Presented to the ​Decision Sciences & Innovation Department

De La Salle University - Manila

Term 2​,​ ​A.Y. ​2018-2019

In partial fulfillment

of the course

In ​SYANDES​ (​K34​)

Submitted by:

Chan, Henrico S.

Menghrajani, Mohit

Pesebre, Andrew Lloyd F.

Sy, Frances Mary Clarence G.

Submitted to:

Mr. Raymund Dimaranan

March 27, 2019

Table of Contents:

Executive Summary …………………………………………………………………………… 5

I. Background of the Systems Study …………………………………………………. 5

A. Company Profile ……………………………………………………………….. 5

B. Products and Services …………………………………………………………... 6

C. Objectives of the Study ………………………………………………………….16

D. Scope and Limitations …………………………………………………………...17

E. Significance of the Study ………………………………………………………..17

II. Detailed Results of the System Study

A. Systems Flowchart …………………………………………………………….. 18

B. Situational Assessment ……………………………………………………….. 18

i. Company ………………………………………………………………. 18

ii. Customer ………………………………………………………………...19

iii. Competitors …………………………………………………………….. 19

iv. Collaborators ……………………………………………………………21

v. Climate …………………………………………………………………. 22

Political and regulatory environment ………………………….... 22

Economic environment ………………………………………… 21

Social/Cultural environment …………………………………… 23

Technological environment ……………………………………..

24

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 C. ​Porter Analysis ………………………………………………………………….. 24

D. SWOT / TOWS Analysis ……………………………………………………….. 26

E. Situational Appraisal ……………………………………………………………. 30

F. Cause and Effect ………………………………………………………………… 31

G. Problem Analysis ……………………………………………………………….. 33

H. Goals and Strategies …………………………………………………………….. 34

III. Review of Related Systems ……………………………………………………………… .. 34

1. PROPOSED SYSTEM

Description of Proposed System…………………………………………………36

Process specification / Improvement ..…………………………………………..38

DFD of the proposed system……………………………………………………..42

Time and Resource Costs ………………………………………………………. 43

Gantt ……………………………………………………………………. 43

Cost/Benefit Analysis ………………………………………………….. 43

Impacts ………………………………………………………………….. 44

Organizational Impacts ………………………………………………… 45

Operational Impacts ………………………………………………….. 45

1. Flowchart ………………………………………………………. 46

Equipment Impacts ………………………………………………….. 46

Software Impacts ………………………………………………….. 46

Security and Privacy Impacts …………………………………………. 47

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 Rationale for Recommendations ………………………………………………. 47

Feasibility Analysis Matrix ………………………………………… 47

IV. SYSTEM ALTERNATIVES

Description of Nail Spa Reservation System ………………………………… 50

Data Flow Diagram of the proposed system ………………………………… 55

Improvements …………………………………………………………………. 56

Time and Resource Costs ……………………………………………………… 56

Gantt ………………………………………………………………….... 56

Cost/Benefit Analysis ………………………………………………….. 57

Impacts ………………………………………………………………….. 60

Organizational Impacts ……………………………………………….... 60

Operational Impacts …………………………………………………....60

2. Flowchart ………………………………………………………..61

Equipment Impacts ………………………………………………..… 61

Software Impacts ……………………………………………………62

Security and Privacy Impacts ……………………………………………62

SYSTEM ALTERNATIVES 2

Description of Nail Spa Reservation System ………………………………… 63

Data Flow Diagram of the proposed system ………………………………… 66

Improvements …………………………………………………………………. 66

Time and Resource Costs ……………………………………………………… 67

Gantt ………………………………………………………………….... 67

3
 Cost/Benefit Analysis ………………………………………………….. 58

Impacts ………………………………………………………………….. 70

Organizational Impacts ……………………………………………….... 70

Operational Impacts …………………………………………………....71

3. Flowchart ………………………………………………………..71

Equipment Impacts ………………………………………………..… 72

Software Impacts ……………………………………………………72

Security and Privacy Impacts ……………………………………………73

2. Proposal Summary …………………………………………………………………73

3. System Analysts’ Recommendation ………………………………………………. 74

4. Appendices ………………………………………………………………………....76

4
Executive Summary

The Kai’s beauty station has been a profitable business since june of 2018. The

establishment is a nail and eyelashes spa which is new and are trying to adapt different ways in

order to handle their overcrowding. The other problem is the cashflow or the inflow that happens

in a company whether to find out the company if it is profitable or no. the other problem is

security there has been a gunpoint incident in the company that made them suffer loss.the recent

technology keeps on innovating it self to produce outcomes that would be beneficial for the

company. The group would be coming up a user-friendly, online booking, cashless payments and

Bookkeeping. Online booking would let the employees know whether if anyone booked them for

a certain time or no. The cashless payments would help lessen the loss of the company rather

than losing the cash. The cash flow would be the most important part of the software since it

would show your if your company is profitable or not.

I. Background of the Systems Study

A. Company Profile

Kai’s Beauty Station1 - Molino branch started in June of 2018. Their establishment is

located in Bahayang Pag asa, Molino, in Cavite. The business’ nature focus solely on catering to

nails lashes, and spa treatments. The branch is owned and managed by the married couple Mr.

Reggie and Ms. Cath Manuel. The business came to be when the husband, Mr. Manuel and his

two friends had talks of franchising a salon. Since then, they all agreed to the idea, thus the

1
Not the business’ real name.

5
establishment of the Molino Branch. Despite the fact that there are two other business partners,

the operations and the flow of the business is solely handled by the Manuels. Because of the

already established name of the salon, it helped create a relationship with the existing supplier of

the main and existing branches.

Vision / Mission

Kai’s Beauty Station is committed to providing exceptional services, being an oasis for

beauty and aesthetics at an affordable rate as compared to its contemporaries. Their mission is to

treat their clients like royalty and make their experience memorable without it being too

expensive.

Organizational Structure

Figure 1: Organizational

Structure of Kai’s Beauty Station - Molino branch

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B. Products and Services

Kai’s Beauty Station - Molino branch offers a wide variety of services ranging from

massages to eyelash extensions, eyelash perming, to basic services such as manicures and

pedicures. They also offer different packages such as Nail Bliss Treat, Body & Sole Treat, Head

over Heels Treat, and Indulgence Treat. All these packages range from Php 389.00 to Php

879.00. There is also a variety of choices available for nail services such as the different polishes

that they will use. All their services are carried out by professional nail and lashes technicians

that underwent training before they started working

Nail Care

Basic Cleaning

Manicure Php 79.00

Pedicure Php 89.00

Combo Php 159.00 (save 9.00)

Express Cleaning

Manicure Php 99.00

Pedicure Php 99.00

Combo Php 189.00 (save 9.00)

French Manicure & Pedicure

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Manicure Php 109.00

Pedicure Php 129.00

Combo Php 219.00 (save 19.00)

For the Little Princess

(12 years old and below)

Little Princess Manicure Php 69.00

Little Princess Pedicure Php 79.00

Little Princess Combo Php 139.00 (save 9.00)

Regular Polish Change Php 59.00/69.00

French Polish Change Php 69.00/79.00

Advanced Nail Care

Regular Nail Art Design Manicure Php 169.00

Regular Nail Art Design Pedicure Php 219.00

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Premium Nail Art Design Manicure Php 279.00

Premium Nail Art Design Pedicure Php 329.00

Cool Refreshing Treatment Spa

Foot Spa Regular Php 209.00

Foot Spa Premium Php 259.00

Foot Spa Total Package Php 409.00 (save 48.00)

Hand Spa Php 169.00

Hand Paraffin Php 219.00

Foot Paraffin Php 279.00

Hand and Foot Paraffin Combo Php 439.00 (save 59.00)

Dashing Manicure with Paraffin Php 279.00

Dashing Pedicure with Paraffin Php 329.00

Scrub for Hand Php 109.00

Scrub for Foot Php 169.00

Gluta Scrub for Hand Php 169.00

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Gluta Scrub for Foot Php 219.00

