MIS 581: System Analysis, Planning, & Control Hotel Reservation System

MIS 581: System Analysis, Planning, & Control Hotel Reservation System Group-D Keller Graduate School of Management Professor: Stephen Wheeler Table of Contents Executive Summary 3 Outline of Proposed System 5 Business Problem Statement 5 System Scope Statement 6 High-Level Functional Requirements 6 Business Benefits 7 Measurable Objectives in Business Terms 7 Vision or Preliminary Scope of the Project 8 Project Constraints or Assumptions 8 Communication… 9 Reference 10 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 a 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 be providing 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 data based 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 subsystem 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 has 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: • 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. 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 data based proper controlling system. Measurable Objectives in Business Terms: • To produce a web based system that allow customer to register and reserve Hotel room online and for the company to effectively manage their business • To ease customer’s tasks whenever they need to reserve a hotel room • Our organization is customer service oriented where we are committed to provide the highest quality of service • We are a unified team, where we believe in collaboration, professionalism, investing in our employees, technology, quality, continuous learning and improvement • We communicate global reputation by ensuring effective corporate visibility Vision or Preliminary Scope of the Project: • Web based system means that the system will be available for access 24/7 except when there is a temporary server issue which is expected to be minimal. • Customers as well as employee will be able to use or access the system Project Constraints or Assumptions: The followings are the project constraints. • Customers must have to install Apps into their mobile. • The system is protected and available only after authenticating by using User Name and Password. • The application is available as a web page. So, connection to the Internet is necessary. • All customers must have to pay the rent by using credit card. • Handling a partial payments 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. Communication: After defining all the documentation and upon receiving approval for define documentation further we will break down activities into different parts and end of each part we will setup meeting with stakeholder to get the feedback on the task achieve. Before taking the next part all the modification if any will be achieved. This way by setting up regular meeting after every successful part with stakeholders we plan to establish communication with them. For example, if you communicate you can review your dashboard report with the project executive steering committee during a meeting, push it to the team via an e-mail broadcast, and archive it on a public directory or the project's website. The project will be sent to CEO for internal approval and then produced to the project sponsors for further approvals and acceptance of the project to release it to development of application. Project Charter Agency Approval Signatures: SIGNATURE DATE EXECUTIVE SPONSOR BUSINESS OWNER PROJECT MANAGER Project Charter Certification Approval Signature SIGNATURE DATE DOIT / PCC APPROVAL