Data duplication: the same data gets repeated over and over since the workers find it hard to keep track of the documents, information and transactions. Lack of security: since data is stored in filing cabinets it is freely available to anyone. If information falls into the wrong hands it can be used against the school and students and can blackmail them. Common errors: when entering data student and they might have accidentally switched details and data since it is hand written. Inconsistency of data: there will be unavailability for future use, since data might get misplaced during manual filing. So data won’t be preserved properly for future use.
Repetition of work: if there are any changes to be made, the data will have to be entered again, at times the worker would forget to make the changes or forget that they had already altered it and might redo it again and its again time consuming. Too much paper work: since everything and every detail are written down manually in paper there will be too much paper work. Space consuming: since the data and paper is stored in filing cabinets it consumes too much place, as the amount of work done on paper increases the filing cabinets too increases. Slow retrieval of data: the information of student and details are stored in different parts of the site and so takes a long time to retrieve the data. It takes a long time to find the information about a relevant person. 1.2. Scope
The scope of the project will illustrate the business model architecture of Student Accounts and Record Management System (SARMS) that will corresponds to solution proposed to the school, project development requirements, system requirements, development plan estimation and responsibilities.
SARMS will be created to simplify and automate the process of recording data of the students and their accounts. This would also include a cashiering subsystem in order to monitor the student accounts that have been paid.
In terms of security, the proposed system will include a log-in form which has three level of access. The first will be the administrator of the system, second the cashier and registrar for the third level of access. Authorized users will be given a unique username and password, at least six to twelve (6-12) characters long and case sensitive. The login form only allowed three (3) consecutive times of entering an invalid user name and password combination. If the user exceeded the number of tries in entering invalid password, notification will be sent to administrator for evaluation process and only the administrator is allowed to reset the password of the registrar or cashier. With the use of Student Accounts and Record Management System, it will help the institution during enrollment process and be able to track down easily the current account of each student.
The current student records that they have are only kept in a filing cabinet and can be easily access by any teachers and staff of the institution. Having an automated system will help the student records and account to be secured with the use of security module.
As for storing/ editing student record, the registrar will have the ability to add, edit and delete student record.
The proponents will be using PHP 5 as the front-end with CodeIgniter as framework and MySQL as the back-end in this system. The proponents chose PHP because of its an open source and it also runs on different platforms which is compatible with almost all servers used today. MySQL 5 is used as data source because it is flexible and allows quick development in the database and it is free to download and easy to access. The use of a domain name over the internet maybe required if we are going to launch an online grade viewer for student. There will be assigned personnel in order to develop the said proposed system such as the researcher, analyst and programmer.
The system only allowed the administrator to reset the password of other user if they are being block due to incorrect password input. The system does allowed student to view their grade in the system. Account transaction for student during payment cannot be edited by the cashier. Only the Registrar will be the only one to review and check if there are errors being inputed.
As for booking/planning an event, user will have the ability to manage and choose the rooms they need and will allow them to set the date and time depending on its availability. In addition to that they can also make a reservation for a certain type of events and add any additional services that they might need providing that there must be at least a minimum of three (3) days interval before the exact date of the reservation.
Scope and Limitation for Online Reservation System
Scope and Limitation
Femar Garden Resort and Hotel still uses a manual procedure in keeping records of their clients and past, current and upcoming reservation of event and rooms. In making a reservation the client must fill-up some forms such as waiver/ gatepass and the reservation form before proceeding to the cashier for payment. This type of process best applies to walk-in customers only since they have the privilege of looking around the rooms and facilities. As for phone call reservation same process applies but it takes more time because of too many inquiries and question, and because it is not a face-to-face transaction error is inevitable. With the use of online reservation system created by the proponents, this will help the company in updating and improving their current system. The company will have their own website with a user-friendly interface wherein customers can easily book a room or plan an event through online giving them a more easy way and hassle free reservation. 10
Since their records are only kept in a filing cabinet it can easily be access by any staff in the company, the online system will feature a registration and security module. This registration module will allow every level of access to register to the system administrators and customers. The adding of new customers in the database will be done by filing up an application form which will be recorded to the database and the proposed system will automatically generate an ID number that will also serve as proof that they are a registered user. The user will then give personal information such as name, address, age, contact numbers and email address. In addition, this module will also verify if the user has an existing record and will prompt a message that the user account already exists and if not, it will be recorded to the database.
