JMJ Marist Brothers

NOTRE DAME OF MARBEL UNIVERSITY

City of Koronadal, Province of South Cotabato

Online Reservation System for Samantha’s Catering Services and Function Area at
General Santos City

A Project Study Presented to the

Faculty of the Graduate School
Notre Dame of Marbel University
City of Koronadal

In Partial Fulfillment of the Requirements in

MIT 251
Software Engineering

By:

Chryss Elainne Perpetua

Mary Joy Fernandez
Vanessa Callano
Lea Belliones

October 15, 2016

 PHASE 1
INCEPTION
 Section I

Introduction

It is without a doubt that one of the major roles played by today in almost every area
in the society particularly in business and marketing is the computer-based system.
Tremendous changes are occurring in the area of communication, such as internet and
smartphones. It is the need and desire of people to access the internet from anywhere in the
world which drives to many of the new changes that are occurring in the largest consumer
market today.

The internet today continue to change every aspect of life. The researchers conducted
study and came up with an idea. With the help of online reservation, companies that involves
in reservation businesses can easily check if there are transactions. It is essential for an
organization, small or big, to understand the broad perspective of online reservation, to learn
the basic underlying technology on business processes, to foresee how the internet may shape
the course of the future in our everyday life and business world. And lastly, to fully enjoy the
benefits of online reservation to their business practice.

With those ideas, the researchers conducted a study at one of the catering services in
General Santos City that encounters a daily reservation transaction.

Company Background
Samantha’s Catering Services and Function Area is a catering business that is located
at Yumang Street Lacap Subdivision Barangay City Heights General Santos City formerly
known as Terazza Kay-Kay. It was establish on April 10, 2014. This catering business is
owned by Mr. and Mrs. Ricky Doqueza. There company serves events like Christening,
Debut, Birthday Party, Wedding, and more. Samantha’s Catering Services and Function Area
offer Beef, Chicken, Pasta, Fish and Dessert in their menus.

Base on the interview conducted at Samantha’s Catering Services and Function Area, the
number of customers inquire for catering services are more or less 35 clients per month.
There are days that there are two clients are inquiring and reserving for the same date. With
this scenario, they can only serve one which will result to a customer that will be
disappointed and never come back again. Samantha’s Catering Services and Function Area is
in manual procedure of accepting reservation which leads them to slow tracking of records
and oversee some reservations. With their manual procedure of reservation and lack of
marketing strategies, there are big clients who don’t have time to go to their office to check or
book for reservation which might cause of losing them.

The researchers proposed Online Reservation for Samantha’s Catering Services and Function
Area to deal with the problem. This is more convenient to the clients to make a reservation
for a particular event and check or book for reservation online anytime, anywhere.
Statement of the Problem
The researchers identify the following issues of the company.
1. Samantha’s Catering Services and Function Area hardly manage manual reservations.
2. Slow tracking of reservations previously made.
3. Transactions for reservations have no back-up files for record keeping.
4. Samantha’s Catering Services and Function Area is not that widely known due to lack
of strategic marketing.

Objective of the Study

General Objective
The general objective of this study is to implement the online reservation for
Samantha’s Catering Services and Function Area that could help their transactions
more convenient and promote their services offered.

Specific Objectives
1. To be able to create an automated system that will help the company to fasten
their reservation transaction.
2. To provide an automated system that will help keep track all updated
transactions online.
3. To provide an online back-up that will store records for reporting purposes and
lagging of all activities.
4. To provide an online reservation that will promote the services provide by
Samantha’s Catering and Functional Area.

Project Scope

The project scope of this study focused in developing an Online Reservation for
Samantha’s Catering Services and Function Area at General Santos City. System will be used
of course by the said company and their clients.
The proposed system only will help the customer to book for reservation through online
but still can visit the office for booking and provide also a help to the said company in
promoting their business to be recognized.
There will be an admin side in which they will be confirming the reservation made by
their client upon payment and also the admin can generate reports for monitoring purposes.
The clients can view the list of packages available and make reservations.
The proposed system is user-friendly web-based application by developing it with HTML
and PHP as web server.

