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ROOM RESERVATION SYSTEM

Chapter 1 Introduction

1.2 Aim of Project

The initial aim of this project is to complete a full system analysis, design, and test and

ultimately deliver the solution most suited to the client’s needs that will enhance the facility

booking application for hotel rooms.

1.3 Objectives

To accomplish this aim the following objectives were undertaken.

The main objectives are:

} Carry out an initial survey to determine the aims and objectives

} Complete a feasibility study

} Finalize a full systems analysis

} Design a new automated database system, indicating the appropriate

software to be used

} Detailed design of the new system to meet the client and user requirements

} Build a prototype and train users

} Implement, test and debug the database system

} Evaluation and maintenance

1.4 Research Rationale

The rationale of this research was to investigate and automate the existing booking system at

Hotel rooms by the implementation of a fully functional database system. The initial step was to agree on Terms of Reference (TOR) and based on this agreement a feasibility

study was completed. A full systems analysis was performed in order that a feasible solution

was selected. From the systems analysis the project then progressed into the design phase of the

new system, being followed by implementation, training and testing phases. To ensure all

functions were working efficiently the program was debugged, designated version 1.0 and

pronounced to be fully operational. The members of staff were trained to enhance user

confidence and functionality of the final product.

1.5 Research Methodology

Two methodologies were integrated to complete the systems analysis of this project, Soft

Systems Methodology (SSM) and Structured Systems Analysis and Design Method (SSADM).

Checkland’s Soft Systems Approach was utilised to “ascertain why the business does whatever it does” (Checkland, 1981) and to deliver a pictorial representation of the business. Business Activity Modelling can increase user participation and encourage users to build a sense of ownership for their future system. To gain an overview of the business activities within the Conference Centre, Business Activity Modelling was used. At this point the model illustrates the business events that are functioning within the existing system and from this model the functional activities are identified and recorded in the requirements catalogue and user catalogue. This documentation is then used by SSADM to progress into the next stage of the systems life development cycle (SLDC).

The second methodology used during the research was SSADM, this methodology tool is an open structured process which when followed is designed to highlight the major functions, features, processes and associated problems within a system.

} A structure of steps and tasks which the project team should consider following.

} Techniques to be applied in each step that provide (diagrams) structured definitions of

user requirements and system components.

The appropriate SSADM tools were utilised to direct the project through the system

development life cycle. For the development of the Conference Centre system, the use of a structured approach would ensure that each functional area can be viewed in a manageable way and ensuring no operational function was overlooked.

The design and implementation phase though part of SSADM process became more important as the installation date grew nearer. This methodology aided in the user’s involvement throughout the process and the users became more aware of the potential of a computerized system.

1.6 Limitations and Constraints

The main limitations of this project are the deadline of the 27th August 2001, the client’s

holiday period and the availability of the client and the users.

1.7 Conclusions

This chapter has provided the aim and objectives of this research and also presented the

structure that was followed. The limitations have been discussed in order to highlight the

constraints placed upon the researcher in undertaking this project and the following chapter briefly describes the literature that has been analysed to complete this project.

Chapter 2 Literature Review

This literature review describes the sources of information used during the research for this project, with particular reference to Systems analysis and software packages that were analyzed to give the most feasible outcome for this project.

2.1 Systems Analysis

Systems Analysis is the name given to the first major phase of the Information Systems

application development process as described by (Modell, 1996). This being the precursor for all activities focused on initiating change within any organisation. Basically system analysis is a problem –solving technique as described by (Whitten 2000), “Systems analysis is a problem solving technique that decomposes a system into its component pieces for the purpose of studying how well those component parts work and interact to accomplish their purpose.”

The analyst examines and documents, the existing processing environment and then

investigates the opportunities and options which enable the analyst to develop the most feasible solution to satisfy the requirement of change. “Effective change, that is, change which works must be made within the context of an existing environment” (Modell, 1996), that is why understanding the existing system is so important to analyst to ensure what must be changed, why the changes must be made and the best way to make these changes. Systems analysis is the process of breaking down the area under investigation into its component parts, examining those parts and reconstituting them into a more efficient and effective business process.

2.2 Information System

There are various definitions of what an information system is, one definition of an information system is given by Flynn, 1998 as:

“An information system provides procedures to record and make available information,

concerning part of an organization, to assist organization-related activities.”