Nail Enhancement

Gel Nail Manicure Php 469.00

Gel Nail Pedicure Php 519.00

Gel Nail Manicure/Pedicure Combo Php 939.00 (save 49.00)

Dip Powder Polish Manicure Php 349.00

Dip Powder Polish Pedicure Php 399.00

Combo Php 699.00 (save 49.00)

Gel Removal Regular Php 149.00

Dip Powder Polish Removal Php 299.00

Acrylic Nail Extensions (molded) Php 1,999.00

Acrylic Nail Extensions (full) Php 1,499.00

Acrylic French Nail Extensions (tip) Php 1,299.00

Acrylic Removal Php 299.00

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 Other Services

Ear Candling Php 169.00

Eyebrow Threading Php 129.00

Eyebrow Shaving Php 109.00

Eyelash

Eyelash Perming Php 389.00

Eyelash Extension (Synthetic) Php 439.00

Eyelash Extension (Synthetic with Mascara) Php 499.00

Eyelash Extension (Human Hair) Php 549.00

Eyelash Extension (Human hair with Php 609.00

Mascara)

Eyelash Extension (Premium Thick) Php 659.00

Eyelash Extension (Premium Thin) Php 719.00

Eyelash Extension (Korean Hair) Php 769.00

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Eyelash Extension (Russian) Php 879.00

Eyelash Extension (Taiwan) Php 939.00

Eyelash Retouch (starts at) Php 219.00

Eyelash Touch Up (15 pcs. only) Php 169.00

Eyelash Removal Php 169.00

Bleaching

Full Face Php 549.00

Upper Lip Php 169.00

Eyebrow Php 219.00

Half Arm Php 279.00

Full Arm Php 329.00

Half Leg Php 389.00

Full Leg Php 439.00

Underarm Php 279.00

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Whole Body Php 1,099.00

Waxing

Whole Body Php 1,429.00

Full Stomach Php 329.00

Half Stomach Php 279.00

Full Back Php 389.00

Half Back Php 329.00

Finger Toe Php 109.00

Bikini Line Php 329.00

Full Leg Php 439.00

Half Leg Php 329.00

Full Arm Php 279.00

Half Arm Php 169.00

Underarm Php 219.00

Upper Lip Php 169.00

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 Chin Php 169.00

Eyebrow Php 169.00

Full face Php 329.00

Brazilian Php 549.00

Sparty Packages

Royal Pampering Package

Php 9,499.00

Good for 6-10 persons

Exclusive of Nail & Lashes Lane shop for 4 hours

Total Package (Manicure + Pedicure + Premium Foot Spa)

Foot Massage 15 minutes

Free of charge for Premium Branded Polish

4 bowls of chips and peanuts

No corkage fee

Unlimited use of WiFi

Complimentary Drinks

Includes Basic Spa Set up

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 Just for Girls Package

Php 6,499.00

● Good for 6-10 persons

● Exclusive of Nail & Lashes Lane shop for 4 hours

● Regular Foot Spa

● Pedicure with free imported brand polish

● 2 bowls of chips and peanuts

● No corkage fee

● Unlimited use of WiFi

● Complimentary Drinks

● Includes Basic Spa Set up

Half Day Spa

Php 1,499.00

● 4 hours duration

● May avail all services except Gel Nails

● Premium Eyelashes

● 10am until 2pm only

● By appointment

● *choices for Half-day Spa*

● Basic Manicure

● Basic Pedicure

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 ● Dashing Manicure

● Dashing Pedicure

● Hand Massage

● Foot Massage

● Hand Paraffin with Dashing Manicure

● Foot Paraffin with Dashing Manicure

● Hand Spa with Dashing Manicure

● Regular/Premium Foot Spa with Dashing Pedicure

● Eyelashes (Synthetic and Human hair ony)

● Ear Candling

● Waxing (eyebrow, underarm)

C. Objectives of the Study

In this study, the operations of the business will be analysed in order to determine what

improvements to make in order for their processes to be more efficient. By closely coordinating

with the business owners, the researchers would be able to present a coherent system that will

help the business to solve the primary problems they are facing. The main objectives of this

study are:

1. To be able to propose a system that will help the business processes improve and gather

profit

2. To provide an easy-to-use booking and reservation for the staff and customer of Kai’s

Beauty Station - Molino

3. To help digitalize the records of Kai’s Beauty Station - Molino

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D. Scope and Limitations

This study would be analyzing on how technology and the internet would be of use to

Kai’s Beauty Station. It would focus on an online booking and reservation system that would

help the business to garner more customers and to be able to avoid overcrowding in the

establishment. The system would also help the business cater to their customers more by letting

them personalize their bookings according to their preferences.

In order to propose a good system that will be worth considering for the business owners, the

researchers are to utilize all the time that are alloted for the term which poses as a challenge

because the researchers only have three months to design a system.

E. Significance of the Study

Integration of technology in business is becoming a norm as it can help make business

processes easier and more accurate. This aids the business in terms of efficiency because they are

able to keep track of their records and store them properly. Investing in a system for a business

can help the profitability as it can improve the dynamics of the business. This study would be of

significance to Kai’s Beauty Station as it would help analyse what system they should invest in,

and which specifications they should include. This system would also be helpful should they

decide to expand their business more in the future.

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II. Detailed Results of the System Study

A. System Flowchart (Cross-functional)

B. Situational Assessment

I. Company

Kai’s Beauty Station2 is a nail spa and wellness center that provides customers a

makeover experience with a touch of royal indulgence at a reasonable price. They cater to the

middle and upper-class citizens that make it a habit to treat themselves once in a while. They

brand themselves as an establishment that will make their customers feel like royalty because of

the quality of the services that they offer. Kai’s Beauty Station - Molino has been in business for

eights months and brands themselves as an urban oasis for beauty and aesthetics that offer their

services at a reasonable price. Within a short period of time, it has already established a strong

2
Not the business’ real name.

18
relationship with their clients and the community around it. Their location is also placed at a

populous area where people can easily see their establishments. Kai’s Beauty Station is an

establishment that specifically caters to all things regarding Nails and Lashes - it is not the

typical beauty salon that caters to all services. It is a salon that carries out intricate procedures

that is not easily seen on normal beauty salons. Being branched out from the first Kai’s Beauty

Station, it has adopted some of the existing practices and already has a reliable supplier of salon

materials.

II. Customer (market size and growth)

This Kai’s Beauty Station franchise caters mainly to customers within the vicinity of

Bahayang Pagasa, Molino in Cavite, but is definitely not limited to them. Approaching its eighth

month upon opening, Kai’s Beauty Station have had a volume of customers coming in. This

branch is strategically placed within the border of Manila and Cavite to cater more customers

from both cities and to avoid the hassle of heavy traffic experienced entirely nationwide.

III. Competitor (actual or potential)

1.​Artista salon - Molino

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 Artista salon has started they are small however, their Facebook page is active, and they

have been in the business for 2 years and garnering 1000 likes on social media. In order to

attract more clients, they post all their services done on previous customers.. They are about 1

mile away from the shop. The salon offers a lot of services that make customers stay long. They

also offer maintenance of their hair or eyelashes through organic treatment.

The advantages are their promotions due to how cheap their rates are and their services.

The promotions that they release always attracts the customer they need.

2. ​Sugar It! Waxing Salon & Spa

Sugar It! Waxing Salon & Spa is a spin-off of their successful and popular Strip It! hair

removal product, which makes them a more recognized brand compared to other salons in the

area. One of their selling points is the use of all-natural products at affordable rates. They

manufacture their own natural spa essentials such as sugaring wax, which is said to be safe to use

on the entire body even with sensitive skin.

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 The salon offers an array of services which include waxing, body treats, nail spa

treatment, hair removal, foot spa, hand spa, and skin whitening. They also sell their very own

beauty products as well.

3. ​Khitel’s Wax and Eyelash Salon

Khitel’s Wax and Eyelash Salon was established by a sole proprietor and named it after

herself. This pink and animal print themed salon specializes in eyelash extensions, hair sugaring

and waxing, body skin lightening, and nail spa. What makes this an emerging start-up business is

the commitment and devotion of the owner herself. Service in this business is not limited to her

employees, the owner assures that whenever she can she performs the service to the delight of

the customers. In addition to this, the price of their services are reasonable and is guaranteed of

great quality.