Project Constraints

Aside from budget, there will be a very minimal constraint the researchers encounter:
 The clients will not see the worth of web-based applications for they are used to
social media as fastest way.
The clients will still go to Samantha’s Catering Services and Function Area’s
office to automatically inquire.
The researcher found out that could hinder/limit the implementation of the system

Feasibility Assessment
The proposed system’s feasibility is highly positive. It involves economic, technical,
operational schedule, and legal/contractual feasibility.
ECONOMIC
The proposed system’s worth is just enough for development.
Domain: 1000.00
Hosting: 1500.00
System Dev.: 15000.00 (involves abrupt changes upon
deployment in first two (2) months.)
Monthly Maintenance: 3000.00
Printer: 2500.00

TECHNICAL
The proposed system requires only an internet connection and an online
browser. Those will be used to function the proposed system.
The system was develop in not less than 1 month.

OPERATIONAL SCHEDULE
The system was already seen and ready to use by the said company but still in
the process of second testing to be able to check for additional requirements provided by
Samantha’s Catering and Function Area.

Management Issues
Team Configuration and Management
The team is compose of four (4) members. Those are the following:
1. Mary Joy Fernandez and Vanessa Callano took charge in
conducting survey and interview to Samantha’s Catering and
Functional Area.
Lea Belliones is the system analyst of the group
2. Chryss Elainne Perpetua is the programmer as well as the
documenter of the project.

Communication Plan
Before making the system possible, the researchers sent a proposal letter to the
company in which states that the researchers will be proposing a system that will
possibly help their company.
As the respondent agrees to the proposal made by the researchers, a visit made
to happen the company personally and conduct some interviews or surveys through
questionnaires.
A constant communication is very helpful as the researchers develop the
proposed system. When the proposed system is done it will be demonstrated to the
company for testing and lastly the implementation of the proposed system but still
constant communication is still present for the development.
 Project Standards and Procedure
The proposed system will be accepted and evaluated by the respondents
through presenting the system to Samantha’s Catering Services and Functional Area.
Presenting the system and provide a document to be signed for agreement the team
meets the requirements.
Section II

INTRODUCTION/BACKGROUND
Samantha’s Catering Services and Function Area recently approved the propose
Online Reservation transaction as solution to the problem being encountered. In order to
deliver timely response to clients and improved customer interaction, the Online Reservation
for Samantha’s Catering Services and Function Area will focus on developing a content rich
website which provides user-friendly approach for potential clients.

SCOPE OF WORK
This section should provide a brief statement of what you expect to accomplish as a result of
this scope of work. While specific deliverables and tasks will be presented in the Work
Requirements section, this section should highlight what is and is not included in the scope of
the project in broader terms.

The scope of work for the Website Redesign Project includes all planning, execution,
implementation, and training for a new public-facing internet site for SCG. The selected
vendor will be responsible for the design of the new website based on feedback to be
provided by SCG. Each stage of the project will require approval from SCG management
before moving on to the next stage. The selected vendor must ensure it has adequate
resources for designing, building, testing, and implementing the new web site and is staffed
for the training of SGC personnel as well. Specific deliverables and milestones will be listed
in the Work Requirements and Schedules and Milestones sections of this SOW.

Not included in the scope of work for this project is any work on SCG’s internal intranet site.

PERIOD OF PERFORMANCE
This section should define the time period over which the project will occur. The timeframe
for the project can be pre-determined or based on a completion date to coincide with some
external requirement (i.e. new Government regulation). It is important to define the period of
performance since this is usually a variable in the project’s cost. Additionally, if there are
delays in a project and it will not be completed within the defined period of performance, a
contract modification may be required and the costs of the project will increase as well.

The period of performance for the Website Redesign Project is one year (365 days) beginning
on 2 March 20xx through 3 March 20xx. All work must be scheduled to complete within this
timeframe. Any modifications or extensions will be requested through SCG and vendor
contracting officers for review and discussion.
PLACE OF PERFORMANCE
This section should describe where the work will be performed by the vendor. In some cases
the vendor may perform all or some of its work on site at the customer’s location. This is
usually dependent on the type of industry or work being performed. It is important to define
this in case the customer requires the vendor to work at the customer’s site and to clarify any
equipment and/or work space that will be provided.

