Chapter 1

Introduction

Background of the Study

Business is one of he many successful field in today’s world. Everywhere you go;
there are different business establishments which you could see. There are many kinds of
business such as for instance, pension houses and hotels.

Among these pension houses is the Duchess Pension. It was established on March
25, 1979 by Mr. & Mrs. Conception. The hospitality service “humanity” thus they ventured
into the hospitality service of the tourism Industries. Duchess pension is now on a three
storey building with air-conditioning rooms with private toilet bath, hot and cold showers.
Function rooms at the third floor catering in different needs of there clients/guests both local
and foreign. The number of customer varies depending on the season. If peak season like
summer, the pension is loaded with guest but sometimes there are only 3 or 4 person
staying. Because of the rapid changing society and fast way life, they decided to
computerize their system that will make it easier for them to process all their transactions
and all the data of the hotel, and to have manageable billing for their guest. Because, there
is no computerized system in the establishment, all transaction and computation are still
manually done by the front desk personnel. Other reasons for the development of the new
system include such as saving time, accuracy, reliability, and for the records to be safe kept.
They also need to improve their system by making it computerized for faster and more
efficient way when handling transaction for their customer.

The Duchess Pension provides air – conditioned and electric fan room. Room rates
are the following: Single/Double for air-condition P650.00; for fan room P550.00. Family
room minimum of 4 persons for air-condition P900.00, for fan room P800.00, extra person
just add P100.00. cable television upon request just add P100.00. A fan room with common
bath single P175.00, double P275.00.

The establishment is located at 107 E Valencia Street, Puerto Princesa city,

Palawan, Philippines. For reservation, call telephone number (048)-433-2873 and mobile
number 091705530605. For more information on the establishment, you can visit their
website at www.duchesspensionpalawan.com or email them at
info@duchesspensionpalawan.com.

The front desk office of the duchess pension uses only manual system for room
recordings, checking in and out, reservation and billings. This is so difficult to be managed
that is why the researchers proposed an automated system for the recording of data and
files, fast and accurate computation of the bills and accounts, and manageable keeping and
other information.

Objectives of the study

This study aims to solve the everyday encountered problems by the Duchess
Pension. The researchers aim to achieve objectives, such as:

1. To lessen the manual works and tasks by developing new software that would do
the works and tasks automatically

2. To save money, time and also for accuracy and efficiency of the transaction.
 3. For easier and faster retrieval of files when needed.

Statement of the Problem

The Duchess Pension has no computerized system for their establishment. All
transaction are made manually and because of this, it consumes time and money. The
researchers would find ways to answer the following questions:

1. How to lessen the keeping of tangible records?

2. Will there be an accurate computation of bills?
3. Will be it possible to monitor the daily sales?
4. Will it be possible to accommodate other people from other countries or
places?

Significance of the study

The study will be a great help for the employees of the Duchess Pension. There will
be less paperwork and there will be less time consumed. Assessing the customer’s record
will also be easier, faster, more precise and accurate. It will also make the establishment
more efficient in terms of providing faster and more efficient quality service.

This will benefit students and future researchers to serve as reference in conducting
researches of similar nature and topic. This will also help the researchers to widen their
knowledge and provide them personal experience as they make and work on this project.

Chapter 2
THEORITICAL FRAMEWORK

This chapter presents the previous work, conceptual framework and the description of
terms.

Review of related literature and studies

The purpose of this study is to help the duchess Pension in their business
transactions, make their work much faster, easier and accurate.

Below are the previous work, related literature and studies. We have searched some
other Pension Houses and hotels from websites about Customer Reservation and
Accommodation System.

In accordance with “Hotellinx System” Includes cover’s rooms, meeting room’s

activities, spa treatments, restaurants tables, internet room reservation, internet table
reservation. Hotellinx making a true all-in-one solution for individual hotels and restaurants
as wells as chains, restaurant information systems comprising of hardware and software for
point-of-sale (POS) and operational applications. The development of Hotellinx Suite is
based on a long experience in hotel software and a fruitful co-operation with users and
other hospitability experts in many countries.

Base on the “Corporate Reservation System” (CRS)”, is an independent agency that

books approximately 100,000 hotels rooms each year on behalf of its corporate clients.
CRS offers discounted rates to their clients and organize all the bookings. Details of the
confirmations and original booking etc, needed to be communicate to both hotels and
clients in a speedy and efficient manner.
Definition of terms

Bill- statement of money owed: a written statement of how much

money has to be paid for items that have been bought or for services
provided

Billing- Demand Payment to be paid by the customer or guest.

Credit Card- A card that assures a seller that the person using it has a
Satisfactory credit rating and that the issuer will see to it that the seller receives
payment for the merchandise delivered.

Check-in- It refers to the customer or guest who stays in the pension.

Check-out- One’s departure from a pension or hotel.

Computer- This refers to the machine that process data.

File- Consist of customer or guest records.

Guest or Costumer- It refers to the people who stays-in or walk-in to the Inn and
Restaurant.

Guest Folio- A sheet written or printed material of any transaction made by the
customer in the pension.

Information- Data that have been collected and processed into meaningful form.
Input- It is the data that the user or guest will entered.

Manager- A Manager is the person responsible for planning and directing the work
of a group of individuals, monitoring their work, and taking corrective action when
necessary.

Manual System- It refers to the process of recording data of the customer without
intervention of a computer or any machine.

Output- It is a printed or generated report from the program.

Personnel- The person who manipulated the system.

Registration- Used to store and retrieve information and conduct transaction related
to lodging.

Settings- The context in which pension information is set.

User- It refers to someone who uses a computer system.

Vacant- Room without and occupant or incumbent.

