Scope and Limitation for Online Reservation System

Scope and Limitation

Femar Garden Resort and Hotel still uses a manual procedure in keeping
records of their clients and past, current and upcoming reservation of event and rooms.
In making a reservation the client must fill-up some forms such as waiver/ gatepass and
the reservation form before proceeding to the cashier for payment. This type of process
best applies to walk-in customers only since they have the privilege of looking around
the rooms and facilities. As for phone call reservation same process applies but it takes
more time because of too many inquiries and question, and because it is not a face-to-
face transaction error is inevitable.
With the use of online reservation system created by the proponents, this will
help the company in updating and improving their current system. The company will
have their own website with a user-friendly interface wherein customers can easily book
a room or plan an event through online giving them a more easy way and hassle free
reservation.
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Since their records are only kept in a filing cabinet it can easily be access by any staff in
the company, the online system will feature a registration and security module.
This registration module will allow every level of access to register to the system
administrators and customers. The adding of new customers in the database will be
done by filing up an application form which will be recorded to the database and the
proposed system will automatically generate an ID number that will also serve as proof
that they are a registered user. The user will then give personal information such as
name, address, age, contact numbers and email address. In addition, this module will
also verify if the user has an existing record and will prompt a message that the user
account already exists and if not, it will be recorded to the database.
In terms of security, the proposed system will include a log-in form. This will have
two (2) levels of access. The first will be the administrator of the system and the
customer for the second level of access. The authorized users will have a unique
username and password, at least six to twelve (6-12) characters long and case
sensitive. The user will be allowed three (3) consecutive times of entering an invalid
user name and password combination. If ever the user exceeded the number of times in
entering the invalid password, forgot password which will generate a new password and
send an email containing their log-in details to the registered e-mail address on their
account.
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As for booking/planning an event, user will have the ability to manage and choose the
rooms they need and will allow them to set the date and time depending on its
availability. In addition to that they can also make a reservation for a certain type of
events and add any additional services that they might need providing that there must
be at least a minimum of three (3) days interval before the exact date of the reservation.
When reserving for a room the client must fill-up a form provided within the site,
he/she must indicate the date of the reservation (date and time of check-in and date and
time of possible check-out), the number of adults and the number children before
submitting the form. Same goes for planning an event, the user is required to fill-up a
form, he/she has must chose a type of event packages offered by the resort, indicate
the target date of the event and the possible number of visitors.
After submitting the form a notification message will be sent to the email address
of the client confirming that the reservation is successfully made, the notification will
include details about the reservation, its total amount, and the deadline of the
reservation. Fifty percent (50%) of the total amount must be deposited to the bank
account of the resort for the down-payment before the deadline of the reservation for it
assurance, and the other fifty percent (50%) can be paid on the exact date of the vent.
Once the down-payment is receive by the company, another notification message will
be sent including the reservation ID of the clients, the detail of the reservation, the total
amount paid and the balance of the client. This will also serve as a gate pass for the
clients when they came-in to the resort.
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Cancelation of any reservation can be made a day before the target date, no
refunds for the clients who already deposited their down-payment.
The log-in module is the registered user way of gaining access to the additional
content of the website not available to unregistered guest.
The monitoring module will display an overview of the system, the administrator
is the only authorized person to view and manipulate the content of this module
(Calendar Overview, Room Overview, Confirmed Reservation Overview, Pending
Reservation Overview, Not Completed Reservations and User Overview).
The report module displays all the past, present and upcoming reservations/
events held in the resort which can be viewed in a month or week display. This will also
generate a report about which month has the most reservation made,
reservations/events that has been cancelled either by the client or terminated by the
system and what type of event packages is usually availed by their clients.
In file maintenance administrator can edit, update and add new offers to their
system, updating of account user is also included.
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The Help/Frequently Asked Questions (FAQ) module answers the often encountered
problems by the users and it also includes the location map of the resort.
The about module contains information about the resort, packages offered.
The proponents will be using PHP 5 as the front-end and MySQL as the back-
end in this system. The proponents chose PHP because of its open source in addition
to that it also runs on different platforms compatible with almost all servers used today.
The Proponents chose MySQL 5 as the data source because it is flexible and
allows quick development in the database and it is free to download.
The use of a domain name over the internet will also be required to successfully
implement the online reservation.
There will be assigned personnel in order to develop the said proposed system
such as the researcher, analyst and programmer.
The proponents created system also has its limitation. The system only displays
other services offered by the company but it is not included in the reservation form, the
client can only reserved the room and packages displayed in the website. Asking for
any add-ons must be done directly to any authorized person in the company. If the user
is not registered member no possible transaction can be done other than viewing the
whole website, in terms of client inquiry the administrator can only send a reply to any
message sent by the client at a given time. Payment for the reservation made is not
include in the system, the customer must personally pay through visiting the resort or
depositing their payment to the companys bank account which is displayed in the site.
The admin can only update/edit the price for each room and function halls but he/she
cant edit the content of other modules such us the about module, other services and
rates. Also there is no audit trail included in the system.