MIS 581: System Analysis, Planning, & Control Proposal for a Hotel Reservation System

Running head: HOTEL RESERVATION 1 Proposal for a Hotel Reservation System MIS 581: System Analysis, Planning, & Control Keller University Team Consultants A Table of Contents Executive Summary 4 Outline of Proposed System 6 Business Problem Statement 6 System Scope Statement 6 High-Level Functional Requirements 7 Business Benefits 7 Special Issues or Constraints 8 Results of System Evaluation 8 Figure 1: Context Level Data Flow Diagram 10 Figure 2: Use Case Diagram 11 Project Charter 11 Data Model Diagrams 14 Figure 3: Logical Data Flow Diagram 15 Figure 4: Physical Data Flow Diagram 16 Figure 5: Logical Entity Relationship Diagram 18 Figure 6: Physical Entity Relationship Diagram (PERD) 19 Figure 7: UML Use Case Diagram 20 Figure 8: UML Class Diagram 21 Figure 9: UML Sequence Diagram 22 System Alternatives 23 System Analysts' Recommendation 25 Executive Summary The aim of this project is to develop an online hotel system that can handle and manage the activities involved in the hotel reservation in an efficient and reliable way. It will help the hotel employees to do their work in a simplistic manner without any issues. Also, it provides more access to more customers which will potentially bring more business. The new on-line system will provide f better management with the following proposed solution: The new on-line system will be accessible from anywhere and at any time 24/7, so there will more customers and also customers can reach the system very easily. The new on-line system will provide a fully computerized automated system in which users will have lots of advantages, better management data, save more man power as it is a web-based application, improved security and all details will be available for all the stockholders at the ease of one click. Payment will be available on-line while booking room and cash or credit card at the time of checkout. Also invoices can be provided online or at the time of checkout. The customer’s room details and employee activity records and reports will be managed through the computerized based and high reliable system. Centralized databased proper controlling system. The functional requirements for the online Hotel Reservation System are divided into three main categories: Reservation: Reservation subsystem is to keep track of reservation and room availability. Booking and Payment: The second subsystem is to track and secure the different payment and booking methods. Management / Administration: The third subsystems’ functionality is a general management and administration system service and automated tasks system which generates reports to audit all the hotel online system operations and allows modifications of subsystem information. In this paper, we created three technical alternatives which meet our On-line Hotel Reservation System’s business requirements and used feasibility analysis to decide which alternatives best meets the needs of our customer. Also, we described the hardware, software, and database components required to meet the alternative, and the architecture we proposed. All of this is done within the context of the system proposal outline, which consolidated all milestone deliverables in to this Final Project Paper. The manpower required for the system development was fulfilled by the 3 group members and no external interferences were entertained. The material required were hardware and software requirements; includes the internet facility used for research process and feedback from the user’s side. Time constraints made the project development very critical but with the efficient work by the team members it enabled us to get the task completed within the given time limit. The next step of this project is handing over the system to the client. After that we have to consider the maintenance part of the project accordingly. For this part modifications should be allowable according to the requirement of the client. All the steps must also be included with all the experiences and requirements gathered from the time we have spent in the development of the system. Outline of Proposed System The manual system currently used is generated by paperwork and direct person to person language communication; by mouth or phone. This delays managing the hotel and information transmission throughout the place. Booking is currently done through the telephone or by visiting the hotel booking office. Changes and cancellations are done the same way. Hotel documents are transferred manually to the onsite filling department for collation of the customer’s file. On arrival date the file is transported to the reception desk. As the guest checks-in the guest is given the key to his assigned room(s). Any special specifications they need i.e. room service is then noted. After check-in, the receptionist passes the guest’s file over to the hotel accountant. This is where the guest pays for lodging and other fees. Tediously, the same file is worked on daily to add accrued of expenses. Plus, the accounts department produces the expenses and bills on a daily basis and delivers them to the customer’s rooms at sunset by employees. Receipts are generated at the accounts desk after paying. Business Problem Statement In the existing system all the booking of rooms in a hotel are done manually, so it would take more