Inn Management and Reservation System Capstone Project Document


The computer is the key to the technological development of our society. It is also considered one of the best inventions of man and plays an important role in our modern way of life. The computer is essential to man’s life because it makes work a lot easier, more convenient, and a lot faster.

Middle Town Inn has a manual reservation and it is very time-consuming. The customers need to fill up the form with their personal information manually and it is stored in a wooden cabinet with the files of other customers, calculation and inventory are done manually too. And if customers want to change something in their files, the receptionist puts a lot of effort into searching the files of the customer. Sometimes files of the customers are lost because of insufficient storage and lack of security of the files.

The proponents will develop a Management and Reservation system that can help Middle Town Inn in making their business transactions more secure, easier, and more accurate than the manual process. In this proposed system, customers can view and reserve room their desired room online. Room descriptions such as room number, room rate, and room location can be seen upon making the reservation. The proposed system can add, update, delete and print records. Customers will receive a notification in their provided e-mail account if the process was successful or not. The system can also be able to retrieve and restore data. It will also provide different fill-up forms for different event reservations. The system has also a database to keep track of all the records and information of the customer and transactions.

Inn Management and Reservation System Capstone Project Document

Background of the study

Middle Town Inn is an established hotel and has been in operation for the past years.  The building has a unique location because it is located t Jr. Bldg. Rizal-Lacson Street, Barangay 24, Bacolod City, is the most strategic part of the city. It is situated right in the middle of the city where a few and even more essentials are within walking distance, just like churches, malls, and supermarkets. With construction completed, it has now 45 rooms (Economy, Standard, Deluxe Double, Deluxe Triple, Junior Suite, Executive, Family room, and VIP Room.

Middle town Inn is still using a manual process for its business deals and transactions. The customer can either call (via landline or mobile), or personally go to Middle Town Inn to make a reservation which proves to be time-consuming and requires a lot of effort. Until now, they are still using a manual management and reservation system to keep track of their records which makes their operation difficult and gradual.

Statement of the Objective:

General Objective

The main objective of this study is to provide Middle Town Inn with a system that allows the preparation of Management and Reservation for the staff and customers

Design an automated system for Middle Town Inn with the following criteria:

  • Effectiveness of the system
  • Efficiency of the system
  • Quality of the system
  • Timeliness of the system

The following are the specific objectives:

  1. Generate and print out the complete report
  2. View the availability of the room in real-time.
  3. Give notification for successful reservations.
  4. 2D animation display

Conceptual Framework

This study intends to gather information about Middletown Inn and convert it into an automated system for an easy search of the rooms. The Middletown Inn Management and Reservation System is a system that can show the availability of the rooms and their room details and description.

            Input                             Process                           Output                

Customer’s Personal Information

Customer’s Reservation Information

Validating Customer’s Personal Information

Validating Customer’s Reservation Information



Effectiveness the system, efficiency of the system, quality of the system, timeliness of the system, the productivity of the system



Figure 1: Conceptual Framework

  1. In walk-in reservations, the system will be managed by the Administrator. They will encode the personal information of the customer and the reservation information given by the customer.
  2. In web-based reservations, the customer will encode his personal and reservation information by himself. After encoding the given information, the system will show him the rooms regarding his reservation.

Scope and Delimitation of the Study

This section enumerates the scope covered by the study and its delimitation.


The study covers only the Middle Town Inn. The system is an automated system that will help the company to make business transactions easier, and more accurate. The system will also help the company to lessen the work and efforts. The system will also provide information about how it works, and it will also provide a process how to make a reservation. It can also update and cancel reservations.


This study only covers the reservation and management process of Middle Town Inn. If the reservation process is online, it needs an internet connection to continue the reservation process.

Significance of the Study

This study is intended for various sets of people who could benefit from the system. The result of this study will be beneficial to the following:

Middle Town Inn. The system is expected to help the reservation and management process of the company.

Administrator. The administrator will be able to see the records and reports of the reservation. He can also add, edit, delete and print.

Staff. It is beneficial to the staff of the company for easy reservations and easy searching of the files of the customers.

Customer. It is beneficial to the customer in terms of easy booking and reservation process.

Future Researchers. This study is significant to the future researcher for educational purposes. And improve their data-gathering skills.

Definition of Terms

The definitions of terms are based on concepts or hypothetic ones, which are usually taken from the dictionary or the web.


Conceptually, it is an information output by a sensing device or organ that includes both useful and irrelevant or redundant information and must be processed to be meaningful.

Operationally, it is collected information that is processed and stored in a computer.


