villa final

8/8/2019 Villa Final.

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VILLA BENAFLOR BEACH RESORT

CISM 70: Management Information System Project

ABEJUELA, Rodjen B.

ABRIL, Abigail C.

SISPEREZ, Jessica Joy L.

VERZOSA, Krisza Bernadette P.

BS- Psychology 3-3

JULY 22, 2010

Vanessa G. Coronado

MIS Project Instructor

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Chapter I

INTRODUCTION

BRIEF DESCRIPTION OF INFORMATION SYSTEM:

Nowadays, modernization is fast approaching and everyday a lot of new inventions

are introduced. Little by little, manual and traditional systems are fading and as the

main product of these changes high-technology material takes place. As it affect the

environment, people seems to adapt to its fast flow by accepting those devices, also

by using and enjoying it as well.

Most of the processess and transactions of companies and establishments are now

automatic. No doubt on how fast and accesible it is. Thats why the researchers

conducted this study, to help an oragnization ( who still uses manual and traditional

system) make their processes and transactions more faster and more convinient.

To have a better and more successful business you need to have organization

or system of all your files. And organizing all of your files in your business requires

you to have a lot of time, patience, effort and man power. Its not easy to do that,

but with the aid of information system, you can be more convinient and you can save

time, money and energy.

Information system is a set of interrelated components that collect (or

retrieve), process, store, and distribute information to support decision making and

control in an organization. It is a business application of the computer. It is

made up of the database, application programs and manual and machine

procedures. It also encompasses the computer systems that do the

processing. In this case,Villa Buenaflor Beach Resort is still using white board

instead of using computers for saving and gathering information. And the

researchers propose a management information system for the betterment of the

said establishment.

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BACKGROUND OF THE STUDY

Now a days, majority of us are now using the modern method of saving files like

instead of using manual keeping of records or diskette, we are now using flashdrive

to have a more convenient and large capacity of memory to save important files and

records. Many establishments are using hi-tech methods in maintaining their

businesses information system. This study will tackle about the improvement of a

business establishment which still uses a manual system.

NAME AND HISTORY OF THE COMPANY

Villa Buenaflor beach- resort started 25 years ago; year 1985. The property is

now being managed by Engineer George B. Fojas who is the son of the only daughter

of his grandparents. They decided to acquire their own family name- Buenaflor as

the mark of the establishment. It started from a small nipa hut and has developed

through selling other properties they owned. Then they used the money to invest for

the improvement and establishment of the other facilities.

CURRENT STATUS OF THE COMPANY:

It started from a small nipa hut and has developed through selling other

properties they owned.

Profile:

a. Management policies

Loud music is not allowed.

Children, minors are not allowed to go swimming without the

supervision of their parents or adult guardian.

Any damages or broken items will be charges to the responsible party.

Coolers, foods and drinks are not allowed around the pool area. No glasson pool deck.

Management has the right to refuse service to customers who are

abusive and non compliant to our rules.

Animals are not allowed in the pool areas.

Take a shower before swimming.

Maong pants are strictly prohibited.

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Pool is closed at 4a.m. for scheduled maintenance.

We are not responsible for any loss or damages so please take care of

your personal belongings.

b. Number of employees

Peak season: 20- 30

Off-season: 17-20

c. Facilities

Cottages: 90

Sheds: 12

Umbrellas: 7

Tents: 2

Nipa huts: 71

Rooms: 12

Single and Duplex

Halls:

Ernest Hall- it is ideal for seminars, film viewing and parties

etc.

Weniefridas Hall- located at the condotel for more private

occasions and gatherings.

Lolo Endos Place- it has 3 air-conditioned rooms, 2 umbrella

shade, 1 small pavilion and cooking area.

Casa Filipa: 8 Air- Conditioned rooms

Pools:

junior Olympic size pool

semi- junior/ kiddie pool

Olympic size pool

Private pool area:

1 pool 20 sq. meter

1 kiddie pool

1 pavilion

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12 sheds

3 air-conditioned rooms

Villa Buenaflor is a resort that gives you the best place to beat the hot and

irritating sun while enjoying the sand and sea, located at Brgy. Calibuyo, Tanza,

Cavite. It is the ideal setting for baptismal, birthday, and other important events w/o

over stretching your budget. It has air-conditioned rooms and condotels for day and

overnight accommodations, cottages, halls, activity areas and pools suitable for

different ages.

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Chapter II

DISCUSSION OF EXISTING SYSTEM

FLOW OF THE EXISTING SYSTEM IN THE COMPANY

Villa Buenaflor Beach- Resort has their system of accommodation / reservation and

billing manually. They make use of white board to save all the reserved schedules and all

the customers information they have. First when the costumer asks questions to the front

desk officer about the facilities they have the officer will immediately give the brochure for

the costumer to choose what facility they would want to be reserved. Then after looking at

the brochure the officer will now check the availability of the said facility. After checking

the schedules the officer will now confirm to the costumer what is the available time and

date. Then if they agreed on that schedule then the deal is done and the down payment

will now be given by the costumer. The front desk officer will ask for the 30% of the

payment. Then the completion of the payment will be on the time they both agreed as the

end of the reservation.