time for customers and employees to book, search rooms and collect payment in a hotel. Another major disadvantage is having to prepare a list of all the rooms available in the hotel, and it will take more time. Currently, it is a manual process to verify all records. Finally, it is inconvenient for the customers and the hotel management in regards to limitation of the payment methods that are currently available, which also lead to difficulty in collecting payments. System Scope Statement There are several incentives to develop a new online Hotel Reservation System: The new online system will remove the frantic task of customer and employee for searching and booking a room in the hotel. The online Hotel Reservation System will allow remote access to the hotel online system and database, so the customer can search, book a room and give feedback too. And the system is user friendly for the stakeholders. The system will help the administrative staff to keep the daily and the history records details in the Database. Also, the system can generate proper reports for customers at the time of check-out. High-Level Functional Requirements The functional requirements for the online Hotel Reservation System are divided into three main categories: 1. Reservation: Reservation subsystem is to keep track of reservation and room availability. 2. Booking and Payment: The second subsystem is to track and secure the different payment and booking methods. 3. Management / Administration: The third subsystems’ functionality is a general management and administration system service and automated tasks system which generates reports to audit all the hotel online system operations and allows modifications of subsystem information. Business Benefits The aim of this project is to develop an online hotel system that can handle and manage the activities involved in the hotel reservation in an efficient and reliable way. It will help the hotel employees to do their work in a simplistic manner without any issues. Also, it provides more access to more customers which will potentially bring more business. The new on-line system will provide for the better management the following proposed solution: The new on-line system will be accessible from anywhere and at any time 24/7, so there will more customers and also customers can reach the system very easily. The new on-line system will provide a fully computerized automated system in which users will have lots of advantages, better management data, save more man power as it is a web-based application, improved security and all details will be available for all the stockholders at the ease of one click. Payment will be available on-line while booking room and cash or credit card at the time of checkout. Also invoices can be provided online or at the time of checkout. The customer’s room details and employee activity records and reports will be managed through the computerized based and high reliable system. Centralized databased proper controlling system. Special Issues or Constraints How to make a partial payment when booking. Using two different payment methods for the same transaction. Appling different kinds of discounts and coupons during the online booking. Pre-ordering food meals and special request through the online system. Results of System Evaluation The following results were concluded based off analysis and the proceeding charts: Use case name: Reserve a Room Area: On-line Hotel Reservations Actors: Customers Stakeholder: Hotel Administrators, Personnel, and Agents Level: Basic Description: With this case Customers can reserve a room and manage their reservations. Reservation management will lie with the Administrators, Personnel, and Agents. Trigger: Customer uses Hotel website and creates or log-in to an account; Customer uses Agent to connect to Hotel website. Trigger Type: External  Internal Input Output Name Source Name Destination Customer/Agent Computer Database Computer Steps Performed 1. Log-in 2. Create Inquiry 3. Reserve a room 4. Make possible payment 5. Make Cancelation 6. Customer Arrives 7. Information updated Information for Steps 1. Customer/Agent uses Hotel website 2. Customer/Agent requests info 3. Customer/Agent reserves a room 4. Customer pays Agent or website for reservation; Customer can wait to pay Hotel 5. Customer calls staff to cancel reservation if needed 6. Customer checks in at Hotel with staff 7. Customer pays Hotel staff if needed 8. Staff updated Customer information Preconditions: User’s Computer has sufficient memory available to launch task. Post conditions: Reservation Database will be updated with the reservation as arrived. Also, Order database will be updated with the order as completed. Assumptions: While writing analysis, it is understood that if the customer uses an Agent then the customer pays the Agent and Agent will pay the Hotel. Also, Hotel Administration and Personnel includes all staff from top to bottom. Success Guarantee: Customer has reserved a room through Hotel website or Agent. Minimum Guarantee: Customer or Agent is able to log-in and view Hotel website. Objectives Met: Allow Customers and Agents to log-in on a secure website. Outstanding Issues: Using two different payment methods for the same transaction; Appling different kinds of discounts and coupons during the online booking; Pre-ordering food meals and special request through