Conceptually, a usually large collection of data organized especially for rapid search and retrieval (as by a computer)

Operationally, the proponents use the database to collect data which is arranging a Management and Reservation System on a computer.

Reservation System

Conceptually, An arrangement to have something (such as a room, table, or seat) held for your use at a later time.

Operationally, it is reserving something.

Web Based

It is defined as a Web-based application that refers to any program that is accessed over a network connection using HTTP, rather than existing within the device’s memory.

Review of Related Literature

For further understanding of the study, the researchers made use of different reading materials related to the management and reservation system. These materials such as books, magazines, newspapers, thesis, and other web articles are essential in broadening the knowledge of the researchers. These will also guide the researchers to achieve their target objectives by getting ideas on other related studies and making improvements as possible.

The information gathered by the researchers focuses on the development of management and reservation systems and their advantages to the economy, consumers, and businesses. Security measurement information regarding payment and customer privacy to be considered in the developing system is also obtained.

Local Studies

Northwest Inn

Northwest Inn Bacolod features a restaurant and a bar where guests can unwind at the end of the day. Their official site provides their company profile, news, and events. The customers can view the available rooms with the exact room image, the room description, price, and promos. Their website also acquires a direct messaging form to their site wherein the customer will provide a username, email, and a short message for inquiries and questions. Regarding the related aspect of this system, we can view the availability of the room, and it also has a user-friendly booking process.


O’ Hotel gives a warm experience and old-world elegance of a Bacoleño. It is a well-known hotel in Bacolod wherein they give you the same cordial and hospitable accommodation that our people are known for. Their official website provides their company profile, mission, vision, amenities, contact information, and available rooms and suites. They also acquire ads for endorsement. Customers can review available rooms, and they have a reservation form wherein they can reserve a room by providing their info and room details. It is related to our system regarding increasing the number of bookings, viewing the availability of the room, and a user-friendly booking process.

Foreign Studies

Hotel Swiss-Garden Kuala Lumpur

The main functions of the Hotel Swiss-Garden Online Reservation System are to provide hotel information such as the location of the hotel, room rates, room description and hotel facilities. The reservation process required the guest to fill their detail on the reservation form. Reservation is guarantee by giving the credit card details or by cash deposit. The layout of this online system is clear and user friendly. Guest can browse through the website to get the information easily. It is related to our system regarding increasing the number of bookings, and views the availability of the room.

Marco Polo Guesthouse

The core functions of Marco Polo Guesthouse Online Reservation System are to provide online room reservation, hotel information and tourist information. Visitors can get the guest house information such as location, room rates, room description and other facilities. In addition to the online reservation system, visitors make it know more about the place they are going to stay, and have to make sure they had select a right place to stay. The online system had stated out at the contact person’s number and email. In case the visitors have any questions, they can call or write to the contact persons. Suggestions from guest are good to help the hotel business growing. Anyway, the online system did not provide instant booking system. Guest will have to wait for confirmation within 24 hours after booking. It is related to our system regarding increasing the number of bookings, views the availability of the room, and a user friendly booking process.

Related Systems

Table 1: Related System

System Features  

Middle Town Inn Management and Reservation System


1st Local Related Study 2nd Local Related Study 1st Foreign Related Study 2nd Foreign Related Study

2D animation display


× × × ×

Tracking of reports and records


× ×

Notification of the successful reservation (e-mail)


× ×
Easy booking process × ×


Table 1: Shows the features of the proposed system in the first column, whereas the following columns are the features of the related systems. This also shows the system features where it indicates the advantage of the proposed system.


After studying the related literature and studies, it is concluded that every system has its strengths and weaknesses. The proponents noticed that all of the related systems do not have to track of records and reports and Notifications for the successful reservation which the Middle Town Inn Reservation and Management System has all.

The purpose of those reservation systems is the same, which enables the guest to make a room reservation. Thus, the reservation system is hoped to provide useful information.


This chapter explains the process or method of the system according to the research projects. The researchers gathered information about the people in the institution that are related and significant to this study. It reviews the research problem or questions, the research procedure, and the research feedback of the study. The proponents use the waterfall model, which consists of 7 Phases Planning Phase, Analysis Phase, Design Phase, Development Phase, Testing Phase, Implementation Phase, and Maintenance Phase.

Agile Model

Figure 2.0: Agile Model This chapter explains the process or method of the system according to the research projects. The researchers gathered information about the people in the institution that are related and significant to this study. It reviews the research problem or questions, the research procedure, and the research feedback of the study. The proponents use the waterfall model, which consists of 7 Phases Planning Phase, Analysis Phase, Design Phase, Development Phase, Testing Phase, Implementation Phase, and Maintenance Phase 1 shows the development or process of the project conducted by the project leader, system analyst, programmer and the researchers.

