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CHAPTER III

METHOD OF RESEARCH AND PROCEDURE

A. METHOD OF RESEARCH USED

A.1 DESCRIPTIVE METHOD

Descriptive research involves gathering data that describe events and then organizes, tabulates,
depicts, and describes the data collection (Glass & Hopkins, 1984) 18. It often uses visual aids such as
graphs and charts to aid the reader in understanding the data distribution. Because the human mind cannot
extract the full import of a large mass of raw data, descriptive statistics are very important in reducing the
data to manageable form. When in-depth, narrative descriptions of small numbers of cases are involved,
the research uses description as a tool to organize data into patterns that emerge during analysis. Those
patterns aid the mind in comprehending a qualitative study and its implications.

In principle, descriptive research is not aiming at forming hypotheses or development of theory.

Another characteristic of descriptive research is objectivity or neutrality. Descriptive research is about
describing how reality is.

The researcher used descriptive method of research because it is the most appropriate for the
computerized billing project. The gathering of facts and thoughts is turned to a manageable form using
descriptions based on facts.

A.2 STRUCTURED PROJECT LIFE CYCLE

This process was used in the development of the software. It consists of the following steps:

A. 2.1 SURVEY AND REQUIREMENTS GATHERING

The researcher made an initial study on the system being managed within the institution.
From those systems the researcher chose one that is done manually and requested for the
concerned person for its automation.

18
What is descriptive research? retrieved on March 15, 2016 from www.aect.org/edtech/ed1/41/41-01.html
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A. 2.2 SYSTEMS ANALYSIS

In order to accomplish this step the researcher used the following modeling tools to have
an accurate model of the system and to describe the user requirements:

-A Data flow diagram that shows the flow of the process within the system like encoding
of financial obligation, recording and updating of payments, and generating reports. The right
flow of the process will help maintain the systems accuracy and the benefits to the user,
employees and customer.

-An entity relationship diagram which determines the connection of the customers to the
system.

-A conceptual framework to determine what lacks the institution in terms of automation.

It also determines what will be the needed inputs, the processes to be done, and the desired
outputs.

-A data dictionary that shows the fields of different modules and the possible data needed
for such fields. (Please refer to Chapter IV of this manuscript.)

A. 2.3 SYSTEMS DESIGN

The design of the project was made by the researcher through the idea which are based
from all the diagrams and frameworks used. Using Microsoft Visual Studio 2008 as a
programming tool, the researcher started the actual software design together with the Logical
System Diagram which is used to meet the systems requirements for it to run. (Please refer to
Chapter V of this manuscript.)

A. 2.4 PROGRAM CODING AND IMPLEMENTATION

In this step, the researcher used Visual Studio 2008, as stated in the previous step, to
design the software. Data that are used are stored in database. The researcher used Service Based
Database to simplify the connection between Visual Studio 2008 and the database through codes.
(Please refer to Chapter VI of this manuscript.)

A. 2.5 SYSTEM ACCEPTANCE TESTING

In this step, the researcher presented his computer project to his adviser where areas of
improvement are identified.
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A. 2.6 QUALITY ASSURANCE

In this step, the researcher presented his computer project to his adviser as part of the
final testing or acceptance testing.

A. 2.7 PROCEDURE DESCRIPTION

The researcher made a description of the system including the installation guide and the
users manual to complete this step. He made a formal description of all the necessary steps made
on the system to handle the processes easily. (Please refer to Chapter VII of this manuscript.)

A. 2.8 DATABASE CONVERSION

A back-end database was used by the researcher in this process where all records are
stored. He used hypothetical data for purposes of the project such as recording and retrieving data.

A. 2.9 SYSTEM INSTALLATION AND CONFIGURATION

In this step, the researcher made a description on the installation process of the system
and the proper usage of it.

A. 2.10 PROJECT COMPLETION

Project completion is the last step in the cycle where it involves the actual thesis defense
with the panelists.

B. THE DEVELOPMENT OF RESEARCH INSTRUMENT/S AND METHODS OF

COLLECTING DATA

B. 1 METHOD OF COLLECTING SECONDARY DATA

B. 1.1 LIBRARY RESEARCH

The researcher gathered data from unpublished thesis, which is related to the study, in
order to gather other information that can be used to improve the project. The questions in the
unpublished thesis used in interview are helpful in formulating my own questions. Because the
topic is similar, they almost have the same process observation.
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B. 1.2 e-LIBRARY RESEARCH

With internet research, the researcher was able to find other articles that contribute to the study.
There were abundant resources in the internet such as what possible questions should be ask
regarding the research topic, how a formal interview is done and avoiding the repetition of the
same questions over and over.

