establishment is in good class and quality, its not realizing its maximum potential due to the delay of activities by the current manual system.

The pension house is located at Remolador St., Tagbilaran City owned by Vergilio Tatad. It was established sometime on September 1999. The name TAVER is a combination of the owners name. Its mission is To lead the highest standard in guest service utmost comfort and above all the luxurious quality of cleanliness. It has good amenities like:

-Fully air-conditioned room with Cable TV

-Private Toilet and Bath Tub- Hot & Cold Shower- Refrigerator for Deluxe Rooms- Safety Deposit Box- Car Park- 24 Hours Security- Restaurant- Karaoke Bar & Grill- Chapel-Conference Room

But for 16 years they have been experiencing problems about bookings especially onpeak season which gives them headache to accommodate all guests. Upon the request of Mr. Tatad for a new system to help improved its service and to provide its guests and serve its clients more effectively, we the 2nd year students of IIAS conduct an investigation of the problem.

After an information gathering process from several pension houses managed by manual and computerized systems around the city. The system analyst saw that the pension house indeed needed a computerized booking system.

After a close analysis of samples collected during the problem definition stage the analyst found that all the hardware and software requirements needed for implementation and maintenance of the system are readily available in the market and cheaply affordable by the pension house. The system was carefully designed to ensure maximum efficiency of the system at the pension house. The system was skillfully and carefully coded to seal any possible loopholes in the system. The system was developed using visual basic for applications (Microsoft access) language. This system will indeed help the pension houses booking personnel to manage and steer the establishments functionality and transactions to realize its maximum potential in addition to its competence in the pension houses business field.

System Request Summary

The problems mentioned in the request are the following:

A.) The Pension House have a hard time to accommodate simultaneous bookings through manual system especially during peak season.B.) The Information Desk Officer sometimes encountered mistakes in writing the guest information.

FINDINGS

The current manual system uses paperwork and direct human language communication by mouth to manage the hotel. This delays information transmission in the hotel. Booking is done through phone calls or through visit to the hotel booking office. The guests personal details such as Name, Age, Nationality, and Duration of stay, are input during booking in. The booking office orders for preparation of the guests room before his/ her check in date. The documents are transferred manually to the filling department for compilation of the guests file. On the reporting date the file is transferred to the reception. On checking in the guest is given the key to his allocated room, he also specify if he needs room service. The receptionist hands over the guests file to the accountant on the next table. Here the guest pays accommodation and meals fee. The guests file is updated on daily basis of his expenditure costs. The accounts department generates the bills on daily basis and delivered to the guests in their rooms at dusk by the service maids. The guest pays at the accounts desk, where the receipts are generated.

During checking out of guests, their expenditure outlines are generated a day before check outdate. The guests receive their outlines at the accounts desk as they check out, where they pay for bills balances if any.

PROBLEMS IN THE MANUAL SYSTEM Difficulty in location of guest files: due to the large number of guests files, location of guest files during checking in, updating of daily expenditures, receipt generation and checking out is extremely difficult for the hotel employees. Large storage space: the physical files occupy too much space of about two rooms full of storage cabinets. This occupies the hotels space that could have otherwise been used for income generation by the hotel. Human and computational errors: many errors enabled by the system due to tedious computations required during data processing cost the hotel management heavily. Poorly generated records: poorly generated records encourage omission of some important data by the employees. Such data as the Guests luggage is omitted. This leads to security problems at the hotel such as armed robberies. Complains from guests: due to poor management of documents encouraged by the manual system, several cases were reported where guests complained of overcharging, charging of services not used by the guests. Poor communication: due to poor communication between the departments, guests are often served with services they didnt order. Difficulty in data analysis: The accountants usually found it difficult to analyze the guests data during generation of expenditure bills due to missing of some records.

ADVANTAGES OF THE MANUAL SYSTEM 1.) Employees dont need special computer skills to run the manual system 2.) No reliance on computer devices which may fail since they are machine in nature. 3.) Relatively low running costs as the system requires no electricity, internet services as the computerized system would.

DISADVANTAGES OF THE MANUAL SYSTEM 1.) Guest files can easily get lost or mix up with other guest file documents. 2.) Files occupy a large storage space. 3.) Unnecessary duplication of data. 4.) Files are prone to theft unauthorized modification due to low data security levels and standards. 5.) Due to easy access to guest data by unauthorized users, guest data is extremely unconfidential. 6.) Retrieval of guest records is extremely difficult. 7.) Data entry procedure is prone to errors.

8.) Guest records are extremely difficult to modify since modification generates dirty and unpresentable reports.

RECOMMENDATION:

The existing system which is manual utilized by the Tavers Pension House for booking guest at their hotel is not capable of satisfying the efficiency of the hotel. As the number of the guests continues to climb, the demands on the existing system will exceed its abilities, prompting the need for implementing an appropriate computerized system to complete with efficiency and time saving all the tasks currently done manually.

Based upon the information gathered during the preliminary investigation, we recommend a hotel booking system which will propose the following:

To enable online booking via the internet. To enable automated data entry methods. Ensure efficient and reliable communication within the hotel. Avoid data entry errors by use of input masks. Enable easy authorized modification of data. Enforce security measures to avoid unauthorized access to guest records. Enable fast and easy retrieval of guest records and data for fast reference activities.

MEMORANDUM

Date: January 16, 2015To: Tavers Pension HouseFrom: IT DepartmentSubject: Booking System

This is to advise you that we the Second Year Students from Informatics International Academy and Services taking up Bachelor of Science in Information Technology will be investigating the Booking System of Tavers starting next week. The objectives are to learn more about processing so we can improve the systems operations.

We may be contacting you or people in your establishment to arrange for interviews or other assistance. Please give your full cooperation.

Thank you.

Time and Cost EstimatesIn developing the proposed system we estimate the following :

System Analyst Wage Rate: P38, 400.00/week Total: P115,200.00 Hardware needs Estimated Cost: P100,000.00

During the operational stage :

Maintenance Estimated Cost: P60,000.00 Technician: P10,000.00TOTAL : P285,200.00

Expected Benefits Tangible:

Increase earnings due to improved booking system. Reduce paper-based transactions, error & costs. Expand payment option made available to customers.

Intangible:

Minimized & eventually eliminate customers complaints. Increase customer satisfaction. Increase levels of service. Improve information availability. Enhance corporate image. Saves time.

An estimate for the entire project duration has been forecasted. The summarized duration for each phase of the project development follows:

PhaseDurationAnalysis Phase ---------------------------- 22 daysDesign Phase ---------------------------- 56 daysImplementation Phase ------------------ 66 days144 days