User’s Acceptance Survey

This study undergoes the user acceptance testing conducted by our researcher. The researcher interviews the Program Chair for they will be the beneficiary of this study. We gathered data can help in creating the system that we are proposing.

Requirement Specification

Operational Feasibility

Based on the information gathered by the researchers, the Middle Town Inn is currently using manual reservation which is a harder process to do. The proposed system will improve the process and method that will minimize the time and effort upon placing the reservation.

The admin, which is the staff and the Manager will manage the system in the reservation

Program Environment

Front End

The front end is the one responsible for collecting the input data from the user and then processing it so that it completes the request that the user has made. In this study, HTML and jQuery serves as the scripting language of the user interface system. For the design of the system, the proponents used BOOTSTRAP and CSS codes.


Hypertext Markup Language is a standardized system for tagging text files to achieve font, color, graphic, and hyperlink effects on World Wide Web pages. Hypertext Markup Language revision 5 (HTML5) is a markup language for the structure and presentation of World Wide Web content. HTML5 supports the traditional HTML and XHTML-style syntax and other new features in its markup, New APIs, XHTML, and error handling.


Cascading Style Sheets (CSS) is a style sheet language used for describing the presentation of a document written in a markup language.

A cascading style sheet (CSS) is a Web page derived from multiple sources with a defined order of precedence where the definitions of any style element conflict.


PHP is a server-side scripting language designed for web development but is also used as a general-purpose programming language. Originally created by Rasmus Lerdorf in 1994, the PHP reference implementation is now produced by The PHP Group.


Is a high-level, dynamic, untyped, and interpreted programming language. JavaScript is prototype-based with first-class functions, making it a multi-paradigm language, supporting object-oriented, imperative, and functional programming styles. It has an API for working with text, arrays, dates, and regular expressions, but does not include any I/O, such as networking, storage, or graphics facilities, relying for these upon the host environment in which it is embedded. A JavaScript function is a block of code designed to perform a particular task. A JavaScript function is executed when “something” invokes it (calls it).

Back End

The back end is the server side of the system. In this study, the proponents used PHP for the server scripting language, which serves as the middleware, and MySQL for the database.


Is a cross-platform JavaScript library designed to simplify the client-side scripting of HTML?

Ajax (Asynchronous JavaScript and XML)

Is a set of web development techniques using many web technologies on the client side to create asynchronous Web applications. With Ajax, web applications can send data to and retrieve from a server asynchronously (in the background) without interfering with the display and behavior of the existing page. By decoupling the data interchange layer from the presentation layer, Ajax allows web pages, and by extension web applications, to change content dynamically without the need to reload the entire page. Read data from a web server after the page has loaded. Update a web page without reloading the page and send data to a web server – in the background.

Technical Feasibility

Hardware Requirements (Recommended)

  • Hard disk: 500 Gigabytes or higher
  • Memory: 4 Gigabytes or higher
  • Processor: 2.5 GHz or higher
  • Monitor
  • Mouse
  • Keyboard
  • Printer

Software Requirements (Recommended)


  • Operating System: Windows 7, 8 and 10
  • Front End: Html, CSS, JQuery, and Bootstrap                                                                                
  • Back End: JavaScript, PHP, and MySQL
  • Web Browser: Internet Explorer, Google, and Mozilla Firefox
  • Server: MySQL
  • Web Server Package Tool: XAMPP

System Architecture

Figure 3.0 illustrates how the system will flow. If the customer is walk in and wants to make a reservation he will ask the staff if there is an available room and the staff will check it on the system. If the customer will make a reservation online, he can make his own reservation by visiting the website of company.

Figure 3: Architectural Diagram of ABC

Feasibility Schedule

This section will assess the duration of the study and whether it is too long to be complete before it is useful. The proponents have estimated how long the system will take to develop and make sure all potential timeframes can be met.

Gantt Chart

The following tables show the Gantt chart of the tasks that have been done by the proponents with the time allotted for the establishment of the entire system.

Table 2.0: Planning Phase

Table 2.1: Analysis Phase

Table 2.2: Design Phase

Table 2.3: Development Phase

Table 2.4: Testing Phase

September 1, 2018
August 27, 2018
August 29, 2018
August 4, 2018
August 30, 2018
August 31, 2018
August 31, 2018
September 7, 2018

Table 2.5: Software Development Summary Phase

Cost Benefit Analysis

Cost benefits analysis or the CBA, is the estimated cost and sum of the amount of cost and benefits of the system, to determine whether the company can gain benefit from the system.