B. 2 METHOD OF COLLECTING PRIMARY DATA

 Interview
This is a formal and directed discussion for the system for gathering and analyzing data from the user
which will allow the researcher to gain insight about the problem for the proposed study. In this process
the researcher interviewed, Mrs. Katherine Velasco, Kingfisher Hotel Manager to gather the needed data.

An interview was conducted at the manager’s office, together with Mrs. Katherine Velasco
(Hotel Manager) and Ms. Abegail Estrada (Front Desk Officer) to gather and analyze the data for the
development of a system that will satisfy their needs.

The researcher chose the manager as his subject for an interview because she will be the one to
generate reports to the owner of the institution. He also chose to interview the front desk officer because
she will be the one to use the system.

 Observation
This is a process of gathering data for the purpose of collecting first-hand information that will verify
other information gathered through other means.

The researcher observed the institutions process of collecting customer payment to gather data
that will be needed for further analysis.

B. 2.1 INTERVIEW WITH MRS. KATHERINE VELASCO (HOTEL MANAGER) ON

SEPTEMBER 08, 2015

Questions to the Manager:

1. What is the background/history of your business/company?

I do not know when the hotel was established but since year 2006 when I started as a
manager, the hotel has 3 rooms but now it has a total of 6 rooms.

2. What is the purpose of your business/company?

To provide rooms for tourists and Atimonan visitors.

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3. What is the profile of your customers?

The customers mostly came from Alabat, Quezon. There are also few foreigners.

4. What products and services do you offer?

a) Do you accept laundry from customers? No.

b) Do you have room types? Ex. Single bed, double bed.

We have 1 family room and 5 single rooms.

c) Do they order foods through the front desk? No.

5. How many daily transactions do you have?

Two to three transactions per day.

6. How many employees do you have? What are their designation/functions?

4 employees, all are room attendants.

7. What is your room rate per hour? Per day?

We have short time, Php400 for 3 hours. Php700 per day for single room and Php1000
per day for family room.

8. What are the features you want to see in a computerized billing system?

It should have Customer Name, Address, Number of hours/days and Customer Discount.

9. What information you want to keep from the system?

The customers contact information and the customer name.

10. What information/reports would you like to generate from a computerized billing
system?

The hotels monthly sales.

B. 2.1.1 INTERVIEW WITH MS. ABEGAIL ESTRADA (FRONTDESK OFFICER) ON

SEPTEMBER 08, 2015

Questions to the Hotel Cashier /Front Desk Manager:

1. What existing process of billing are you using in your business /company?
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Manual process.

2. How do you find the effectiveness of the existing process?

It’s not automated. It’s up to them if they want to have a receipt.

3. What are the common problems you encounter in your manual system?

Miscomputation and monthly report problem.

4. In using manual process, how long does it take to record your daily transaction?

5 minutes.

5. What difficult issues have you encountered using your system?

Wrong computation.

6. What do you suggest in order to solve such issues?

The use of a computerized billing system.

7. In what ways will a computerized billing system help you?

Less time consuming.

8. What are the features you want to see in a computerized billing system?

The Customer Name, Address, Number of hours/days and Customer Discount.

9. What information you want to keep from the system?

The Customers Contact Information and the Customer Name.

10. What information/reports would you like to generate from a computerized billing
system?

The hotels monthly sales.

11. What do you think are the advantages and disadvantages of having a computerized
billing system?

The advantages of a Computerized Billing System is they provide automation to a

business.
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Disadvantages will be the cost of providing a computer to the front desk.

12. Who will use the computer system?

Front desk officer.

B. 2.2 PROCESS OBSERVATION OF KINGFISHER 2 (BAYVIEW) HOTEL FROM

SEPTEMBER 08, 2015 TO SEPTEMBER 09, 2015

PROCESS OBSERVATION GUIDE

1. What is the process flow?

They don't ask for the customer’s name, just the number of hours/days the customer will
stay.

2. What forms do they use in transaction processing?

No forms. Just an official receipt for the bill.

3. What records or logbooks do they maintain? Do they use filing cabinets?

They used logbook.

4. What forms or reports do they generate or produce in their transaction?

No forms just an official receipt.