In terms of security, the proposed system will include a log-in form. This will have two (2) levels of access. The first will be the administrator of the system and the customer for the second level of access. The authorized users will have a unique username and password, at least six to twelve (6-12) characters long and case sensitive. The user will be allowed three (3) consecutive times of entering an invalid user name and password combination. If ever the user exceeded the number of times in entering the invalid password, forgot password which will generate a new password and send an email containing their log-in details to the registered e-mail address on their account.
As for booking/planning an event, user will have the ability to manage and choose the rooms they need and will allow them to set the date and time depending on its availability. In addition to that they can also make a reservation for a certain type of events and add any additional services that they might need providing that there must be at least a minimum of three (3) days interval before the exact date of the reservation. When reserving for a room the client must fill-up a form provided within the site, he/she must indicate the date of the reservation (date and time of check-in and date and time of possible check-out), the number of adults and the number children before submitting the form. Same goes for planning an event, the user is required to fill-up a form, he/she has must chose a type of event packages offered by the resort, indicate the target date of the event and the possible number of visitors.
After submitting the form a notification message will be sent to the email address of the client confirming that the reservation is successfully made, the notification will include details about the reservation, its total amount, and the deadline of the reservation. Fifty percent (50%) of the total amount must be deposited to the bank account of the resort for the down-payment before the deadline of the reservation for it assurance, and the other fifty percent (50%) can be paid on the exact date of the vent. Once the down-payment is receive by the company, another notification message will be sent including the reservation ID of the clients, the detail of the reservation, the total amount paid and the balance of the client. This will also serve as a gate pass for the clients when they came-in to the resort. 12
Cancelation of any reservation can be made a day before the target date, no refunds for the clients who already deposited their down-payment. The log-in module is the registered user way of gaining access to the additional content of the website not available to unregistered guest. The monitoring module will display an overview of the system, the administrator is the only authorized person to view and manipulate the content of this module (Calendar Overview, Room Overview, Confirmed Reservation Overview, Pending Reservation Overview, Not Completed Reservations and User Overview).
The report module displays all the past, present and upcoming reservations/ events held in the resort which can be viewed in a month or week display. This will also generate a report about which month has the most reservation made, reservations/events that has been cancelled either by the client or terminated by the system and what type of event packages is usually availed by their clients. In file maintenance administrator can edit, update and add new offers to their system, updating of account user is also included.
The Help/Frequently Asked Questions (FAQ) module answers the often encountered problems by the users and it also includes the location map of the resort. The about module contains information about the resort, packages offered. The proponents will be using PHP 5 as the front-end and MySQL as the back-end in this system. The proponents chose PHP because of its open source in addition to that it also runs on different platforms compatible with almost all servers used today. The Proponents chose MySQL 5 as the data source because it is flexible and allows quick development in the database and it is free to download. The use of a domain name over the internet will also be required to successfully implement the online reservation. There will be assigned personnel in order to develop the said proposed system such as the researcher, analyst and programmer. The proponents created system also has its limitation. The system only displays other services offered by the company but it is not included in the reservation form, the client can only reserved the room and packages displayed in the website.
Asking for any add-ons must be done directly to any authorized person in the company. If the user is not registered member no possible transaction can be done other than viewing the whole website, in terms of client inquiry the administrator can only send a reply to any message sent by the client at a given time. Payment for the reservation made is not include in the system, the customer must personally pay through visiting the resort or depositing their payment to the company’s bank account which is displayed in the site. The admin can only update/edit the price for each room and function halls but he/she can’t edit the content of other modules such us the about module, other services and rates. Also there is no audit trail included in the system.