The selected vendor for the Website Redesign project will perform a majority of the work at
its own facility. The vendor will be required to meet at SCG’s facility once per week (day
and time TBD) for a weekly status meeting. Additionally, all project gate reviews will be
held at SCG’s facility and attended by the vendor. SCG will provide and arrange for meeting
spaces within its facility for all required vendor meetings. Once the project reaches the
training phase, all training will be conducted at SCG’s facility.

WORK REQUIREMENTS
This section should include a description of the actual tasks which the project will require.
This should include what tasks need to be completed in order for successful completion of
this project/contract. As with all other portions of the SOW, every effort should be made to
include as much detail as possible.

As part of the Website Redesign Project the vendor will be responsible for performing tasks
throughout various stages of this project. The following is a list of these tasks which will
result in the successful completion of this project:

Kickoff:
- Vendor will create and present detailed project plan including schedule, WBS, testing
plan, implementation plan, training plan, and transition plan
- Vendor will present project plan to SCG for review and approval

Design Phase:
- Work with SCG to gather requirements and establish metrics
- Create site design based on collected requirements
- Develop site design proposal for SCG review and approval
- Present written status at weekly meeting

Build Phase:
- Vendor will complete all coding for approved site design
- Vendor will provide SCG with a detailed testing plan
- Vendor will include all content provided by SCG on redesigned web site
- Vendor will conduct testing in both their iLab as well as in a limited beta release
- Vendor will resolve any coding and site issues identified in testing
- Vendor will compile a testing report to present to SCG for review/approval
- Present written status at weekly meeting

Implementation Phase:
- Vendor will implement the newly redesigned web site on SCG servers
- Vendor will begin providing 24x7 web site support at this point forward until the end
of the period of performance
- Present written status at weekly meeting
Training Phase:
- Vendor will provide training in accordance with approved training plan provided in
the kickoff
- Present written status at weekly meeting

Project Handoff/Closure:
- Vendor will provide SCG with all documentation in accordance with the approved
project plan
- Vendor will present project closure report to SCG for review and approval
- Vendor will complete the project requirements checklist showing that all project tasks
have been completed
- Vendor will conclude 24x7 web support at 11:59pm on the final day of the period of
performance
- Present written status at weekly meeting

SCHEDULE/MILESTONES
This section should define the schedule of deliverables and milestones for this project. Since
the SOW often accompanies the RFP for the project, it is imperative that all milestones, tasks,
and schedule information are as accurate as possible since vendors will need to consider these
items in their proposals.

The below list consists of the initial milestones identified for the Website Redesign Project:

RFP/SOW Release January 2, 20xx

Vendor Selection Review February 1-28, 20xx
Vendor Selection March 1, 20xx
Period of Performance Begins March 2, 20xx
Website Design Review August 31, 20xx
Website Implementation Review November 30, 20xx
Implementation Complete December 31, 20xx
Training Complete February 20, 20xx
Project Completion Review February 25, 20xx
Project Closure/Archives Complete March 3, 20xx

ACCEPTANCE CRITERIA
This section defines how the customer will accept the deliverables resulting from this SOW.
The acceptance of deliverables must be clearly defined and understood by all parties. This
section should include a description of how both parties will know when work is acceptable,
how it will be accepted, and who is authorized to accept the work.

For the Website Redesign Project the acceptance of all deliverables will reside with SCG’s
Vice President of Marketing. The VP of Marketing will maintain a small team of three
advisors in order to ensure the completeness of each stage of the project and that the scope of
work has been met. Once a project phase is completed and the vendor provides their
report/presentation for review and approval, the VP of Marketing will either sign off on the
approval for the next phase to begin, or reply to the vendor, in writing, advising what tasks
must still be accomplished.
Once all project tasks have been completed, the project will enter the handoff/closure stage.
During this stage of the project, the vendor will provide their project closure report and
project task checklist to SCG’s VP of Marketing. The acceptance of this documentation by
SCG’s VP of Marketing will acknowledge acceptance of all project deliverables and that the
vendor has met all assigned tasks.

Any discrepancies involving completion of project tasks or disagreement between SCG and
the chosen vendor will be referred to both organizations’ contracting offices for review and
discussion.

OTHER REQUIREMENTS
Any special requirements, such as security requirements (personnel with security clearance
and what level, badges, etc.) should be described in this section. There should also be a
description of any IT access restrictions/requirements or system downtime/maintenance if
required.

