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CHAPTER I

INTRODUCTION In the era of 1960s and 1970s, information technology was limited to people working in the banking sector, mathematical engineers and computer scientists. In 1980s, the arrival of personal computers made it possible to be used in many more sectors and gave rise to a surge in the field of information technology. Previously, for the purpose of business, storage tapes were created by a single network administrator to interconnect employee workstations. The information stored in this workstation was placed in a server farm, located far off from the industry. However, now people have started communicating, using e-mails instead of snailmails. It is an industry which deals with the usage of computer hardware and software and networking. Information technology has accomplished a lot in the 21st century. IT is a combination of computer and communication technology. It is the transfer of information from one peer to another. Information technology is used for storing, protecting, processing, securing, transmitting, receiving and retrieving information. In business establishments, information technology is used for solving mathematical and logical problems. Information technology helps in project management system. Firstly, planning is done, then the data is collected, sorted and processed and finally, results are generated. It helps managers and workers to inquire about a particular problem, conceive its complexity and generate new products and services, thereby improving their productivity and output. Businesses now such as hotels and pension houses incorporate a computerized technology to make their information accessible to all people in different part of the world.

Others are using online information services to provide a 24/7 information and inquiry and online reservation for their customers. Also guests information and billing has been computerized to reduced time in recording every transaction. [www.infosource.com]

Context of the Study Bahay Pinoy Pension House and Restaurant is located at Brgy. Dalakit Catarman, N. Samar. It was established on 2004. It has 16 air-conditioned rooms with cable TV. It offers catering services for weddings, Seminars, birthday party and other occasions. Bahay Pinoy has also Functional Restaurant for guests accommodation. Currently, Bahay Pinoy Pension House and Restaurant is using the manual way of recording guests information and computing customer bills. The manual system is very time consuming.. The computer technology is integrated with manual procedures. In this case the computer system will deal with billing and keep a record of which stock has come out of the business, but the ordering itself will be done by manual means. Most businesses tend to go for a fully integrated inventory system, so that the ordering, billing, and usually the accounting system of the hotel can be integrated into one package. This is a highly accurate type of system and is the one that will save the most time and money over the long term. The main advantages of computerized information and billing system is fast and accurate computations and all are done automatically. The records are automatically updated. The computerized information and billing system reduce staff time doing the recording and computing the customers bills, are records are neat, up-to-date and accurate. The computerized system can give the company and its customers all of the required data that they will need for items related to billing. To enhance the manual information and billing system for Bahay Pinoy Pension house and restaurant, the proponents intend to develop computerized Information and Billing system. The propose system includes computerized recording of guests information, searching of available rooms and rates, and automatic computation of customers bills.

Statement of the Problem Bahay Pinoy Pension house and Restaurant is currently using the manual recording of guests information and computation of bills. With this system, guests information is recorded in a log book. It is much time consuming in recording the information. Data is not always reliable as it is hand written and some human errors might have occurred. Also retrieval of information is very slow as it has to be searched in the log book which results to waste of time. Mostly, data are stored in filling cabinets and this consumes space. Specific Statements of the problem 1. How to make recording of guest information easily and reliably? 2. How to lessen the time in retrieving guest information? 3. How to search available rooms automatically? 4. How to compute guest bills in a fast and easy manner?

Objective of the Study The proponents would like to develop a computerized Customers Information and Billing System for Bahay Pinoy Pension House and Restaurant. This include the computerization of recording of customers information, computation of bills, and automatic searching of available rooms. Specific objectives of the study 1. To develop a computerized recording of guests information system. 2. To provide a faster way of retrieving guests information. 3. To automate the searching of available rooms. 4. Automatic computation of guest bills.

Scope and Limitations This study aims to develop computerized information and billing system for Bahay Pinoy Pension House and Restaurant. The propose system include the automation of recording of guests information, computation of bills, retrieving of guests information, searching of available rooms and providing a database for storing the records. This will enhance the current manual system of Bahay Pinoy Pension House and Restaurant to provide better services to its guests. To make the records secured, a security policy for the database will be provided to avoid unauthorized access to the records for the personnel that will be using the system. The proposed system will be implemented in a computer locally, it is an independent system and does not require any server/client installation. Detection of errors committed by the users for data entry is beyond the capability of the system. The system is only capable of accepting inputs but not capable of correcting mistakes. Although the system is accurate, the correctness of records will still rely on data entered by the users.

Significance of the Study The owner. Through the computerization of the information system, the owner will always get updated records of every transaction of Bahay Pinoy Pension House and Restaurant. Needed information will be acquired immediately as needed. Front Desk Officer. It will be easier to record and retrieve the information of every customer. The personnel assigned to this task will have a convenient way of recording and retrieving the information, as well as computing the customers bill. The Proponents. Throughout the development of this study, the students will be exposed to real world of developing information system. The Guest. This will benefit also to the customers of the hotel since they will not wait for a long period of time to get their billing. Future Researchers. This study will be helpful to those anyone who want to develop a computerized information system for hotel in the future. This can be used as a reference for conducting related studies.

Existing System Bahay Pinoy Pension House and Restaurante is currently using manual information and billing system. The guests information is recorded manually in a log book. The front desk officer will get the necessary information of the customer, and will be written to the logbook. If the guest will be going to checkout, the front desck officer will need to search the customers checkin information from the log book manually. Manual searching of record sometimes required lot of time and the guest needs to wait. If it is necessary to compute the bill, this will be done manualy and requires extra time. Since the records are written in the logbook, it is necessary to have a proper place to keep the records and to avoid it from lossing. Once the logbook is lost, all records will be lost completely. To get the available rooms and services, the personnel will need to check from the logbook for the rooms that are not occupied yet. With this current manual information and billing of Bahay Pinoy Pension House and Restaurant, the personnel is facing difficulties in doing the task such as recording of information, retrieving and computing the guests bill. Especially the establishment is continuously growing, more guests are coming, this means lot of time in handling check in and check out of the guest. This also requires a system that is fast and reliable.