IV. Collaborators (contributors, suppliers)

Kai’s beauty salon is a service business that specializes on nails and lashes

treatments and a little of massage treatments as well. The owners of the business are

husband and wife making decision making and management of the business becomes

21
 easy and is really according to how they want the business to operate. Majority of the

supplies including, Nail polishes, paraffin waxes, bleach solutions and eyelash extensions

come from a Nails and Lashes central Supply which supplies to all franchises of Kai’s

beauty salon. In times of when supplies run out and an immediate restock is needed, the

company calls Hortaleza Professionals for supplies. Hortaleza Professionals serve as their

contingency plan because Nails and Lashes central Supply only deliver on a monthly

basis and in bulk or gallons so it the company cannot really tell if the supplies for the

month is too little, too much, or just right.

V. Climate (or context)

a. Political and regulatory environment

One political factor that affects the nature of the business is their compliance with the

“TONSORIAL AND BEAUTY ESTABLISHMENTS” of the CODE ON SANITATION OF

THE PHILIPPINES by the Department of Health. All rules and regulation stated in the

aforementioned code must be strictly complied by with all barber shops, beauty parlors/salons,

cosmetic salons, hair and hairdressing salons, manicuring and pedicuring establishments,

tattooing and skin piercing shops. The code includes sanitary permit requirements procedures,

pest control protocols, business permit to secure, and structural requirements, specifically

overcrowding, which is one of the main concerns of the company.

b. Economic environment

“The cosmetics and toiletries (C&T) industry in the Asia Pacific (APAC) region is

expected to grow by an average of more than 6% over the next five years, driven by rising

disposable income and a prevailing image consciousness among consumers.” (“PHL cosmetics

22
industry seen growing by 6% over next five years”, 2018) “Rising disposable income and image

consciousness among the consumers are boosting demand for cosmetics and in turn translating

surge in spend and market opportunities in the Asia-Pacific region, particularly in Indonesia and

the Philippines,” (Garcia, 2018) This is a great news for all businessmen and women who

pursues a business and career path in this industry. Few good reasons for this is the rising

working class in the country and the increasing interest in global brands. Additionally, the

growing distribution channels of cosmetic products and services contribute to the P529.1 billion

profit by 2021 with 4.7% growth rate.

c. Social/Cultural Environment

In lieu of the nature of the business, philbeauty come in handy. ​The philbeauty expo ​has

become an integral part of many local beauty business environments and is highly regarded as

the perfect platform to meet with target trade buyers and distributors. The three days exhibitions

will be participated by around several hundred local and international leading brands and

thousands of domestic and international trade visitors from 19 countries and regions across the

globe. The 3-day exhibition will showcase variety of beauty products, services and technological

solutions and will also tend to series of workshops, knowledge seminars and networking

opportunities to provides an expanded profit channel and crucial insight into future scientific

advances, emerging trends and regulations and most importantly, to create business

opportunities. The company could use this platform to showcase the dexterity of their technicians

in nail and lashes treatment. The owners could also gain added knowledge about the current

trends in line with the nature of their business. They can also incorporate new ideas and

23
innovations and even expand their market by adding a potential product or service they can see

in the expo.

d. Technological Environment (new knowledge that makes new ways of satisfying needs)

Many businesses form with various specialties are fast emerging and are dominating the

business world. It is crucial for Kai’s Beauty Salon to continue to catch up with the current trend

of technological advancements and adopt up-to-date technologies. One thing Philippines can

capitalize on is the its abundance in natural resources. One company, Pili Ani, is striving to

combine and work with natural and active ingredients, personalized beauty, and elemi oils. This

innovative product has already surfaced international market and it is safe to assume that in the

coming years it will become a new player in the cosmetic market for as long as it maintains its

strategy of continuous innovation. Second, ​Information systems, virtual imaging and physical

technologies used to protect, texturize and style your client’s hair, face, and skin fit to their liking

are among the innovations in the cosmetic industry. This would allow salons and beauty shops to

maintain competitive edge. Unique styles of social media marketing is also becoming a trend in

businesses today. Each owner or marketing head of companies must device or come up with

catchy advertisement strategies to attract returting and potential new customers.

C. Porter Analysis

Threat of New Entrants

- New entrants would still need to obtain all the necessary business permits from their

respective Local Government Units, which as of recent, takes quite a while because of the

numerous people aiming to establish their own businesses.

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 - Picking a good location will be difficult because the salon business is already a growing

industry, and there are already a lot of competitors.

- Seeing as they will be new to the industry, establishing their business and their name can

take a while thus, it may take longer for their business to catch up.

Threat from Substitutes

- Nowadays, people tend to do their errands and their tasks in the comfort of their homes.

They order food, clothing, and other things online. Due to this, more people stray from

leaving their houses to get things done. This now leads to a lot of industries offering

home services. Nail care technicians now offer home services to cater to those who do

not want to leave their homes. This can pose as a threat to Nail/Lashes/Salon business

because they may lose their customer base to these techs who offer home services.

Rivalry

- Well established nail salons such Posh Nails and Tip and Toes are business that has

already been in the industry for a long time. Celebrity owned nail salons such as

KathNails by Kathryn Bernardo, Nails. Glow by Nadine Lustre, and HOPE Hand & Foot

Wellness by Liza Soberano can also be considered a rival for Kai’s Beauty Station. Due

to the reputations of these celebrities, their fans tend to favor their more pricey services in

comparison to smaller business.

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Bargaining Power of Buyers

- When frequent customers see the change in the prices of services, they tend to opt for

another salon that can cater to their needs at a cheaper price. Due to this, a lot of nail

salons are wary of changing or increasing their prices in fear of losing their steady

customer base.

Bargaining Power of Suppliers

- Suppliers can also coax their clients into paying a higher price for their products due to

the fact that the prices of raw materials are also increasing. They can put pressure on

them by saying that they will no longer supply them with products should they not agree

to pay a higher price. Suppliers are vital for a business because they serve as backbone of

the business. They provide the business of the materials they need to be able to carry out

their services.

D. Swot / Tows Analysis

Strengths Weaknesses

- Active advertising and marketing - Manual and labor-intensive system

(leaflets, fliers, online advertising) - Shortage of staff/manpower

- Specialization in nail and eyelash - Lack of skills (business is in its

service (intricate processing) “learning stage”)

- Loyal and well-established customer - Lack of security

26
 base - Walk-ins only; no reservation

- Strategic location - Lack of employee designation

- Established brand name schedules which leads to inefficiencies

- Strong supply chain - Lack of a method for employee

performance evaluation

Opportunities Threats

- Expansion and branching out - Numerous competitors in the area

- Employee Training - Indirectly affected by the economy

- New technology (e.g. information which causes volatility

systems, security systems, biometrics) - Advancements in technology

implemented by global competitors

Internal Analysis → Strengths (S) Weakness (W)

S1 - Active advertising and W1 - manual and labor-intensive system

External Analysis ↓ marketing

Opportunities (O) S-O Strategies W-O Strategies

O1 - Expansion and Use active advertising as a Hire more people for an expansion branch

branching out way to inform potential and to decrease workload

customers for future

27
 expansion

Threats (T) S-T Strategies W-T Strategies

T1 - Numerous Device an advertisement Equip employees with nail treatment

competitors in the that would make the innovations that are fast and efficient to

area business a cut above the have an edge with the competitors

rest (ex. Promotions)

Internal Analysis → Strengths (S) Weakness (W)

S2 - Loyal and W2 - Walk-ins only; no reservation

External Analysis ↓ well-established customer

base

Opportunities (O) S-O Strategies W-O Strategies

O2 - Employee Well-trained employees Adopt a booking system for customers to

Training may lead to increased choose who among the nail treatment

satisfaction from technicians they want to avail service

customers, thus making from based on their specific skill set

them want to return

Threats (T) S-T Strategies W-T Strategies

T2 - Continue to maintain Incorporating a booking system would

28
Indirectly affected by quality and improve decrease the chance of volatility and

the economy which service to further expand slowly increase profit of the company

causes volatility customer base

Internal Analysis → Strengths (S) Weakness (W)