All vendor project team members will submit security forms to SCG for clearance and access
badges to the facility. All vendor programmers and quality control team members will be
granted access to SCG servers and all necessary IT functions. They will also be given
temporary SGC accounts which are to be used only for work pertaining to the Website
Redesign Project. Upon completion of the project these accounts will be closed.

All programming and testing will be done in the iLab. A network outage will be scheduled
for the implementation phase of this project. Prior to the network outage, all servers will be
backed up and a notification will be distributed to all users.
ACCEPTANCE

Approved by:

___________________________________________ Date:____________________
<Approvers Name>
<Approvers Title>
 Section 3
Preliminary Investigation

Description of Current System

Based on the research, manual process refers to a process that requires human to
manage and manage everything in his/her existence.

Samantha’s Catering Services and Function Area is currently at a manual process of

accepting clients. Clients went to their office inquiry about their available services. When
there are clients who don’t like what are the offers at Samantha’s Catering Services and
Function Area, they will not go for reservation and result to a waste of time of their clients.

Manual process in the means of, client do walk-in inquiry for date availability for
catering services. Clients also do walk-in inquiry just to check the food menu offered by the
company. Another concern about the manual process is that they have hard time in tracing
their records for reporting and clarification purposes.

Last but not the least, Samantha’s Catering Services and Function Area is lack of
marketing strategy for their company to be known.

Proposed Feature of the System

The proposed system is entitled “Online Reservation System for Samantha’s Catering
Services and Function Area.” The features will be the answer to problems encountered by the
company.

It will provide convenience to their prospected clients. Clients can browse and
reserves everywhere even without visiting the company’s office.

Functional and Non-Functional Requirements

The functional requirements are as follows:
 Reserved Now (Homepage) – used to view the packages available for different
occasions.
 Reserved Now (choose packages) – used for data entry for customer’s
reservation information.
 Reservation form –used for online customers to enter the data needed in online
reservation.
 Reserved Now (reservation form) – used to view the transaction made by the
customer during reservation and is ready for printing.
 Admin (Homepage) – used by the administrators to view the transactions
made by the customers. The admin will confirm the reservation, and can also
delete it. This is also used to view the reports needed by the company.
 Thus, the non-functional requirement are is:
 Foods (Homepage) – this is used to view the available packages of
Samantha’s Online Catering and Functional Area. The customers will choose
from the following occasions and the package offered.

Envisioned Implementation Environment

Interfaces with Other Systems

 PHASE 2
ELABORATION
 Section 1
Current System Specification

Use Case Diagram

Check date & time

available for
reservation

<<include>>
CUSTOMER
Visit Samantha’s Catering
& Function Area
<<include>>

Check Food Menu

Paymen
t

Reserve available packages

for catering services

<<extends>>

Book reservation
made

<<extends>> Provide reservation

form
ADMIN
Provide list of available
food menus and packages
 Manually logged the
reservation made in the
notebook <<extends>>

Locate and check previous Encode

notebooks for other & Print
reservations made before

Accept
Use Case Brief Description payments
The customer needs to visit the office of Samantha’s Catering and Function Area. As
the customer visits the office it is his/her choice whether they will check only the available
food menu and/or the dates available for reservation of the said company. The customer will
also personally book available packages on its desired date, in which, before the customer can
book, the owner/manager/in-charge will check its record for the date. Upon booking, it is also
included to confirm the reservation by paying the down payment worth one thousand pesos.

On the other side, the in-charge personnel will provide their list of available menus
and packages. If the customer decided, the in-charge personnel will provide an application
form. The in-charge personnel will logged book the reservation made by customers. The in-
charge will check all the notebooks to check whether there are reservations made previously.
The owner/manager will gather all data from the logged book, the in charge personnel/admin
will encode to their computer and have its choice to print it or not. Lastly, the in-charge will
accept payments.