The main aim of an information system is to offer a method of processing business and other information to improve the efficiency and effectiveness of the organization.

2.2.1 Information System Analysis

This is where during the life cycle of a project, the analyst, analyses the business function and problems of the existing system. This can be reiterated here by Whitten, 2000 “Information systems analysis is defined as those development phases in a project that

primarily focus on the business problem, independent of any technology that can or will

be used to implement a solution to that problem.”

2.2.2 Benefits of a manual system

In manual systems, all work is accomplished by the user who directly works with the physical

files, forms, documents and materials. The users are accustomed to the system, there is no

technology to breakdown and there is a continual hard copy, which is filed and stored.

2.2.3 Benefits of a computerized system

The main benefits of an automated system are as Senn, (1989):

} Capability

} Control

} Communication

} Cost-effectiveness

} Competitive Business Advantage

} Efficiency and effectiveness of the overall business procedures

} Time management is improved

} Speed in which information can be generated

} Decrease the storage of paper and the use of paper long term

} Better aura for the organization

Automating the booking system at the Conference Centre will enhance the user’s capability of fulfilling the business requirements and the overall operation of the Conference Centre. The speed in which information and data would be retrieved would enhance the business operation at the Conference Centre. Through experience, time management, efficiency and effectiveness of the new application will enhance the business procedures. Again, once the client is satisfied and understands the capabilities of the new application and then the paper storage of forms can be reduced, as the data will be held in the database and stored on disks.

2.3 Software commercially available

The main options open for a business to obtain software are either commissioned, specially written software, or purchase a standard applications package. An applications package is a piece of software designed to carry out a standard business function. (Curtis, 1998) Commissioned software is designed and written for the specific business needs of the organization. There are benefits and limitations related to commercial software these are explored fully as part of the methodology.

2.4 Hardware and software link

The hardware and software must be compatible for the efficient and effective running of the information system. The computer must have sufficient resources to cater for the software application.

2.5 Existing Hardware

The system at present has a Pentium III with the following specifications:

CPU                            PIII 700 MHz

Memory                       256MB RAM

CD Drive

Hard Disk Drive         15GB Hard Disk Drive

Software                     Office Suite 97 and Windows NT

At present the existing hardware is satisfactory for the new application and the client is aware that, in the future there will be requirements for new or upgrades in hardware. The hard disk

drive is at present a satisfactory size, but the client has to take into consideration the overall use of the computer and therefore a larger drive will be required at some point. As the application grows with the amount of data entered and stored increases the client has been advised to consider back up facilities, such as, CDRW, or Zip Drive. This would then enable the client to store the CD’s or disks either monthly or by client number.

2.6 Summary

From the literature, it became very apparent of the importance of a Systems Analysis to fully appreciate and understand the important aspects of the Conference Centre, thereby gaining an understanding of the operation that exists at present with in the Conference Centre. The literature also highlighted the benefits of an automated application within the business environment; the effectiveness and efficiency overtime and also highlighted that there are various solutions that can be utilized depending on the problem and the client requirements.

The following chapter outlines the significant aspects of the feasibility study.

Chapter 3 Feasibility Study

This chapter briefly cites the Terms of Reference (TORs) which was established after some consultation with the client and then outlines the key components of the feasibility study.

3.1 Terms of Reference

An initial meeting was set up with the client to clarify the client’s own requirements and to open lines of communication for future interviews with the client and the users.

3.2 Feasibility Study

A feasibility study is the first stage in the lifecycle of a systems development project after the Terms of Reference have been agreed upon and is carried out in order to present to the management alternative solutions to the problem areas within the business organization. The Full Feasibility Study is shown in Appendix B. This document confirms the organizational Objectives of the project and has analyzed the existing procedures within the organization. Key System requirements are noted and three proposals of alternative solutions are described and

Justified. The solution chosen by the client satisfies the organizational objectives and meets the predetermined requirements. As it is a small business, in the sense of the

amount of employees, the author easily allocated interview appointments with the required persons and could understand the flow of information and the internal communication setup, which was present.

After establishing the Conference Centres objectives and agreeing on the Terms of Reference, the next phase was to investigate and analyze the existing systems procedures to establish the key system requirements.

3.3 Requirements of the new system

The requirements of the new system are to produce various business reports and daily tasks as listed in Appendix B part 5. Also to be incorporated are integral features to include cancellation, vacancy and bill reminders to be flagged automatically as well as a user friendly interface and upgrade-ability.