S3 - Strategic location W1 - Lack of skills (business is in its

External Analysis ↓ “learning stage”)

Opportunities (O) S-O Strategies W-O Strategies

O3 -New technology Incorporating new Educate employees on new technology

(e.g. information technology in a business available that would help them maximize

systems, security with a good location could their time and attend to more customers

systems, biometrics) help increase sales as well

as customer satisfaction

Threats (T) S-T Strategies W-T Strategies

T3 - Advancements Adopt new technology Make employees attend workshops that

in technology applied by other would educate them on new techniques

implemented by competitors to expand done in the industry as well as ways on

other competitors market and generate more how to use new systems and technology

profit in line with the business

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 E. Situational Appraisal

I. Clarify and prioritize concerns

The major concern of Kai’s Beauty Salon is overcrowding of customers which causes

some customers to wait for a long time and some promising to come back later that day, but are

not really going back because they are not sure of when the service will be available. Also, the

company has recently been targeted and was robbed at gunpoint, thus making their security

precautions vulnerable. Incorporating an online booking system would address both issues the

company is facing. Scheduled customers are assured that the service will be given to them at the

time they prefer and would lessen over crowding inside the store. Additionally, the booking

system would feature an online payment process that would lessen the risk of holding onto sums

of money inside the store to avoid further robberies.

II. Search for improvement

One way that would help improve the company’s system is to regularize the policy on

depositing all cash payments of customers in the nearby bank establishment by 3:00PM. This

will lessen the tension felt by employees especially during peak season and considering that there

have been a successful robbery in the establishment. Another improvement is the booking system

with several key features that would help boost customer traffic. The booking system/website

would allow the customers to select their prefered time, their ideal nail and/or lashes technician,

and would be aware of the new products and services the company offers.

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F. Cause and Effect

31
32
 G. Problem Analysis

I. Problem Description

Kai’s Beauty Station3 is an establishment with a relatively medium-sized location. Due to

this, the influx of customers during weekends, and early mornings of weekdays becomes a

problem that needs to be addressed. Due to the size of their establishment, it is becoming

difficult for them to accommodate to their customers because they only implement a walk-in

system. This creates a problem because instead of their customers getting the services that they

want done, they tend to just leave and go someplace else instead of waiting for their turn.

Another situation that occurs is that when a customer sees that the salon is full, they will tell the

receptionist that they will just return after an hour in the hopes that the amount of people would

be lessened - however, most of the times, they just come back to a more preoccupied salon.

II. Identify Possible Causes

The root cause of the problem is the ​lack of a reservation system which therefore causes

inefficiencies when it comes to prioritizing customers. Neither a manual nor an automated

reservation system has been implemented. Because of this, there are instances where a customer

would initially walk in a fully booked salon and told to come back later, only to find out that the

next time they come back, other customers have taken the next slots due to a lack of a

reservation system. In order to be able to prioritize customers more effectively and more

efficiently as well as maximize customer relations and demand for their service, an adequate

reservation system must be implemented.

3
Not the business’ real name

33
 H. Goals and Strategies

The goal and strategy of the information system the company wants to adopt is to provide

a booking system that may be easily accessible by their customers to be able to solve the main

overcrowding problem. In order to maximize the aforementioned system, it can be intertwined

with a scheduling planner in order to allow the employees of the salon to appropriately schedule

and lock in their work hours for the day. In addition to that, a cashless payment system where

the branch does not require a lot of physical cash may prove to be safer as well as more

convenient for both the company and the customers. However, this is the ideal system for the

company and price is a big factor when it comes to adopting a system.

Various alternative systems will be discussed in the latter parts of the paper and the

system will be chosen according to their corresponding return on investment. Some features of

the ideal system might have to be foregone for practical and financial reasons which will be

assessed in the cost benefit analysis of the proposed systems. However, the main goal the

proposed systems want to address is the problem of overcrowding.

III. Review of Related Systems

Different salons within the industry utilize similar systems to suit both their needs and the

needs of their employees. Salons often utilize appointment or booking systems for both the

convenience of the customer and the efficiency of the salon. Depending on the needs of the salon

and the amount it is willing to spend, there are different options available with different price

ranges.

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 One of the highest rated pre-made systems is Acuity Scheduling. Acuity Scheduling is a

booking system that automatically sends branded and customized booking confirmations, deliver

text reminders, and process payments. This systems has been praised for its ease of use and

customer-interfacing. Acruity Scheduling is currently priced at $15 per month.

Another pre-made system is ZenSoft. ZenSoft is a cloud-based spa and salon software

that is designed to effectively manage all aspects of a spa and salon operation. These include

aspects such as point of sale, product inventory, staff commission tracking, customer database,

employee management, appointment management, sales reports, and many more. ZenSoft is

currently priced at $30 per month.

One of the available automated systems is 10to8 Scheduling. 10to8 Scheduling is an

automated salon management system that helps coordinate clients, improve client

communication, and offer the convenience of online bookings. Clients can book the services the

respective salon offers and as a result, administration time will be reduced.10to8 Scheduling also

features automated SMS and email reminders to update clients. 10to8 Scheduling is currently

priced at $12 per month.

Bitrix24 is also one of the highest rated and one of the more popular cloud-based system.

They claim that it is currently being utilized by 4 million businesses worldwide. Furthermore, it

is one of the more versatile systems since it can be run through the cloud and accessed from

mobile and open source. Bitrix24 is a studio management software that features client

management, sales management, employee management, document management, scheduling and

time management. In addition to that, the fact that it is widely available from different platforms

35
as a cloud-based system eliminates the need for an IT administrator. However, Bitrix24 is one of

the more pricey options as it is priced at $39 per month.

IV. Proposed System

A. Description of My Ownline Shop -- Reservation System

My Ownline Shop is a cloud based TPS software that features several modules fit into

one software. The system will include an Administration module, Customer/Member’s module,

and Employee/Worker’s module. Incorporated in the system will be the following; online

registration, log-in and personal information security, profile updating, and administration

access.

In addition to that, the system will feature email automation for booking confirmations,

updates on promos, new products, and services, electronic receipts, etc. This will not only lessen

appointment cancellations, but will also advertise promos, new products/services, and the overall

brand to customers. Moreover, this will improve bookkeeping for the branch owners.

Also, the Gcash payment system will drastically reduce the branch’s cash on hand. This

will not only give customer convenience but will also help with security in the branch. This

payment system combined with a policy that makes the branch deposit all cash on hand by a

certain time will greatly improve security.

Administration Module - this will allow the owners of the business to control the

operation of the Business Process Server as well as to manage all users and groups. Features of

this module include:

36
 ● Add, Edit, Delete users

● View important information about the user

● Change permissions to the user

● Activate or deactivate a user account

● Search for users

● View a users access log

Customers/Members Module - ​this allows the owners to manage customer database,

which includes:

● Creating, editing, and deleting a customer/s

● Monitoring open, closed, and cancelled reservations

● Managing customer Website access permissions

● Tracking of online payments done by customer/s

The architecture of the system supports real-time booking feature and allows customers

to configure products, schedule services, and check their status using only a web browser.

Employees/Workers Module - ​The Employees module consists of various features

allowing you to perform general human resource management tasks such as records of employee

booking history, employee personal information and credentials, time in and time out and

absences of employees. Employees are entitled to Security rights that define the access that

customers have to their information. 

37
 This alternative cloud-based system could be handy for the company because it addresses

one of the main problems of the company-- overcrowding. Not only will it assure customers on a

given time, it is also a guarantee of a profit because the risk of customers leaving the shop and

promising to come back, but actually never do, decreases. Furthermore, should the owners wish

to add another feature of module to this TPS software, the can contact the contractor or the IT

personnel reassess the specified module to determine its complexity. Thereafter, modules with

major releases are subject to additional system costs.