the online system. Priority: High Risk: Medium The proposed system would flow like the chart below: Figure 1: Context Level Data Flow Diagram The Use Case continually remains the same throughout the project. A person will always create a start point by making an inquiry. Then a room will be reserved and paid for. A person can cancel the reservation and receive payment back if pre-paid. Also, a hotel employee has access to view and update records as necessary. See the following diagrams: Figure 2: Use Case Diagram Project Charter Project Purpose: In the existing system all the booking of rooms in a hotel are done manually, so it would take more time for customers and employees to book, search rooms and collect payment in a hotel. Another major disadvantage is having to prepare a list of all the rooms available in the hotel, and it will take more time. Currently, it is a manual process to verify all records. Finally, it is inconvenient for the customers and the hotel management in regards to limitation of the payment methods that are currently available, which also lead to difficulty in collecting payments. The new On-line Hotel Reservation System will provide a state of art new application technology, will help the hotel management and the staff members to manage and guide the hotel the hotel’s functionality and transactions to realize its maximum potential in addition to its competence in the hotel business field. Project Goal: The aim of this project is to develop an online hotel system that can handle and manage the activities involved in the hotel reservation in an efficient and reliable way. It will help the hotel employees to do their work in a simplistic manner without any issues. Also, it provides more access to more customers which will potentially bring more business. Measurable Objectives: The new on-line system will provide for the better management the following proposed solution: The new on-line system will be accessible from anywhere and at any time 24/7, so there will more customers and also customers can reach the system very easily. The new on-line system will provide a fully computerized automated system in which users will have lots of advantages, better management data, save more man power as it is a web-based application, improved security and all details will be available for all the stockholders at the ease of one click. Payment will be available on-line while booking room and cash or credit card at the time of checkout. Also invoices can be provided online or at the time of checkout. The customer’s room details and employee activity records and reports will be managed through the computerized based and high reliable system. Centralized databased proper controlling system. Vision: There are several incentives to develop a new online Hotel Reservation System. The new online system will remove the frantic task of customer and employee for searching and booking a room in the hotel. The online Hotel Reservation System will allow remote access to the hotel online system and database, so the customer can search, book a room and give feedback too. And the system is user friendly for the stakeholders. The system will help the administrative staff to keep the daily and the history records details in the Database. Also, the system can generate proper reports for customers at the time of check-out. Project Constraints or Assumptions: The project should be completed within specified time period including Planning, Designing, Development, Testing and Deployment. The project should be completed within specified budget. The Requirement Traceability Matrix (RTM) should be correlated and completed. All the Entry and Exit criteria of all the stages should be met. The product should be user-friendly, reliable and should maintain the industry standards without compromising the quality. The system architecture and design should be open and in a standard way such that additional functionalities can be added later without much effort. The Creative IT Solutions will provide only the software; it is the responsibility of the client company to set up hardware for running the application. Communication: The Hotel Reservation System will be designed to take over many manual handling process of a hotel management system. It can possibly diminish many errors and limitation in the hotel staff to aid in specific services on any given time. The important stakeholders are the customers, staff, and management in this project. This includes the Systems Analyst, Project Manager, and IT staff. Surveys and questionnaires should be allocated to customers and employees in order to find out what they like and want. The project team, the stakeholders, and executive management will stay informed about the progress and key activities required to successfully complete the project. This brings up the purpose of a Status Report, gathered during the status meetings, to develop a standard format for the formal exchange of information on the progress of the project. The Status Report will be tailored to the project, but will be the same form for the full team throughout the process. It will detail activities, accomplishments, milestones, identified issues, and problems. Project is complete when approvals on this document sign off the final project. Data Model Diagrams Data model diagrams are essential to show data base requirements. The next