When they have finished accomodating the facility, the customer pays at the cashier

the remaining balance for the payment and in return the cashier will give an official receipt

or bill to the customer.

PROBLEMS ENCOUNTERED WITH THE MANUAL SYSTEM

These are some of the problems that they have experienced using their manual

system with the use of whiteboard. Unintentionally when the officer left the front desk

somebody who doesnt know anything about the schedules might erase those on the board,

another is when there is no enough space for the schedules on the whiteboard, lastly, is

when they forgot to buy a new marker for the whiteboard. They dont have any record book

for the back up of their files in case of emergencies. While in their billing system, they

sometimes forget to put carbon papers to the receipt thus they dont have any copies of the

income they had for that day. These problems may be simple and very superficial but theseproblems really do exist. Another difficulty is that they doesnt have any formal records of

their billing system since according to the management it is just a family business not a

serious business as a supply of income, and according to the employees they have, the

resort itself is not just their source of income, they have a lot of businesses over Cavite but

they chose not to state the names. Their accounting system was being managed by the

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owner, Engr. George Fojas and he just liquidate all the expenses and profit or income all by

himself. And they do not have any back-up copies or files of those liquidations.

DATA FLOW DIAGRAM

I. RESERVATION

The DFD above clearly shows how the existing reservation/accommodation

system of the establishment works.

7

5

Encode

Payment

4

Receive 30%

downpayme

nt

3

Reservation for

Costumer A

2

Check

Availability of

Facilities

1

Present

Facilities

Front desk

Officer/

Cashier

Villa Buenaflor

White Board

reservation/

accomodation

D

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II. BILLING

The DFD above clearly shows how the existing billing system of the

establishment works.

8

3

Accept

Remaining

Balance

5

Give Costumer

Receipt

1

Check white

boardRecords

2

Compute

Bill

4

Encode

Payment

Front Desk

Officer/ Cashier

Villa Buenaflor

official receiptD1


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Chapter III

Discussion of the Solutions to Problems

POSSIBLE SOLUTION TO THE PROBLEMS

The researchers proposed the following ideas due to some disadvantages existing to the

current system of the establishment. It is a computerized reservation/accommodation and

billing system that could help for the innovation and betterrment of the organization.

These could be the possible solutions to the problems the management encounters:

1. Database system

Database system defines data structures, it consists of an organized collection

ofdata for one or more uses. It is a collection ofprograms that enables you to

store, modify, and extract information from a database. There are many differenttypes of DBMSs, ranging from small systems that run on personal computers to

huge systems that run on mainframes.

In this study the visual basic database system will be used. This system will

allow user to store the important information needed for the reservation and

accomodation of the resort. The Microsoft Access will be the specific database of

Visual Basic 6.0.

2. Back up system

Back-up system refers to making copies of data so that the additional copies

may be used to restore the original after a data loss event. Its importance is to

restore small numbers of files after they have been accidentally deleted or

corrupted.

COMPONENTS

1. Hardware

It is the physical aspect of computers, telecommunications, and other devices. In

this system, the researchers proposes the management to use two set of

computers.

2. Software

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http://en.wikipedia.org/wiki/Datahttp://www.webopedia.com/TERM/D/program.htmlhttp://www.webopedia.com/TERM/D/store.htmlhttp://www.webopedia.com/TERM/D/database.htmlhttp://www.webopedia.com/TERM/D/system.htmlhttp://www.webopedia.com/TERM/D/run.htmlhttp://www.webopedia.com/TERM/D/personal_computer.htmlhttp://www.webopedia.com/TERM/D/mainframe.htmlhttp://en.wikipedia.org/wiki/Datahttp://www.webopedia.com/TERM/D/program.htmlhttp://www.webopedia.com/TERM/D/store.htmlhttp://www.webopedia.com/TERM/D/database.htmlhttp://www.webopedia.com/TERM/D/system.htmlhttp://www.webopedia.com/TERM/D/run.htmlhttp://www.webopedia.com/TERM/D/personal_computer.htmlhttp://www.webopedia.com/TERM/D/mainframe.html


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It includes the operating system and all the utilities that enable the computer to

function. Visual Basic 6.0 would be the most appropriate software to be used in this

proposed system.

3. Network

It can interconnect with other networks and it contains subnetworks. This could

give easy access to the manager about the information for all the transactions that

has been made.

4. People

a. Owner

-The owner has the responsibility to blend the team to achieve a perfect

business.

-he/she must allocate their time to looking at the big picture and avoid thenitty-gritty.

-should check all the transactions before the day ends.

b. Costumer

- the productive resource of the establishment;

- the contributor to quality, satisfaction and value; and

- the competitor to the service organization.

c. Front desk Officer

-front desk is one of the first places an incoming individual encounters.

-is the point at which the individual should be greeted and issued

the welcome aboard pamphlet.

d. Cashier

-Count money in cash drawers at the beginning of shifts to ensure that

amounts are correct and that there is adequate change.

-Receive payment through cash, credit cards and cheque.

e. Security Guard

-protect property, assets, and/or people.