B. Process Specification

i. Initial Page

ii. Home Page

38
iii. Booking Page

39
iv. Specifications Page

v. Checkout Page

vi. Confirmation Page

40
vii. Reference Page

41
C. DFD of the proposed system

42
D. Time and Resource Cost

● Gantt

● Cost/Benefit Analysis

TOTAL COST IMPLEMENTATION

hardware cost

43
 Computer/ tablet 12,000.00 PHP 12,000.00 PHP

Wifi 1,200.00 monthly =14,400.00 14,400.00 PHP

yearly PHP

Maintenance of 10,000.00 PHP=120,000.00 120,000.00 PHP

software PHP

Total annual expense 144,400.00 PHP

SOFT BENEFITS

● One time payment of a premium is all you need to avail this software, plus a monthly fee

of roughly P10,000 for maintenance.This then guarantees efficiency and cost reduction.

● Cloud based systems offers many advanced security features that guarantee that data is

securely stored and handled. Cloud storage providers implement baseline protections for

their platforms and the data they process, such authentication, access control, and

encryption​.

● Data loss is a major concern for all organizations, so is data security. Storing your data in

the cloud guarantees that data is always available and accessible, even if your equipment

like laptops or PCs, is damaged due to unforeseen circumstances. My Ownline Shop

provide quick data recovery for all kinds of emergency scenarios — from natural

disasters to power outages.

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 ● My Ownline Shop allows admin users complete control over all data stored in the system.

This will also allow the admin to limit the access of employees and customers to only

necessary information.

B. Impacts

○ Organizational Impacts

Overcrowding will also be lessen as customers are now free to select which time

frame they wish to avail of the service, should their chosen nail technician be available.

Additionally, only the owners of the company gets access to the system and that employees and

customers are only allowed access to information necessary for their nature.

○ Operational Impacts

The operational impact of incorporating this system to the company is that

bookkeeping and transactions will be easier thus maximizing time of all customers to

cater to more customers.

a. flowchart

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 ○ Equipment Impacts

The company is required to have a fully functional and well-maintained computer

in store to be able to use the software. The owners must also back up data in handheld cellular

devices to keep track of operations wherever they go.

○ Software Impacts

Shifting from partially manual bookkeeping and data recording, to a 100% online

platform will be challenging and will require the owners/managers ample training to get used to

the system. The system must also be user friendly for potential customers that lack intricate

knowledge on softwares and online booking systems. Upon mastery of the software, operations

will become smooth sailing.

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 ○ Security and Privacy Impacts

In terms of security, this system guarantees that customers who will input

personal information are assured that their information are kept confidential and

will stay between them and the admin/owners of the business. It is only necessary

to install anti-virus software to the personal computer to avoid leakage of personal

information. Data protection is a key feature of this system that customers need

not to worry about.

F. Rationale for Recommendation

Feasibility % My Ownline Quickbooks Nail Spa Reservation

Criteria Wt System

Operational 30 ● User Friendly ● Readily ● Can be

Feasibility % ● Easy to use available customized to

website design software include the logo

Functionality: ● Fit to address online of the company

Usability and up everything that ● Does not ● Can be

to what extent the business fully customized to

the users would needs address address all the

be able to benefit ● Customized to the issues needs to the

from the fit the processes that the business

software of the business business ● This type of

● Includes online needs to system is

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 payments address known to crash

● The IT easily

specialist can

also help in

maintaining the

software

Score: 95% Score: 85% Score: 80%

Technical 30 My Ownline Shop is a Quickbooks is a Nail Spa reservation

Feasibility % reservation system that software that is system is a system that

is also readily available readily available is tailored to cater to

Technology. online. However, this online. the needs of the

Ease of system will not be However, it does business. With this,

acquiring the exclusive and the not cater to all customization takes

product and developer can easily the needs of the times.

Technical offer it to other nail spa business.

Support for the businesses as well.

software

Score: 88% Score: 85% Score: 83%

Economic

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Feasibility:

Cost to Acquire 30 Php 100,000 + Php Php 10,497 per Php 250,000 + Php

% 10,000 per month month 5,000 per month

Score: 85% Score: 90% Score: 75%

Schedule 10 Less than 3 months Less than 3 Less than 3 months

Feasibility % months

100 Score: 95% Score: 95% Score: 95%

90.75 88.75 83.25

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System Alternatives 1:

A. Description of alternative System/Improvements

This system will not only allow customers to reserve ahead of time but will also help the

employees of the company manage the booking easily through scheduling. Furthermore, the

customers get an optimal booking experience because of the easy-to-use booking system found

on the website. Customers may also select who their preferred nail technician is based on their

availability. This will become an improved version of bookkeeping for the owners as well. It will

also be incorporating a Gcash system to reduce the branch’s cash on hand. This will not only

allow customers to access more convenient payment methods but would also prevent possible

theft in the store since the aforementioned branch would hold on to less cash. This could be

further enhanced by having the branch deposit all of the tangible currencies by a certain time to

nearby banking institutions to lessen attempts of robberies.

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 B. Process Specification

i. Initial Page

ii. Home Page

51
iii. Booking Page

iv. Specifications Page

52
v. Checkout Page

vi. Confirmation Page

53
vii. Reference Page

54
 DFD of Alternative System

The above figure shows the data flow diagram of the proposed system. The

customer will first book an appointment which will then be stored in the master schedule.

From the master schedule, the employees will receive an employee schedule that includes

the time periods they have to work throughout the day. Furthermore, a record will then be

given to the manager/owner for overview and bookkeeping purposes. Based off of the

appointments booked in the master schedule, an automated e-mail system will give

confirmations and receipts back to the customer. The customer can then pay using GCash

wherein the GCash system processes it as payment to the manager/owner.

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B. Improvements

The alternative system will be able to solve the overcrowding problem the salon

has been having by allowing customers to book an appointment ahead of time with

relative ease and therefore establishing set schedules for these customers or clients. Based

on the bookings, the employees of the salon will be assigned to specific time stamps. This

will allow the employees to determine the times wherein they have to accommodate

clients ahead of time, which will greatly improve the unorganized scheduling the salon

has as of present. Moreover, the customers will have an optimal experience when

booking since it is easily accessible and since clients can actually pick the employee

giving the ordered service in case there is any preference of the sort.

C. Time and Resource cost

I. Gantt

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 The Gantt chart above illustrates the timeline at which the proposed system will

follow should it be applied by Kai’s Beauty Salon. As seen from the chart, the first week

will be utilized to consult with IT specialists in order to get an idea of the costs and

possible changes. The next two weeks will be used in order to customize the system

according to the needs of the salon. At the fourth week, the proposal will then be

introduced to the owners of the branch. If it is accepted, the next week will be utilized to

integrate the system into the business as well as to introduce the new system to the

employees of the company. In order for the transition process to be smooth, two weeks

will be used to test-run and get used to the system. Once this is done, the official launch

of the new system will occur, making it available for customers to use. Through

monitoring of the system will have to take place after this.

II. Cost/Benefit Analysis

Cost Analysis

Tangible Costs

System Access Php 10,000 Php 10,000 Php 10,000

(monthly)

Maintenance Fee Php 1,500 Php 1,500 Php 1,500

(monthly)

System Analyst’s Php 25,000 - -

57
 Time

Customized Php 75,000 - -

Booking System

Intangible Costs

Time Delay for Php 7,000 - -

Adjustment

TOTAL Php 118,500 Php 11,500 Php 11,500

Benefits

Tangible Benefits

Increased Sales Php 52,000 Php 52,000 Php 52,000

(about a 20%

increase)

Intangible Benefits

Improved Security - - -

Improved - - -

Bookkeeping

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 Improved - - -

Scheduling

Improved Customer - - -

Orientation

TOTAL Php 52,000 Php 52,000 Php 52,000

The table above represents the estimated cost-benefit analysis for implementing a

customized booking system as a solution for the problem of the branch. The tangible

costs include monthly expenses in order to access to the system, a monthly maintenance

fee, the system analyst’s compensation, and the overall cost of the customized system.