DATA FLOW DIAGRAM EXISTING SYSTEM CONTEXT DIAGRAM LEVEL 0

Inquire Check in /Check out Payments

Front Desk Officer

Received Guest

Guest

0 Bahay Pinoy Pension House and Restaurant Manual Information and Billing System
Available rooms/services Billing

Transaction Reports

Owner/Manager

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DATA FLOW DIAGRAM EXISTING SYSTEM TOP LEVEL

Inquire available rooms/ services

1 Inquire

Guest inquiry

Guest
Inquiry result

Front Desk Officer

Available Rooms/Services

Front Desk Officer

2 Personal Information Check In Guest Information

Guests Record Book

Check In Details

3 Record to Logbook

Guest Information Room Type Room Number

Front Desk Officer

4 Guest record Checkout Guest record

Guest
5 Total Bills Compute Bills

Front Desk Officer

6 Payments Pay bills Received payments

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Motivation This study will help the proponents to explore the real world of system analysis and development. For the completeness and accuracy of the system, the proponents must conduct an interview, research and other strategies to acquire information and additional knowledge regarding this study. The proponents will be encouraged to be responsible as a member of the group, and learn how to work as a team. In this study also will help the proponents to improve their communication skills to other people. This will also prepare the proponents to become good I.T. personnel as they graduated.

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CHAPTER II REVIEW OF RELATED LITERATURE A study of hotel information technology applications Information technology (IT) applications in the hotel industry have largely been devoted to the handling of the routine operational problems that crop up while running a hotel. Previously, the hotel industry has been criticized as reluctant to make full use of IT. This paper reports and analyses the findings of a recent survey on IT applications in Hong Kong hotels.

Through

personal

interviews

with

21

managers

of

hotel

electronic

data

processing/management information systems (EDP/MIS) in 2003, different technical and behavioral aspects of IT were examined.

Compared with a similar study performed in 1997, the empirical findings in 2003 showed that IT was used not merely to replace the existing paper system but also to improve customer services and to enhance operational effectiveness. Unfortunately, the empirical findings also indicated that hotel decision makers did not seem to realize the importance of IT for the purpose of developing business strategies and, therefore, IT was generally not used in hotels for highlevel business decision-making.

A limitation of this study was the fairly low participation rate of hotel managers.

study does offer useful insights for hoteliers to realistically analyze the potential benefits of IT applications to their business.

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The hotel industry advantages and disadvantages of e-commerce E-commerce is the 20th century, Information technology, network product. In recent years, with the Development of knowledge economy and the Information superhighway construction, ecommerce on the Internet started. In this year's "18th meeting of China Internet Development Statistics Report" according to the online survey results, there are about 15 million people frequently using online education, 25 million people frequently using online recruitment, frequent use of blog and online shopping numbers, respectively, 28 million and 3000 million people. Hotel Internet marketing system is a revolutionary marketing innovation of the hotel. It can effectively show their image and services, establish a good customer interaction to achieve efficient management and sales, reduce marketing costs, increase economic efficiency and management level. Hotel E-commerce is the inevitable development of today's hotel industry trends. Connected through a system unique to the world on the Internet, colorful and extremely rich display their own style, features, marketing their own rooms and a variety of services and so can be composed of hotel chains, strategic alliances, with its strong flexible marketing means to enter the vast market. It can be provided to a wide range of customers face to face marketing. It opens up the market breadth and depth, which are normal mode of human, material which can not be compared. [http://eng.hi138.com/]

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Conceptual Framework

The proponents use the spiral model to for the development of this study. The spiral model is a software development process combining elements of both design and prototyping-instages, in an effort to combine advantages of top-down and bottom-up concepts. Also known as the spiral lifecycle model (or spiral development), it is a systems development method (SDM) used in information technology (IT). This model of development combines the features of the prototyping model and the waterfall model. The spiral model is intended for large, expensive and complicated projects.

The selected framework involves the following phases: 1. Determine Objectives in this step, the proponents set objectives that will solve the problems that has been identified with the current manual system. 2. Identify and resolve risks the proponents will identify risks that may occur during the development of the proposed system. The risks may include difficulties in acquiring information about the field of study, difficulties in developing the system, availability of resources and the cost of conducting study. 3. Development and Test in this phase, the proponents will create a prototype that will be the bases of the development of the entire system. If the prototype is correct, the proposed system will be developed and tested. 4. Plan the next iteration After the system has been tested, if errors are found, it will be reprogrammed to correct the errors.

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CHAPTER III METHODOLOGY

Data Gathering Techniques Personal Interview The proponents conducted personal interview with the owner of the business establishment to acquire information about Bahay Pinoy Pension House and Restaurant. With this strategy, the proponents are able to know the different rooms and services offered by Bahay Pinoy, prices, rules and policies. Through the interview also, some problems regarding the manual information and billing system has been mentioned by the owner. Observation To fully understand the flow of the current manual system of Bahay Pinoy, the proponents conducted an actual observation on the process involved with the manual system. The proponents observed how the personnel of Bahay Pinoy receive the guests and how they recorded the information of the guest to the record book. Internet Research Internet research has been done by the proponents to get additional information about computerized information and billing system for the business establishments like Bahay Pinoy Pension House and Restaurant. Through surfing the web, the proponents are able to conceptualize possible solutions that will enhance the current manual system of Bahay Pinoy.