Problem Domain Class Diagram

CUSTOMER RESERVATION

CustomerName 1 0…*
ReservationDate
CustomerAddress ReservationTime
CustomerContactNum PackageNumber

ADMIN REPORT PACKAGE

<<extends>>
CustomerName PackageNumber
ReservationDate PackageName
ReservationTime PackageAmount
PackageName PackageInclusion
 Section 2
Propose System Specification

Use Case Diagram

CUSTOMER

View Food
Menu

Paymen
t

Reservation for catering

packages

<<include>>
<<extends>>

View Catering Fill-up online

Packages Inclusion reservation form
 ADMIN
Print
<<include>> catering
transactions

Login as
ADMIN <<include>>
View catering
reservations made
Accept
payments <<extends>>
<<extends>>

CONFIRM the DECLINE the

reservation reservation
made made
Use Case Diagram Description
The proposed system is that the customer don’t need to visit the visit the office of
Samantha’s Catering just to inquire about their services. The system is to for the customers to
be convenient enough in having transactions with company. In which the customer will open
a browser and visit the website of the company.

The customer can view immediately what are the menus and the offers of the said
catering. The customer can reserve a date and time for the services without hassle in some
conflicts. Upon the reservation, the customer will fill up the online reservation form and save
it for reservation. The customer will personally go to the office for the payment and for
booking in accordance to terms and conditions of the company.

On the other hand, the in-charge needs first to login as the admin for he/she can do
transactions. The transactions are printing report of transaction made and confirming or
declining the reservation made by the customer.

Activity Diagram
System Sequence Diagram

Problem Domain Class Diagram

The problem domain class diagram of the current system and the proposed system is
the same.
State Chart Diagram

PHASE 3
CONSTRUCTION
 Section 1
Design Requirements

Design Class Diagram

<<entity>>
<<entity>> <<entity>>
Customer
Customer Reservation
 CustomerName: string
 CustomerAddress: string  ReservationDate: date (key)
 CutomerNumber: integer  ReservationTime: time
 ReservationDate: date  PackageNumber: integer

<<entity>> <<entity>>
Admin_Report Package
 CustomerName: integer  PackageNumber: integer (key)
 ReservationDate: date  PackageName: string
 ReservationTime: time  PackageAmount: double
 PackageNumber: integer  PackageInclusion: string

Interaction and Detailed Sequence Diagram

 Customer wants a reservation for catering services at Samantha’s Catering and Function Area.
 Customer will visit the website of the company
 The customer has two options: whether to see the food menu of the company or to go
immediately for reservation.
 If the customer choses to reserve now, he/she will be directed the view of catering packages
availability.
 When the customer made his/her choice of the package, he/she will go for the reservation
and directed to thee online application form.
 The customer will fill in all the necessary boxes for information and read the terms and
condition of the company provided below the online application form.
 At “reserved now” is being clicked, a reservation for the date is sent to the server and goes
back if the date is already occupied. If it happens, it’s the customer’s discretion if he will
proceed to reserve for another date or not.
\  If the desired date is not occupied, the customer will be directed to a page confirming the
reservation made.
 After it, the customer has given 48hrs. to confirm the reservation by visiting the office and
paying the down payment required.
 The admin will login, when he/she receives the payment he/she will confirm to the system
the reservation made by the customer.
 The customer and the admin will have the constant communication until the end of the
event.

Package Diagram

Package 1 1..*
Menu
0

Location

Catering
Reservation
 1 1

1
Date

1 Time

es
ag
Sample Storyboard
ck
The storyboard of the proposed system.
Pa
ing
ter
Homepage
Ca View the available menu Food
ew
Vi

EXIT

Available Reserved Time Online Admin

Catering Reserved Venue Application SAVE Database
Provide Customer Details
de
Packages Form
ma
s
ion
Below is the story board on the admin side.
act
ns
Login Page Print
tra
for Admin Click the print button Report
all
ew
Vi

Confirm or EXIT
Delete
Transaction
 Section 2
Implementation Environment

Proposed Data Distribution Environment

Hardware Requirement
Upon implementation of the proposed system, the following are needed:
 Desktop/Laptop/SmartPhones
o Both the customer and the admin needs it. For it will be used to visit
the website for reservation and admin transaction purposes.
 Printer
o It is also need by both customers and admin but most preferably by the
admin. Customers need printer for they will print the filled up
application form (but they can have screenshot or picture of it). The
admin most needs the printer for they will print reports and other
transactions.
Proposed Operating System
Any Operating System can be used as long as there is a browser preferably Google
any version and Microsoft Edge.

Additional Software
There’s no additional software needed as long as there is a browser.