The intangible cost is the time delay for adjustment to the new system in terms of how

much they stand to lose during that time period. Tangible benefits include an increase of

20% in sales based on the assumption that the average daily income of the branch is Php

10,000 and that about 20% more sales can be incurred if the customers are

accommodated. Intangible assets include improved security due to the decrease on

physical cash on hand, improved bookkeeping and scheduling due to the organization of

all the bookings, and an improved customer orientation since the overall system makes it

more convenient for the branch’s customers. From the cost-benefit analysis, we can infer

that the branch will break-even in a little over 2 months. By the third month, they will

have earned a net profit and will have recovered from the expenses of its investment.

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 E. Impacts

I. Organizational Impact

Through the customization made available by the system proposed, Kai’s Beauty Station

would be able to have a more organized and sound day-to-day business process. With the help of

this system, customers would also feel more at ease knowing that they would not have to wait for

a long time before getting the services they wanted done. With the help of this customized

system, customers can design and tweak their appointments according to their liking.

II. Operational Impact

This proposed system would help Kai’s Beauty Station to manage their customers

properly and to be able to maintain their image of being a salon that would provide relaxation

instead of a disorderly establishment. Since the existing system of the business is only walk-ins

without reservation or booking system, they are unable to control the influx of people that arrives

in their establishment. Having a booking system that will allow customers to choose what time

they want to have their appointment will help eliminate the problem of the establishment being

too rowdy and crowded. Allowing the customers to choose their services and techs beforehand

also allows easier transition per customer as the teach would readily have the items needed for

any procedure they choose

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 a. Flowchart

III. Equipment Impacts

Currently, Kai’s beauty salon has a fully functional Computer, an internet connection,

and several CCTV cameras. With the proposed system, the company would use existing

equipment for the proposed system to reduce costs. The cctv cameras would also be linked to

cellular devices of the owner so that they can monitor operations and check on the store from

time to time wherever they go.

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 IV. Software Impacts

In line with the fact that the company utilizes both computerized and manual transactions,

incorporating the proposed system would allow for the company to maximize their computer and

internet connection. Bookings, financials, and employee monitoring will all be centralized in the

booking system feature. But first, employees as well as the owners will have to be trained and

oriented on how the system works regardless of it being user friendly.

V. Security and Privacy Impacts

Seeing as Security has been named as one of the main problems of the business, the

proposed system can also help in addressing this issue. Security becomes a problem when

robbers know that the business keeps a big amount of cash in their registers. Thru the available

option of online banking and fund transfer in the booking system, the establishment would not

have a big amount of cash on hand. This can help eradicate the problem of security in the

establishment. As for privacy, guests can opt to register or continue to sign in as guests in the

software. Should they choose to register, they can keep track of their previous appointments and

monitor who their techs are.

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System Alternatives 2

Description of Quickbooks integrated with housecall pro

Quickbook is an accounting software package developed and marketed by Iniuit. The

products is mainly towards small and medium sized businesses and offer on premises accounting

applications as well as cloud-based versions that accept business payments, manage and pay

bills, and payroll functions. The Quick book software helps organize bank transactions and does

your bookkeeping and a lot more further will be explained,

Bookkeeping -​Bookkeeping is the recording of financial transactions, and is part of the process

of accounting in business. Quickbooks makes bookkeeping automated it connects to your credit

card, Bank, and Paypal. You can work from anywhere with online bookkeeping .do not keep it

limited to offline method but expand to online so you can also work from home. You also get to

stay organized whenever there is a problem with money also when you pay your tax.

Bank reconciliations​-A bank reconciliation is the process of matching the balances in an entity's

accounting records for a cash account to the corresponding information on a bank statement.With

QuickBooks, you can easily reconcile bank accounts to ensure that the dollars you record are

consistent with the dollars reported by the bank. Import transactions-Connect QuickBooks to

your bank, credit cards, PayPal, Square, and more and we’ll import your transactions for you.

When you receive your bank statement or account statement at the end of the month, you’ll only

spend a minute or two reconciling your accounts. QuickBooks organizes your data for you,

making bank reconciliation easy.​Easily identify discrepancies. With QuickBooks, you won’t

waste time spinning your wheels. There are several reports – such as the The Reconciliation

63
Discrepancy Report, the Missing Checks Report, and the Transaction Detail Report – that can

help you identify discrepancies quickly.

Sales tax​- it would be easier for us to calculate our salestask for our small venture.

Track expenses ​-​take pictures to save the receipts and We’ll add the expenses to your books and

assign them to the right business expense category for you. With QuickBooks, your data syncs

instantly across your phone, tablet, and computer so that your books are always up-to-date. It is

easier since we just have to take photos to save our receipts Manage cash flow QuickBooks

tracks expenses throughout the year, providing you with the data you need to better predict and

manage your cash flow.

Manage and pay bills​-Track your bills and their due dates in one place so that you always pay

on time and avoid late fees.you can also Set up automatic payments so that your bills are paid for

you

Create estimates and quotes​-Create professional estimates and quotes for a prospective

customer. Once an estimate is accepted, QuickBooks will convert it to invoices and track

everything for you. Save time in creating the quotations

64
Create invoices​-Create invoices and get paid fast. Your customers can pay via credit card, debit

card, Apple Pay, and more. It helps with the security.We process the payment and transfer the

funds to your bank account.

Progress invoicin​g-Accept payments as you go with the progress invoicing feature in

QuickBooks. You save so much time and Bill incrementally and get paid throughout the course

of the job or project.

Projects Organize and track invoices, expenses, and transactions project-by-project with

QuickBooks Online Plus.

Housecallpro - ​is a all in one software to run your home business. The housecallpro is

integrated with quickbooks which makes it easy to access and you can track all your expenses to

the quickbooks.

SCHEDULING​- Easily create and edit your schedule through the use of your smartphone or

laptop. Keep your employees updated with notifications directly to their phone.

ONLINE BOOKIN​G Online booking gives your customers access to book an available job

24/7.​Online booking gives your customers the opportunity to view your availability and book

directly from your website, Yelp, Facebook, and more.

65
DATA FLOW DIAGRAM FOR NEW ALTERNATIVE

Improvements

- The housecall pro enhances changes in design of website as well the choices and

decision a customer makes. The other positive improvements we can make is a

warning system to alert the owner on the inventory. The improvements instead of

66
 a invoice for every month we can make it every week. The customers should be

able to access the different schedule of the manicurist.

Time and Resource Costs

○ Gantt

Week Week 2 Week 3 Week 4 Week Week 6 Week Week 8

1 5 7

Online interview llllll

with the analysts

Customization of llllll llllll

the system and

adding unique

features

Proposal of the llllll

system to the

owners

Integration of the llllll llllll

system to the

business

Introduction to llllll

67
the employees

Initial test run of llllll llllll

the system

Proper launch of llllll llllll

the system to the

customers

Monitoring the llllll llllll

system after the

launch

○ Cost/Benefit Analysis

software cost definitions

housecall pro (online 109$ per month This comes with:

booking) Schedule Estimate,

Invoice

Inventory

Apps for iOS, Android & web

Real-time dispatching

Job SMS & email notifications

68
 Dashboard with business

statistics

Email invoices and estimates

Email receipts

2.9% + 30 cents CC processing

Google calendar integration

Email support

quickbooks 15$ first 6 months Comes with

then 31$ per Create & send unlimited

month invoices

Track and manage your sales

tax Works on PC, Mac, and

mobile

Manage and pay bills

Transact in multiple currencies

Generate sales quotes

Track inventory

Create purchase orders

69
 Hardware Total cost yearly : 1584 $/ Year =84000 PHP

Computer/ tablet 12000 php 12000 PHP

Wifi 1200 monthly 14400 PHP

=14400 yearly

Total yearly 110400 PHP

expense

Impacts

○ Organizational Impacts

The employees are 6 and the software booking allows 6 people to view the

bookings they can easily access it but not edit as you can change the settings this

will also lessen the absences of the employees. The employees would have

everything written down in the software like for example the mobile app will

show the list of schedule under who and it can track the employee expense only

for quickbooks which means it won’t interact with the company’s expense but

rather create a seperate sheet for the employees.

