WEST VISAYAS STATE UNIVERSITY

COLLEGE OF INFORMATION AND COMMUNICATIONS TECHNOLOGY

GRADUATE SCHOOL
MASTER OF INFORMATION TECHNOLOGY

MIT 512 – ADVANCE SYSTEMS ANALYSIS AND DESIGN

DR. FRANK ELIJORDE

EARVIN A. SUNICO MIT 1A

JUNE PAUL CUAJOTOR MIT 1A

Organization : Eon Centennial Plaza Hotel

Industry : Hospitality / Tourism
Address : Jalandoni St., Hipodromo City Proper, Iloilo City
Proposed System : ECPH Automated Banquet Reservation System

PROJECT CHARTER

VISION / OBJECTIVES
The proposed ECPH Automated Banquet Reservation System will feature an automated
system that will allow the users to reserve and allocate function rooms at a given time
and date. The proposed system will minimize the manual procedures and reduce the
possibilities of overbooking of function rooms and will increase accuracy and efficiency
in transactions from ingress to egress.

BACKGROUND
The current banquet reservation system starts when the client inquire for the event
details. The Sales Account Manager (SAM) will then provide the standard event packages
or will propose for a customized event package based on the client’s specifications. Upon
discussion of the event details, the SAM will check the function planner, a paper based
monthly planner that contains all confirmed and tentative bookings of all function rooms.
On the availability of the desired date and function room of the client, the SAM will now
“pencil book” the event until the client have paid the blocking fee. Upon payment of the
blocking fee to the cashier and presentation of the acknowledgement receipt to the SAM,
the SAM will now confirm the booking and block off the date and function room to the
function planner and function matrix.
If the event details have been finalized, the SAM will now create the contract and banquet
event contract (BEO) based on the agreed details. The BEO will contain all details of the
event with the respective duties and responsibilities of each department. The BEO and
contract will signed by the SAM in charge of the event, the Sales Manager, the Sales and
Marketing Director and approved by the General Manager. The BEO and Contract must
be signed by the Client before it will be forwarded to the finance department. All
signatories will have their respective copies of the Contract and BEO. The duly signed
BEO will then be forwarded to all departments.

FUNCTIONAL SCOPE
The proposed system will feature an automated reservation system that will handle
databases of users, clients and events. It is composed of a user log in system of
authorized users for security. It will also include a temporary event blocking feature for
unconfirmed events and document processing module for creation of Function matrix,
Banquet event order, Event contract and reports as specified by the client.

PROGRAMS TO BE INCLUDED
The primary users of this proposed system will be the Sales and Marketing Department.
The proposed system can be upgraded and can feature an attached document tracking
system that will transmit and track documents to respective departments within the
organization.

GEOGRAPHIC SCOPE
Initially, the proposed system will be deployed at Eon Centennial Plaza Hotel in Jalandoni
St., Iloilo City. The proposed system can be upgraded and can connect other branches
of the hotel chain.

PARTICIPANTS
The participants include the Sales and Marketing Department headed by the Sales and
Marketing Director, Finance Manager, Banquet Manager and the General Manager.

TIMING
The proposed system is scheduled to be deployed 2nd quarter of 2021.