3.4 Feasible Options

The three main types of feasibility are technical, economical and operational and these have to be considered when proposing feasible options to the client. The options proposed should satisfy the organizational objectives, any business rules and any other criteria that may be of importance, as well as any timescale and risk factors.

1. Continue with the existing system.

The first task is to appraise the existing system. In this business case the system is a

manual system which performs day to day tasks, daily and monthly reports are compiled

manually by the client. The system works for the client and serves the purpose that it was

designed for but the users feel it is now time to change to keep in touch with new

Information Technology that is available. Overall, this option is economically, technically and operationally feasible though does not meet the client’s objective in reducing the paper work and enhancing the professionalism of the Conference Centre.

2. Replace the existing system with a commercial software package.

It was decided that there were two main contenders that would fully cater for the

requirements of the conference centre at Silsoe; these were GuestMaster International

Limited and K-computers. At present there has been no quotations received from these

suppliers. These two companies produce software packages that are reputed to cater for all procedures within this industry sector. The market titles are Mainstay and GuestMaster Hotel Software. Mainstay software integrates all the facilities and functions that are required for a front office organization. This package can assist in anything from enquiries and reservations through to billing, sales ledger and marketing. GuestMaster is a fully upgradeable reservation booking system that the client has the choice of which edition to enter in at. There are many features within these two mainstream applications, which are superfluous to system and in such could be deemed as an uneconomical cost.

3.5 Summary

This chapter summarized the procedures followed in the fulfillment of an important area of analysis, to determine the Terms of Reference (TORs) and to complete a feasibility study. The main points highlighted from the feasibility study were the amount of cross referencing, intercommunications within the Silsoe Campus and duplication of paperwork that was an integral part of the manual system. The TORs were initially agreed upon, but were constantly reviewed to take into account project achievements, time remaining and outstanding goals. The agreed goal was to develop the existing manual system into an automated booking application.

It has been well publicized in SSADM material, (CCTA, 1997) and (Weaver, 1998) that if this area has flaws in any respect the system itself has inefficiencies designed into the core. As in any project management strategy, this stage is important and requires the ascent of both the client and the developer and as the TORs are in place the stage was now set for the next phases, Systems Analysis and Design.

Chapter 4 Systems Analysis and Design

This chapter is split into two sections the first being the description of the systems analysis carried out and the second section details the systems design process that led to the development of the prototype application.

4.1 Preliminary Investigation

The existing system was further studied in order to gain an overview of the problem and to establish the systems functional use and the user’s requirements. To ensure the systems

analysis was thoroughly completed through the initial and final stages, the following

methodology tools were selected; SSM (Soft System Methodology) and SSADM (Structured Systems Analysis and Design Methodology). The phases are described briefly and the deliverables from the analysis are various diagrams and documentation that illustrate the existing and required systems components. The Systems Design is the next logical step once the main analysis has been completed and this is outlined in the second section of the chapter.

Figure 4.1 below illustrates the stages that were undertaken to complete the project’s aims and objectives. This figure by Curtis 1998 has relevant stages to carry out to aid in the completion of this project. As already described in chapter 3, TORs were agreed upon and signed off by the client. The feasibility study as shown in Appendix B was completed and the feasible solution was proposed to the client. The next stages were the Systems Analysis and Systems Design, this life cycle model illustrated to the analyst various steps, which had to be followed and completed to produce the required logical model as shown in figure 4.6 for the Conference Centre. This model highlighted the key requirements for the new system, illustrating the flow

of data, processes and data stores. The systems design stage, using the logical data structure model as shown in figure 4.7 assisted the analyst to produce a prototype application with the assistance from the users. . The last three stages of the life cycle model were discussed with the client to agree on implementation time, training testing and debugging. It was agreed that the new application should be implemented during a quiet working period and run in parallel with their manual system until the users became acquainted with the new application. The client and the author considered the importance of continuous evaluation and maintenance, which would ultimately be left to the client’s own devices.

4.1.10 Summary

Curtis 1998 reported that when the following bullet points are answered then the analyst should have a better understanding of the business working practices. The following are the bullet points in question:

} “Who does what

} Where it is done

} Why it is done

} When it is done

} How it is done”

كتب 22 April 2009 بواسطه Hemaya Awad
ضمن تصنيف: مشاريع باللغة الانجليزية