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○ Operational Impacts

i. The software itself would save so much time when it comes to online

transaction or bank transfer since it is already part of the software. The

bookkeeping method saves much time since everything is connected. you

can also track expenses which shows where you spent the most of money

and you would know how to save. You can keep track of your expenses

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○ Equipment Impacts

i. The company would be needing a computer and wifi or a cellphone and

wifi since this software is online. The bookkeeping is where we save our

accounts which makes it easier for us to access. The other requirement

would be a credit card that you would pay monthly for the software. There

are different softwares of bookkeeping for each country which shows the

different types of software.

○ Software Impacts

i. Bookkeeping ​- The accounting will be done by the computer so you save

time on doing it.

ii. Online scheduling 24/7​ - this will handle the overcrowding in the salon

iii. Bank reconciliation​ - this will lessen the loss of money in case of theft.

iv. Sales tax​-​ shows the tax you will pay

v. Expense tracking​- ​this will show your expense of the company and how

to properly manage your costs

vi. Manage and pay bills - This can be automatedly be done instead of lining

to pay the bills

vii. Scan receipts​ ​- to keep track of your record

viii. Reporti​ng​ - this will show the business growth

ix. Create estimates and quotes - whenever there are events they have basis

of the nail spa

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 x. Online email/ sms receipts to customers​- it is another way to save cost

especially in paper and it is a valid proof for customer and owner

○ Security and Privacy Impacts

i. Data security

1. The software is equipped with Bank level security (128-bit SSL

encryption) this ensures that the data is safe

ii. Automatic backups

1. QuickBooks Online backs up your data every day, so your figures

are always up-to-date

VI. Proposal Summary

In order for a business to be able to do its best with regards to customer service and

business processes, investing in a system is wise as it can help reach the full potential of a

business. However, despite the fact that there are a lot of readily available booking and

reservation systems, customization still garners a bigger weight when it comes to decision

making as you can tailor your system to fit and cater to what exactly your business needs. In the

case of Kai’s Beauty Station, it was not able to fully address the needs and demands of their

customers due to the fact that they lacked a reservation system which lead their establishment to

become over-crowded especially during peak hours. With this information, the researchers was

able to determine three possible solutions to the problem of overcrowding. They were able to

73
know 3 systems that can address the problems of the business but at three drastically different

price points.

The first and the most feasible solution was the My Ownline Shop system. This system

enables the business to customize their booking system and integrate online payment for the

convenience of their customers and for security issues as well because there would not be

enough cash at hand that will attract possible robbers. This system is the most feasible because in

comparison to the other two, this system’s cost is beyond reasonable means and it will not

burden the pockets of the business as much.

For the second alternative, the Nail Spa Reservation System was available. Generally, the

Nail Spa Reservation System is close to My Ownline Shop in design. However, for this system,

it would be completely managed by the business owners and it would cost them another

computer in order for them to be able to activate the server. Out of all the three alternatives, the

Nail Spa Reservation System was the most expensive due to it amounting to Php 250,000 plus

additional monthly dues.

The third alternative was an accounting software inventory called Quickbooks. Although

this alternative was the cheapest of the three, Quickbooks cannot be completely customized to

cater to all the needs of the business.

VII. System Analyst’s Recommendation

The software that was chosen saves cost in terms of the 1 time pay however if we choose

to go monthly pay we tend to save about 150k compare to the personalized. The other one that

was given was the online cloud system instead of your own computer.The quick books which is

74
the cheapest among them all which is a online cloud that is integrated with housecall pro which

would not work the fact that you would make so many accounts for the employees and the two

software being used.

The alternatives and main solution caters to the problem of overcrowding solution where

the online booking comes in. The managing of inventory came with the quickbooks and the

personalized it would alarm the owner if the nail polish is low. The robbery the customized

version has a system that all the receipts thats inputted in the system will calculate on how much

to put in the bank by 3pm. The cashless transaction would work best with quickbooks since you

can use a visa card with it while the customized accepts bank transfer or gcash and mastercard.

Choosing from the 3 alternative either the ownlineshop or quickbooks would be a better

option since they both still can be customized anytime but the quickbooks has minor revisions

while myownlineshop you would have to design on your own on how you would want your

website to look like. The other benefit is when other competitors uses your software which gives

you 3 percent of what they pay and a knowledge of what your competitors are doing.

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VIII. Appendices

Kai’s Beauty Station – February 03, 2018

INTERVIEWEE

1. Please state your name and position

: “I am Catherine Manuel, the owner of Kai’s Beauty Station.”

2. How many months have you been working for this company?

: “We’re almost on our eighth month this coming February 10.”

COMPANY

3. How did the company start? Can you tell us more about the idea of how it came to be? Why

did you choose the salon business?

: “It was conceptualized by my husband and his two friends, this is a collaboration of the three.

His other friend is the real owner of Nails and Lashes as this branch is just a franchise.”

4. Can you tell me about the goals of the company?

: “Our goals is to provide services primarily focused on Nails and Lashes, giving the best

services that is specifically for Nails and Lashes.”

5. How do you showcase your business to your customers? How do you attract your customers?

: “ We giveaway leaflets and fliers, we also have an active Facebook page.”

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6. What are the things that you consider as the strengths of your company - something that is not

very easily found in other nail salons?

: “Since we focus mainly on Nails and Lashes, people go to us and they believe that because we

specialize on both, our services are more intricate.”

7. What about the weaknesses? Considering that the business is still relatively new.

: “ Our weakness is that we’re still in the learning process and we still have to improve our

knowledge pertaining to other tactics that we can do in order to improve our services. Another

thing is that there are a lot of salons in the neighborhood as well.”

8. What opportunities do you see for this business? Do you think you’re going to branch out

more and continue to franchise along the years?

: “Yes, we are already thinking of branching out.”

9. Do you see any possible threats that may affect your business?

: “First and foremost, the economy. It’s already given that when the income is low, people

wouldn’t have the means to pamper themselves.”

10. As for your priorities, what are your top priorities as of the moment?

: “Our priority is to continue learning, finding out ways to improve our services and to look for

more ways on how we can incorporate new things with regards to Nails and Lashes.”

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11. With regards to the system of this business, do you still do manual or do you computerize

your data?

: “We do manual, we want to computerize as well.”

12. Are you currently facing any problems with regards to the operations of the business?

:: “There was shortage of staff because 2 of the senior workers are also studying, so their time is

limited. However, they are to graduate soon so that problem will be solved soon. On the other

hand, majority of my staff are mothers, so it is a given that their top priority are their children,

every time someone gets sick, they automatically take a day off. So when we have few staff

inside the shop, overcrowding becomes more of an issue because a lot of customers just wait for

quite awhile since there are not a lot of techs. However on normal days where our techs are

complete, overcrowding is still an issue because our business only has walk in system.”

CUSTOMER

13. With regards to your customers, can you describe to me your target market?

:” Well, mid-range to high end. At times, we also cater to kids because most of the times

the kids get bored while waiting for their Moms, so their Moms let their kids be pampered too.”

14. Do you have frequent customers/loyal customers?

: “Yes, we have quite a lot.”

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15. What are the services that are usually taken up by your customers?

: “More on nails.”

16. Do you have any outlets wherein customers can know about your business

aside from the fliers, pamphlets and Facebook page?

: “Word of mouth.”

17. As you said earlier, this business is collaboration between your husband and his

friends. When it comes to decision making, who is the main deciding factor?

: “My husband and I. We do not consult with his other friends anymore.”

COMPETITOR

18. Can you tell me who your direct competitors are?

: “Well, we have one salon upstairs. That’s the main competition, but we’re still

confident because our business is located in the ground floor. It’s more accessible.”

19. What do you think the advantages are since your business specializes in Nails and

Lashes?

: “Well, as I see it, it’s a specialized Salon. Some of the clients don’t like the scent of

some chemicals used for hair straightening so they prefer to come here instead. Another is that,

in an all-around salon, it tends to get noisy because of the amount of people.”

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20. What do you think are the weakness of your competitors?

: “Since they are all around, they do not have the same intricate process like us when it

comes to various procedures. They also seem like they are all over the place because they do not

have a specific person assigned for a specific procedure.”