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C. RESULT OF PROCESS OBSERVATION

C.1 PROCESS FLOW AND NARRATIVE FOR RESERVATION AND CHECK-IN

The customer checks for room availability.

The front desk officer then shows the

customer the available rooms and asks how
Customer many hours or days he/she will stay. Front Desk Manager

Figure 7. Process flow & narrative for reservation & check-in.

C.2 PROCESS FLOW AND NARRATIVE FOR CHECK-OUT

The customer then makes a payment

and asks for hotels official receipt.

Customer Front Desk Manager

Figure 8. Process flow & narrative for check-out.

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CHAPTER IV

STRUCTURED SYSTEM SPECIFICATION

A. DATAFLOW DIAGRAM

1.0 (Billing Assistant)

 Encode Customer List of Customers

 Name
 Customer Profile  Address
Info
 Date of Registration
 Encoded Customer Info

2.0 (Billing assista)  Room Number

Rooms
 Room Type
 Verify Room  Room Charges
 Room Usage & Status
 Room Status
 Update Room Status

 Check-In
 Reservation
Details

3.0 4.0  Room Number

Reservation
 Room Type
 Encode Check-  Encode
 Room Charges
In Details Reservation
 Room Status
 Date of Reservation
 Room Number
 Room Type Check-In
 Room Charges
 Number of Adult/s
 Number of Children/s  Room Charges
 Date of Reservation 5.0 (Cashier)  Number of Night/s Check-Out
 Rate/Night
 Check-Out  Encode  Additional Charges
Request Check-Out  Discount
 Tax
 Date of Check-Out
6.0
 Printed Receipt  Print Receipt
 Print
Receipt

 Registered Customer’s Report

7.0
Kingfisher Hotel  Reservation Report
(Management)  Check-In Report
 Generate
 Printed Report Reports  Check-Out Report
 Custom Report (Weekly, Monthly, Yearly Sales Report)

Hotel Manager

Figure 9. Dataflow Diagram

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B. PROCESS NARRATIVE

Process 1.0 Encode Customer Profile

1.1 Encode Customer Profile

 Customer ID (Auto-number)
 Last Name
 First Name
 Middle Name
 Gender
 Birthday
 Contact Number
 Street Number/Name
 District/Barangay
 Town/Municipality
 Province/City

1.2 This process will allow encoding and saving of customer data to the List of Customer Data Store.
1.3 This process will allow search of Customer Records; adding new customer.
1.4 This process editing the record of the existing customer.

Process 2.0 Encode Room Information

2.1 Encode Room Information

 Room Number
 Room Type
 Room Charges
 Room Status

2.2 Search the room query

2.3 View Room Usage & Status from the Room Data Store

Process 3.0 Encode Check-In

3.1 Encode Check-In

 Room Number
 Room Type
 Room Charges
 Number of Adult/s
 Number of Children/s
 Date of Check-In
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 Update Room Status

Process 4.0 Encode Reservation

4.1 Encode Reservation

 Room Number
 Room Type
 Room Charges
 Date of Reservation
 Update Room Status

Process 5.0 Encode Check-Out

5.1 Encode Check-Out

 Room Number
 Room Charges
 Number of Night/s
 Additional Charges
 Discount
 Tax
 Total Charges (Computed)
 Date of Check-Out
 Update Room Status

Process 6.0 Print Receipt

6.1 Accept Payment

6.2 Print Receipt

Process 7.0 Generate Reports

7.1 Generate Reports

 Registered Customer’s Report
 Reservation Report
 Check-In Report
 Check-Out Report
 Custom Report
 Weekly Sales Report
 Monthly Sales Report
 Yearly Sales Report
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C. DATA DICTIONARY

C.1 Registration

Name of Field Label Sample Valid

Description Data Type Data trigger
Elements Values
Customers CUSTOMERID Customers unique identifier
Customer ID int 1
Identification Primary Key
Customers Last CUSTOMER_LNAME To determine the customer’s
Last Name varchar(50) Sabacco
Name last name
Customers First To determine the customer’s
First Name varchar(50) Jason Matthew
Name first name
Customers room To determine customers
Middle Name varchar(50) Monfero
availability middle name
To determine the customer’s
Gender Customers Gender varchar(50) Male, Female
gender
Customers To determine the customer’s
Birthday smalldatetime 02/06/1991
Birthdate birthdate
Customers Contact To determine the customer’s
Contact Number bigint 09098321868
Information contact information
Street To determine the customer’s
Customers Address varchar(50) 123 Balot
Number/Name street name
To determine the customer’s
District/Barangay Customers Address varchar(50) Tagbakin
barangay/district
To determine the customer’s
Town/Municipality Customers Address varchar(50) Atimonan
town/municipality
To determine the customer’s
Province/City Customers Address varchar(50) Quezon
province/city
Customers 01/01/2016 To determine the customer’s
Date of Registration datetime
Registration Date 7:00:00 AM registration date