 Conceptual Framework

DUCHESS PENSION COMPUTERIZED ACCOMODATION AND RESERVATION

SYSTEM

Registration form

GUEST Reservation

AUTOMATED SYSTEM
Information about the Customer

Cash Payment

Rooms Available
DUCHESS PENSION

Bill Information

Sales Report
MANAGER
Setting

This illustration shows a brief explanation of how each transaction perform by the
system. In this context diagram represents the flow of guest reservation, checking-in,
billing and printing of reports in the pension system. The guest will pass the
registration form of the system if he wants to check-in and the system will
automatically give the vacant room to the guest. The system will produce a sales
report to the manager and print a guest folio that shows the bill of the guest.
 Chapter 3

PROJECT DESCRIPTION

Functional Specification

The Proposed System was entitled “Duchess Pension Automated

Accommodation and Reservation System”. This system will help to make their
booking and sales reports and also the manual recording of customer, to keep their
records and accounts would be easier and to retrieve it any time they want

Functions Performed

The features of the system are:

Registration:

 Filling of registration form

 Adding customer’s information
 Searching records by name or by room number.

Billing:

 Computing the total bill of the guest

 Extra bills
 Transfer between, share bar and restaurant bills
 Printing guest folio

Reservation:

 Confirm customer’s reservation

 Cancel customer’s reservation
 Walk-in guest reservation

Settings:

 Updating of rates of other services

 Updating accommodation rates
 Adding, Editing and deleting of rooms

Limitation and Restriction

The capabilities of the system are the following:

• Customer’s Registration – contains information of the customers.
• Pension building system – contains all bills made by the pension.
 Design Specification

This part of the documentation shows each process and their sub process

System Data Flow Diagram

Restaurant and other Services

4
Guest Info.
Billings
Total bills Guest bills

2
Update Guest Info. D1 Duchess
Walk-in Guest Info. Registration
Guest

Valid guest reservation

3

Billings

New Rooms

1
User Info. Existing User Account
Personnel System Protection

5 Total Income & Expenses

Report Generation

Sales Report
Administrator
6

Hotel Setting
 Duchess Pension

Pension Transaction System

Billing Settings Guest

Guest
Registration Reservation

Printing of Adding,
Guest Folio Editing,
Adding Confirm &
deleting,
Customer Cancel Guest
Rooms.
Info. Reservation

Updating
Updating Adding Bills Creating
room
Customer from other Reservation
rates &
Info Services Account
others

Calculating
Guest’s Bill
System Data Dictionary

Table: Guest Information

Description
Fields Data Width Format Key
Represent
Fname Varchar 45 Given name of
guest
Represents last
LName Varchar 45 name of the
guest
Represent
Address Varchar 15 MM/DD/YYYY Guest Current
Home Address
Represents the
Date Arrival Integer 15 HH:MM arrival time of
the guest
Represent
Nationality Varchar 45 Guest
Nationality
Represent
ID. No. Integer 15
Guest Valid ID
Represent
Date Depart Integer Departure date
of the guest
Represent time
Time Depart Integer departure of the
guest
Represent
Room No. Integer room number of
the guest
Represent
Noofpax Integer Number of
guest
Represent rate
of
Room rate Double accommodation
of the guest

Represent
Room
Double deposit of the
Deposit
guest
Represent total
Total Bill Double
bill of the Guest
Represent the
accommodation
Room type Varchar 45
type of the
guest
Days No. Integer 15 Represents the
 total number of
days he guest
staying
Represents the
room rate of
Room Rate Double
each type of
room
Represent the
ExtraBedRate Double rate of each
extra be
Represent the
Room Type Varchar type of each
room

Equipment Configuration

The proposed system will use the following:

Hardware:
- These are the equipments that are the tangible can be physical handled and
involve the function of the computer.

a) Printer- This will be used for the printing of the guest folio and sales reports
created by duchess Pension System.
b) Computer Unit- This will be used by the personnel to operate and run the
system.

 At least 256MB of RAM

 At least 128MB of Hard disk space
 1GHz of processor
 Uninterrupted Power supply (UPS) in Case of power failure.

Software – These are the programs needed to support the operation of the proposed
system

a) Microsoft Windows XP/Vista

b) Microsoft Office 2003/2007
c) MySQL

Milestone Description

 System Design – this is where the processes are scrutinized

And envisioned on ho the operations will work, and what the flow of the system will
be.

 File and Module Design – This is where the researcher collect all the needed data
and design the interface needed in creating the proposed system.
 Program and Module Coding – where all the process are interpreted in source
codes, each variable must be related to the data stored , tables must be properly
defined, etc.
 FLOW CHART

Start

Guest Reservatio
1
Pension transaction
Billing
System

Option
Setting
2
End Guest Reservation

Yes
No
Add
Updating 2 Ok?
Customer Info
Custome
r Info

Yes
2 N
Calculating Adding bills Adding bills
Guest' Bill From Services From Services Ok?

Yes No
2 Updating room Adding, Editing &
Rates & others Deleting Rooms Ok?

Yes No
Creating Confirm and
2 Reservation cancel guest
Account reservation
Ok?

ERD
 Duchess Run Manager/
Pension By Owner

Assign to Run Daily

Personnel By Task

Table 2 Schedule of Milestone Description

This shows the planned duration of task that needs to be performed

DURATON
TASK NO. TASK DESCRIPTION DEPENDENCIES
(DAYS)
T1 Survey Phase 15
T2 Study Phase 15
T3 Definition phase 20
T4 Evaluation Phase 9 T1,T2 (M1)
T5 Selection Phase 10 T3 (M2)
T6 Design Phase 35 T5 (M4)
T7 Construction Phase 69 T6 (M5)
T8 Debug the System 69 T6 (M5)
T9 Packaging the program 17 T7, T8 (M6)
T10 Documentation of the System 141 T3 (M2)