SUPPLIERS

21. How is your relationship with your suppliers?

: “Because this is a franchise, the suppliers are also provided by the main branch.”

PROBLEMS & ISSUES

22. Can you give at least 5 problems that the business has encountered since opening?

: “First is ​manpower, ​we had difficulties looking for techs and managers. Second are

customers because we are still in the process of establishing our reputation. Third is

overcrowding, ​because we can’t cater to our customers properly and that gives them a bad

impression about our business. We may seem unorganized to them because we cannot

accommodate all of them at the same time. Fourth is the ​maintenance of the place. Fifth is

security, ​because there’s no security guard, we had an incident wherein we were robbed at

gunpoint. “

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23. Out of all the 5, what do you think should be prioritized?

: “ ​Manpower​, since that is the backbone of the business. Overcrowding as well because

the impression of people on our shop will have an impact on our daily business cycle. ”

24. As of current, how many staff do you have?

:” We have 5. Four nails and lashes techs, and one manager.”

25. In terms of technology, what do you think would be beneficial for your company?

: “​Biometrics​, since our staff still does manual time-ins and time-outs. CCTV as well.”

FINANCIALS

26. Can you give us a basic rundown of the average income of the business?

: “It really depends. For example, when people get their salary, they go here and pamper

themselves. As for seasons, as we’ve experienced, December is the strongest month that we had

considering that we started in June.”

Interview Questionnaire

INTERVIEWEE

1. Please state your name and position

2. How many months have you been working for this company?

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COMPANY

3. How did the company start? Can you tell us more about the idea of how it came to be? Why

did you choose the salon business?

4. Can you tell me about the goals of the company?

5. How do you showcase your business to your customers? How do you attract your customers?

6. What are the things that you consider as the strengths of your company - something that is not

very easily found in other nail salons?

7. What about the weaknesses? Considering that the business is still relatively new.

8. What opportunities do you see for this business? Do you think you’re going to branch out

more and continue to franchise along the years?

9. Do you see any possible threats that may affect your business?

10. As for your priorities, what are your top priorities as of the moment?

11. With regards to the system of this business, do you still do manual or do you computerize

your data?

12. Are you currently facing any problems with regards to the operations of the business?

CUSTOMER

13. With regards to your customers, can you describe to me your target market?

14. Do you have frequent customers/loyal customers?

15. What are the services that are usually taken up by your customers?

16. Do you have any outlets wherein customers can know about your business

82
aside from the fliers, pamphlets and Facebook page?

17. As you said earlier, this business is collaboration between your husband and his

friends. When it comes to decision making, who is the main deciding factor?

COMPETITOR

18. Can you tell me who your direct competitors are?

19. What do you think the advantages are since your business specializes in Nails and

Lashes?

20. What do you think are the weakness of your competitors?

SUPPLIERS

21. How is your relationship with your suppliers?

PROBLEMS & ISSUES

22. Can you give at least 5 problems that the business has encountered since opening?

23. Out of all the 5, what do you think should be prioritized?

24. As of current, how many staff do you have?

25. In terms of technology, what do you think would be beneficial for your company?

FINANCIALS

26. Can you give us a basic rundown of the average income of the business?

Photos of the Establishment

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Overview of the interior of the establishment

84
85
Envelopes where customers can leave tips for their techs

Sample of a job order receipt

86
87
 Sample of the business’ product list

Sample of the business’ promotional packages

88
Sample of freebies that the business hands out on special occasions

89
 Quotations from the IT Specialist

YiiHey IT Services

www.yiihey.com

5th floor Builders Center Building, 170 Salcedo St.,

Legaspi Village,

Makati City

Date: Mar. 18, 2019

Attention: Mohit Mengrajhani

Subject: ​Quotation for the I.T. Services

Website:

Nail SPA Reservation System

● Online registration

● Secure logins

90
 ● Profile updating

● Password updating

● Administrative Access

CLIENT refers to the _________,

CONTRACTOR refers to the YiiHey IT.

SYSTEM refers to the web application reservation system

Pricing

The proposed amount for the system development as detailed above is Php 250,000.00 exclusive

of tax.

# Description Cost ( PHP )

1 Website Development 30,000.00

2 System/Business Analysis 40,000.00

3 Web Development

Administration Module 60,000.00

Customer/Member's Module 60,000.00

91
 Employee/Worker's Module 60,000.00

Grand Total 250,000.00

Terms of Payment

1. Terms/schedule of payment is P125,000.00 down for systems

preparation/start-up.

2. Remaining P125,000 when the system is ready for online use

Time Table

Development/setup 12 to 16 weeks after the down payment

Source Code/Database

CLIENT has no right to get the source code of the system.

CLIENT has no right to get the database structure of the system such as:

a. Database designs

Hosting

92
 Hosting is free and the CLIENT has no access to the Control Panel, but they are given a

username and password to access the admin site of the system

Retainer / Web Hosting / Hardware

Overall rental and hosting fee is P3,000.00

Monthly Maintenance fee is P5,000.00

Total of P8,000.00

Monthly service fee for the system maintenance w/ 6x8 (6 days by 8 hour) service support.

Monthly retainer fee will start once the system is being used online or after the system is

completed.

Coverage/Limitation

a. Everyday system backup

b. Weekly payout reporting.

c. Monthly payout reporting.

d. Distributor reporting.

e. Password updating.

f. Account/Info updating.

g. Account deactivation.

93
 h. Minor system

Additional Module

If in any case, client will decide to add additional module which is not included from the above

specifications, The contractor shall reassess specified module to determine its

complexity. Modules with major release are subject for additional system cost.

This proposal is still subject to modifications. It is advised that before any of the work is started,

we both have a clear and mutual understanding of the upgrades to be made. Please feel free to

contact the undersigned if you have any questions.

For Termination of the project, all amount rendered by the CLIENT shall no longer refundable.

Jaz Jazmin

General Manager

YiiHey IT

09178749259

94
 YiiHey IT Services

www.yiihey.com

5th floor Builders Center Building, 170 Salcedo St.,

Legaspi Village,

Makati City

Date: Mar. 18, 2019

Attention: Mohit Mengrajhani

Subject: ​Quotation for the I.T. Services

Website:

My Ownline Shop – Reservation System Module

● Online registration

● Secure logins

● Profile updating

● Password updating

● Administrative Access

CLIENT refers to the _________,

CONTRACTOR refers to the YiiHey IT.

SYSTEM refers to the web application reservation system

95
Reservation System Module

The Nail Spa module will be part of the My Ownline Shop System module which we can offer

also to another Nail Spa Business.

Pricing

The proposed amount for the system development as detailed above is Php 100,000.00 exclusive

of tax.

# Description Cost ( PHP )

1 System/Business Analysis 25,000.00

2 Web Development

Administration Module 25,000.00

Customer/Member's Module 25,000.00

Employee/Worker's Module 25,000.00

Grand Total 100,000.00

Terms of Payment

1. Terms/schedule of payment is P50,000.00 down for systems preparation/start-up.

96
 2. Remaining P50,000 when the system is ready for online use

Time Table

Development/setup 12 to 16 weeks after the down payment

Source Code/Database

CLIENT has no right to get the source code of the system.

CLIENT has no right to get the database structure of the system such as:

a. Database designs

Hosting

Hosting is free and the CLIENT has no access to the Control Panel, but they are given a

username and password to access the admin site of the system

Retainer / Web Hosting / Hardware

Monthly Maintenance fee is P1,500.00 / Branch. Monthly maintenance will start after 12

months

Additional Module

97
If in any case, client will decide to add additional module which is not included from the above

specifications, The contractor shall reassess specified module to determine its

complexity. Modules with major release are subject for additional system cost.

This proposal is still subject to modifications. It is advised that before any of the work is started,

we both have a clear and mutual understanding of the upgrades to be made. Please feel free to

contact the undersigned if you have any questions.

For Termination of the project, all amount rendered by the CLIENT shall no longer refundable.

Jaz Jazmin

General Manager

YiiHey IT

09178749259

98