Table 3.0: Development Cost

Description Duration Monthly Cost Total Price
Programmer 6 months 10,000.00 60, 000.00
System Analyst 6 months 5,000.00 30,000.00
Computer set 20,000.00 20,000.00
Total Cost 110,000.00

Table 3.1: Operational Cost

Operational Cost Duration Cost Total Amount
Electricity 12 months 3,000.00 36,000.00
Maintenance 12 months 2,000.00 24,000.00
Bond paper 250.00 1,250.00
Ink/Toner 1,500.00 7,500.00
Total 68,750.00

This table shows the Operational cost of the researched system. The

Operational Cost includes the maintenance cost and expenditures in using the researched system.

Total Development Cost

Table 3.2: Total Development Cost

Total Amount Cost
Total Developmental Cost 110,000.00
Total Operational Cost 68,750.00
Total 190,000.00

Table 3.3: Benefits of the System

Benefits of the System Amount/Value
The efficiency of work/output of Employee 60,000.00
Security of Data 10,000.00
Backup of Data 8,000.00
Total 78,000.00

This table shows the computed benefits of the researched system to the school. The proponents have researched on what are the presumed amounts or value of each item that will benefit the school over its traditional method per year.


Development Cost Quantity Unit No. of Months Cost Total Amount
Computers 1 SET N/A  ₱           20,000.00  ₱           20,000.00
Programmer 1 N/A 6  ₱           10,000.00  ₱           60,000.00
Systems Analyst 1 N/A 6  ₱             5,000.00  ₱           30,000.00
Subtotal           110,000.00
Operational Cost Quantity Unit No. of Months Cost Total Amount
Electricity (Computers) 1 N/A 12  ₱             3,000.00  ₱           36,000.00
Ink/Toner 5 SET N/A  ₱             1,500.00  ₱             7,500.00
Maintenance 1 N/A 12  ₱             2,000.00  ₱           24,000.00
Bondpaper 5 REAM N/A  ₱                 250.00  ₱             1,250.00
Subtotal             68,750.00
TOTAL COST           178,750.00
Benefit Quantity Unit No. of Months Cost Total Amount
Data Backup 1 N/A 12  ₱             8,000.00  ₱           96,000.00
Security of Data 1 N/A 12  ₱           10,000.00  ₱         120,000.00
Efficiency of Work/Output of Employee 1 N/A 12  ₱             9,620.00  ₱         115,440.00
TOTAL BENEFIT           331,440.00

This table shows the feasibility of our proposed program. Return on Investment is derived by subtracting the Present Value (PV) of the System Cost from the Present Value (PV) of the System Benefit and dividing the quotient by to Prevent Value of the System Cost.

499,765.42 – 361,768.07 = 137,997.35

137,997.35 / 361,768.07 = 38%

 To get the Payback Period, add the abs value of Negative Net Present Value (NPV) to 1 then divide it by the Net Present Value (NPV) (Year 1)

1 + abs value of -255,000 / 78,715.00 = 3.2395

Database Model

Entity Relationship Diagram

Entity Relationship Diagram explains every relationship between the table’s entity and attributes. Each table has a definition that connects every table, both its primary key and foreign key.  Use a foreign key if the attributes of the one table have a unique id and the foreign key will be identified when the other attributes are in the other table. Each attribute connects in performing every process.

Data Flow Diagram

Walk In

Web Based

Database Dictionary

Table 4.0: About Table

Table 4.1: Address Table

Table 4.2: Gallery

Table 4.3: Message Table

Table 4.4: Reservation Table

Table 4.5: Room Table

Table 4.6: Room Inventory Table

Table 4.7: Slideshow Table

Table 4.8: User Table


This chapter exhibits the results of the User’s Survey conducted for the system to the Middletown Inn staff and customers.


The proponents demonstrate the system’s functionality to the randomly selected respondents. The proponents observed the respondents and how they responded to the system. The respondents were evaluated using the User Acceptance Survey in order for the respondents to distinguish the level of acceptability of the proposed system.

Data Analysis

This section presents the analysis of the data collected and gathered from the respondents of the Middletown Inn Administration and the Middletown Inn staff.