Table 1. Registration Table

C.2 Rooms
Name of Elements Description Data Type Valid Values Data trigger

Customer ID Customers Identification int 1 Customers unique identifier

Room No Customers Room numeric(18, 0) 1 To determine customer’s room
Number number
Room Type Customers Room Type varchar(50) Short Time, Single To determine customer’s room type
Room, Family Room
Room Rate Customers Room Rate smallmoney 400, 700, 1000 To determine customer’s room rate

Room Status Room Status varchar(50) Reserved, Vacant, To determine customer’s room
Occupied number

Table 2. Rooms Table

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C.3 Reservation

Name of Elements Description Data Type Valid Values Data trigger

Customer ID Customers Identification int 1 Customers unique identifier

Room Type Customers Room Type varchar(50) Short Time, Single For customer’s room type
Room, Family Room
Room Rate Customers Room Rate smallmoney 400, 700, 1000 For customer’s room rate

Date of Reservation Date of Check-In datetime 01/01/2016 07:00:00 To determine the customer’s reservation
AM date

Table 3. Reservation Table

C.3 Check-In

Name of Elements Description Data Type Valid Values Data trigger

Customer ID Customers Identification int 1 Customers unique identifier

Room Type Customers Room Type varchar(50) Short Time, Single For customer’s room type
Room, Family Room
Room Rate Customers Room Rate smallmoney 400, 700, 1000 For customer’s room rate

No of Night/s Customers day/s of stay numeric(18, 0) 1 To determine the customer’s day/s of

stay
No of Adult/s Number of Adult/s numeric(18, 0) 2 To determine the number of adult/s

No of Children/s Number of Children/s numeric(18, 0) 0,1,2 To determine the number of children/s

Date of Check-In Date of Check-In datetime 01/01/2016 07:00:00 To determine the customer’s check-in
AM date

Table 4. Check-In Table

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C.4 Check-Out

Name of Elements Description Data Type Valid Values Data trigger

Customer ID Customers Identification int 1 Customers unique identifier

Room Rate Customers Room Rate smallmoney 400, 700, 1000 For customer’s room rate

No of Night/s Customers day/s of stay numeric(18, 0) 1 To determine the customer’s day/s of

stay
Additional Charges Customers Additional smallmoney 0, 50, 100 To determine the customer’s additional
Charges charges
Discount (%) Customers Discount Rate numeric(18, 0) 1, 2, 5 To determine the customer’s discount
rate
Tax (%) Customers Tax Rate numeric(18, 0) 1, 2, 5 To determine the customer’s tax rate

Total Charges Customers Total Charges smallmoney 400, 1000 To determine the customer’s total
charges
Date of Check-In Date of Check-In datetime 01/01/2016 07:00:00 To determine the customer’s check-in
AM date

Table 5. Check-Out Table

D. ENTITY RELATIONSHIP DIAGRAM

Customer Customers Information

Customer Rooms, Reservation, Check-In

Customer Payment Records (Check-Out)

Entity
1. Customer
2. Hotel Manager

Data Store
1. List of Customer
2. Rooms
3. Reservations
4. Check-in
5. Check-out

Entity to Data Store

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Customer <------> List of Customer

Customer <------- rooms no relationship
Customer <----->> reservation
Customer <------>> check-in
Customer <------>>Check-out

(give description)

Data Store to Data Store

List of Customer < ------- rooms no relationship
List of Customer < ------- >> reservation
List of Customer < ---- >> check in
List of Customer < ---- >> Check-out

Room < ------> reservation

Room < ------ check-in

(give description)

Example:
Student << -------- >> teacher
Student < ----- >> classes
classes << -------- > teacher

The diagram shows that:

 A customer can only have one Customer Information record.

 Customers can have more than one reservation and check-in records. Registration Table is
the main table which connects Room Table, Reservation Table and Check-In Table.
 Customers payment records are stored on Check-Out Table. A customer can have more than
one payment records.