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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. That’s 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. It’s 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 glass
on 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.
 Weniefrida’s Hall- located at the condotel for more private
occasions and gatherings.
 Lolo Endo’s 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 doesn’t 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 don’t 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 don’t have any copies of the
income they had for that day. These problems may be simple and very superficial but these
problems really do exist. Another difficulty is that they doesn’t 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

Villa Buenaflor
1
Front desk D White Board
Officer/ Present 1 reservation/
Cashier Facilities accomodation

Check
Availability of
Facilities

Reservation for
Costumer A

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5
Receive 30%
Encode
downpayme
Payment
nt

The DFD above clearly shows how the existing reservation/accommodation


system of the establishment works.

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II. BILLING

1
2
Front Desk Check white
Officer/ Cashier Compute
board
Bill
Records

Villa Buenaflor 3
D1
official receipt
Accept
Remaining
Balance

Encode
Payment

Give Costumer
Receipt

The DFD above clearly shows how the existing billing system of the
establishment works.

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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


of data for one or more uses. It is a collection of programs that enables you to
store, modify, and extract information from a database. There are many different
types 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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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 the
nitty-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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SCREEN SHOTS OF THE PROPOSED SYSTEM

Figure 1. Simple Inventory Form asking for Password to Access the Program

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Figure 2. Welcome Form

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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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