Characteristics of the Respondents

Table 4.0: Frequency of Respondents

 Respondents                                                    Frequency

Middletown Inn Manager                                                                                       1

Middletown Inn Supervisor                                                                                       1

Middletown Inn Accounting Staff                                                                                       2

Middletown Inn Purchasing Officer                                                                                       2

Middletown Inn Event Organizer                                                                                       1

Middletown Inn Front Desk Officer                                                                                       5

Middletown Inn Waiter                                                                                       2

Middletown Inn Chef                                                                                       3

Middletown Inn HouseKeeping Staff                                                                                       3

Middletown Inn Customer                                                    30

Total                                                         50


Characteristics of the Respondents

The population is composed of the Middletown Inn Administration and customers. The proponents got fifty respondents, twenty from the administration and staff and thirty from the customers.

Table 5.0 shows the number of respondents who have answered the User-Acceptability Survey. The researchers got a total number of 50 respondents.

Reliability Testing

The data collected by the proponents have undertaken reliability testing an acceptable approach by using the Yamanes Formula in order.

Yamanes Formula:

n = Sample size

N = Population size

e = level of precision 0.05 % (5%)       n =   N      

                                                                        1+N(e) ²

N = Population size

e = level of precision 0.05 % (5%)


This solution explains the summation of getting the sample size (n) of the population that will be taking the user acceptance survey. Where N=50 divided by 1+30 multiplied by 0.0025 as (e) or the level of precision. As the proponents get the (e), it is divided into 30 as the total population size (N). The result was 45 for the sample size of the population (n).

Interpretation of Data

Interpretation of Data

The instrument wished to access the perception of the users in terms of five (5) categories namely: Effectiveness, Efficiency, Quality, Timeliness, and Productivity. The first category was composed of four (4) items, the second category was composed of three (3) items, and the third, fourth and last categories were composed of four (4) items. Table 5.6 shows that the user’s survey result for the system’s quality came back with a total mean of 3.88 which interpret that the users were very satisfied with the system’s quality after testing it.

Table 5.0 Rating Scale

This table showed the range of mean and its verbal interpretation

Effectiveness, Efficiency, Quality, Timeliness, and Productivity

Table 5.2 Survey Result

VAR00020 VAR00021 VAR00022 VAR00023 Total
Mean 4.32 4.3 4.36 4.22 4.3


VAR00024 VAR00025 VAR00026 Total
Mean 4.2 4.18 4.3 4.22


VAR00031 VAR00032 VAR00033 VAR00034 Total
Mean 4.28 4.04 4.2 4.24 4.19


VAR00031 VAR00032 VAR00033 VAR00034 Total
Mean 4.24 4.24 4.22 4.34 4.26
VAR00035 VAR00036 VAR00037 Total
Mean 4.1000 4.2000 4.2400 4.18


Mean N Std. Deviation
4.4600 50 .54248

Table 5.2 shows that the user’s survey result for the effectiveness, efficiency, quality, timeliness, and productivity of the system came back with a total mean of 4.4 which interpret that the users were satisfied with the system’s effectiveness after testing it.

The respondents stated that the proposed system met the desired result and it produced the desired output. They also stated that the system is effective and it means it has an intended or expected outcome.

Summary of  Findings, conclusions, and recommendations

Summary of Findings

This study was conducted for the purpose of designing an automated reservation system for Middle Town Inn, to objectively result in a faster, more efficient, and more effective reservation. The descriptive method of research was utilized and the survey technique was used for gathering data. A questionnaire served as an instrument for the collection of data.

The proponents conducted a survey of the customers and employees of the Middle Town Inn. There were 30 customers and 20 employees in their department, one barangay captain, one supervisor, and 18 active employees. The survey was conducted after the system had all the requirements, functionalities, and features embedded.

The findings suggested that on the level of the user’s experience in terms of the effectiveness of the system a mean score of 4.32 was obtained, interpreted as “very satisfied”. As to the experience of the user in the efficiency category, it obtained a mean of 4.2, it interpreted as “satisfied”. On its system quality category, the users ranked a mean of 4.28 interpreted as “very satisfied”. In the timeliness category, the users gave a mean of 4.34 interpreted as “very satisfied”. On its productivity category, the users gave a mean of 4.24 interpreted as “very satisfied”. Overall, the rating of the system has collected a mean of 4.46 interpreted as a “very satisfied” rating.


Based on the findings, data, and feedback that was gathered in the whole chapter, the proponents concluded that the system is fully operational and dynamic, as of the sum data gathered. This condition is on the premise that it has addressed the necessary automation requirement of the firm after the study of the system.


In the view of findings and conclusion of the study, the following are recommended to further improve this project

  1. With the use of the system, the company will be more competitive and attractive to the customers and can offer better quality services for the hotel.
  2. The system shall have maintenance every 6-12 months to maintain and update its functions and also for the security of its databases.
  3. Improving the interface of the system by making it more effective for the customers.