-maintaining a high visibility presence to determine illegal and inappropriate

actions, observing for signs of crime, fire or disorder.

5. Data/ Processes

For reservation/accommodation

Inquiry

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Presenting of brochure

Orientation about the facilities

Choosing specific facility for accommodation/ reservation

Checking the availability of the facility

Confirmation of the demand

Finalizing the deal

Down payment

For Billing

Checking of records

Computing the bill

Accepting the payment

Giving receipt

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Figure 3. Reservation / Accomodation Form

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Figure 4. Sample Form: Choices of Facilities to Choose

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Figure 5. Encoded Sample view of Reservation/ Accommodation Form

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Figure 6. Sample Form with Saved Data

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Figure 7. Sample View of Computation after choosing the Facilities to Accomdate

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Figure 8. Sample Form with Saved Data with the Total Amount to be Paid

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Figure 9. Data saved showing full details of the Guest and the Facilities with exact amount

to be Paid

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Figure 10. Sample Form Showing all the Reservations in the Beach- Resort

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Chapter IV

Summary and Conclusion

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Appendices

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Transcriptof the interview:

Interviewer: Good morning po!

Interviewee: Good morning din.

Intervier: Ayan po ba yung sinasabi ninyong talaan?

Interviewee: Opo, bale dyaan namen nililista yung mga nagpapareserve.

Interviewer: Ah, pagkatapos po ninyong ilista binubura ninyo na po? Hindi ninyo na po nirerecord

sa kahit na papel?

Interviewee: Ay hindi na. Diyan lang po talaga namin nilalagay lahat ng mag papareserve.

Intervier: Anu po yung mga nililista ninyong information jan sa white board ninyo po?

Interviewee: nilalagay lang namin yun pangalan, contact number nila, kung kailan sila

magpapareserve pati kung ano yung ipapareserve nila.

Interviewer: Ah, paano po pag madami na po yung nagpapareserve sa inyo? Edi hindi na po iyon

kasya sa white board ninyo po?

Interviewee: Bale ang ginagawa nalang po namen katulad nung summer group- group nalang po

ginagawa namen kapag maramihan na po talga

Interviewer: Pero dito na po talaga sa white board sinusulat

Interviewee: (tumango) minsan sinusulat nalang din namin sa scratch para hindi namin malimutan

Interviewer: Ah, anu pa po yung mga nagiging problema ninyo pagdating sa pag gamit ng white

board as your reservation and accomodation material?

Interviewee: Minsan kasi nawawala din yung marker namin dito kaya minsan nagkakaproblema

Interviewer: Ah ganun po ba? Eh anu po ang ginagawa ninyong remedyo para malutas yun?

Interviewee: doon na kami gumagamit din ng scratch paper. Tapos pagkabile ng white board

marker dun nalang namin sinusulat

Interviewer: Ah, anu pa po?

Interviewee: Naalala ko nga pala nangyari samin yung biglang may nakapag bura nung nilista

namin dito.

Interviewer: Panu po nangyari iyon?

Interviewee: Hindi nga rin namin alam kung paano nangyari yon samantalang kami-kami lang ang

nandito

Interviewer: Ah talaga po? Malaki nga po iyong problema para sa inyo.

Interviewee: Oo nga eh, pero nasanay na din kami.Interviewer: Sabagay, pero mas maganda po talaga kung organize padin yun sistema ninyo diba

po?

Intervieweee: May point nga kayo.. Hehe

Interviewer: Hehe. Eh pano naman po yung sa pagakatapos nilang maaccommodate yung place?

Interviewee: E di babayaran nila yung natitirang balance. Tapos bibigyan namin sila ng resibo.

Interviewer: Paano naman po Sir yung pagbibigay ninyo ng resibo?

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Intervieweee: evertime na magbibgay kami ng resibo, lagi dapat may carbon paper yung isa pang

resibo para may copy naman kami kahit papano. Kaya lang pag minsan nakakalimutan nung

tauhan namin maglagay ng carbon paper kaya ayun wala kaming ibang kopya at nahihirapan din

akong i-liquidate yung everyday income.

Interviewer: mahirap nga po pag ganun. Wala po talaga kayong ibang kopya ng resibo o kahit log-

book lang po?

Intervieweee: wala eh, naisip kasi namin di na naman masyadong importante yun, tsaka alam

naman naming mapagkakatiwalaan ang mga tauhan namin dito.

Interviewer: ah okay po.

Interviewee: Oh paano mga iha, may tanong pa ba kayo?

Interviewer: As of now po ay wala na naman po.

Interviewee: Okay. Salamat nga pala sa pagbisita dito sa amin.

Interviewer: Salamat din po sa pag papaunlak ninyo sa amin, hehe. Kahit na madami po kaming

tanong masyado sa inyo.

Interviewee: Okay lang naman yun.

Interviewer: Ang bait ninyo naman sir. Panu po, kami din po ay mauuna nadin po. Thank you po

ulet!

Interviewee: Thank you din. Sana maging matagumpay kayo sa pag-aaral ninyo.

Interviewer: Salamat po ulit! (BYE PO!)

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Pictures:

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References:

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