four models will show techniques for organizing and documenting the system functionality: Running head: HOTEL RESERVATION 14 Figure 3: Logical Data Flow Diagram Figure 4: Physical Data Flow Diagram Figure 5: Logical Entity Relationship Diagram Figure 6: Physical Entity Relationship Diagram (PERD) The next three diagrams shoe an object oriented approach: Figure 7: UML Use Case Diagram Figure 8: UML Class Diagram Figure 9: UML Sequence Diagram Running head: HOTEL RESERVATION 22 System Alternatives Alternative Assessment Candidate 1: Data Ware House Custom Build Candidate 2: Third Party Architecture Candidate 3: Cloud service Portion of System Computerized Brief description of that portion of the system that would be computerized in this candidate This option requires an extension application to be built from scratch to fulfill the requirements of the client service request management portion of the system. This package would be purchased and then customized to fulfill the requirements of the client request. Same as Candidate 1. Benefits Brief description of the business benefits that would be realized for this candidate Since this a custom in-house build, the system can be designed around current business practices and no unnecessary functionality will be included. It can purchase anytime, also this solution can be purchased and downloaded to be run directly from in-house equipment for additional control. It can purchase anytime, and it also comes with support services and is cloud based which reduces processing load. Servers and Workstations A description of the servers and workstations needed to support this candidate Windows 8 class servers and workstations Windows 8 class servers and workstations Windows 8 class servers and workstations Software Tools Needed Software tools needed to design and build the candidate (e.g., database management system, emulators, operating systems, languages, etc.), not generally applicable if applications software packages are to be purchased Java for customization oracle, web browser of choice. Java oracle Java oracle Application Software Package HR system solution from Custom solution Custom solution A description of the software to be purchased, built, accessed, or some combination of these techniques hotel reservation software Method of Data Processing Generally some combination of online, batch, deferred batch, remote batch, and real-time Client/server with intranet interface Client/server N-tier Web Architecture N-tier Web Architecture Output Devices and Implications A description of output devices that would be used, special output requirements (e.g., network, preprinted forms, etc.), and output considerations (e.g., timing constraints) Existing LAN printers Existing LAN printers Existing LAN printers Input Devices and Implications A description of input methods to be used, input devices (e.g., keyboard, mouse, etc.), special input requirements (e.g., new or revised forms from which data would be input), and input considerations (e.g., timing of actual inputs) Keyboard and mouse Biometric device for security Keyboard and mouse Biometric device for security Keyboard and mouse Biometric device for security Storage Devices and Implications Brief description of what data would be stored, what data would be accessed from existing stores, what storage media would be used, how much storage capacity would be needed, and how data would be organized Oracle 10g DBMS ( one for each site) Oracle 10g DBMS ( one for each site) Oracle 10g DBMS ( one for each site) System Analysts' Recommendation Feasibility Analysis Wt. Candidate 1: Data Ware House Custom Build Candidate 2: Third Party Architecture Candidate 3: Cloud service Operational Feasibility Functionality: A description of to what degree the candidate would benefit the organization and how well the system would work Political: A description of how well received this solution would be from user management, user, and organization perspectives 30% Solution fully supports required functionality. Score: 100 Solution fully supports required functionality. Score: 100 Solution fully supports required functionality, but is cloud based makes access to the system contingent on internet connection. Score: 80 Technical Feasibility Technology: An assessment of the maturity, availability (or ability to acquire), and desirability of the computer technology needed to support this candidate Expertise: An assessment of the technical expertise 30% Manage all physical materials and enter all data into spreadsheet files for other candidates to use for later stages Not a foreseeable problem Solution requires flash designer and we currently only have expertise with HTML. However it should not be difficult to find active flash designers Not a foreseeable problem Need to keep updating the database with new products every time a new product is introduced Not a foreseeable problem needed to develop, operate, and maintain the candidate system Score: 85 Score: 90 Score: 95 Economic Feasibility Cost to develop: Payback period (discounted): Net present value: Detailed calculations: 40% Approximately $400,000 Approximately 3.3 year Approximately $325,500 Score: 95 Score:93.5 Approximately $450,600 Approximately 3.7 year Approximately $310,900 Score: 85 Score: 91 Approximately $360,700 Approximately 4.6 year Approximately $230,000 Score: 70 Score:80.5 Ranking: 100% 1 2 3