An Evaluation of the Booking

System of Inday Elyssa’s

Catering Services and Party
Needs
2

Rationale of the Study

In Inday Elyssa’s:

▸ client should visit the company for a face-to-face transaction,

▸ follows a manual taking of orders of every client, transfers the order by

writing it in their white board.

▸ sometimes lack manpower when they accommodate consecutive five

(5) bookings or more.

▸ experienced cancellation of booking from a client on the day of the

event, because the client did not have enough money to pay the rest of
the needed payment.
 3

Flow of Research
Process
4

THE PROBLEM
This study is conducted to determine the
problem within the company especially on the
booking part of the Inday Elyssa’s Catering Services.
“
THE PROBLEM

What is the performance of the existing booking system and its

01 current processes that are involved on the establishment?

What are the possible problems and root causes and effects in their
process of booking in the current system in the perspective of the
02 management, the workers and the researchers?

What are the recommendations that can be implemented in

order to solve the problem in the current system under

03 study?
6 These are assumptions set by researchers in order to quantify the result of the study and to have consistency in the research:

Statement of Assumptions

▸ 01 The process ▸ 02 The business ▸ 03 There is a ▸ 04 There is a

time was made establishment has record for the standard
from estimates of knowledgeable different operating cost
the office-in- personnel and bookings made per unit.
charge since no technology for the per client.
standard time was possible upgrade
available for the in the booking
booking system. system.
7

Scope and Limitations of the Study

Place Tungkop Minglanilla, Cebu.

Delimitation

April 2019 to May 2019, summer term of the school year 2018-
Time Delimitation 2019.

• This study covers the existing booking system

Subject • The respondents for interview are the office-in-charge
who have the profound knowledge about the existing
booking system.
8
Significance of the Study

Gives the clients an

To provide an accurate assurance of complete order
booking package
Company Clients

Makes the work of the Employees Suppliers

Increase flexibility and speed
employees’ easier and order
of joint responses to
accuracy can lessen the
changing market or
amount of work of the
customer needs
employees
9

Company Profile
COMPANY ROOTS

• Established in year 2014

• Named after the owner’s youngest daughter who is diagnosed with

autism since she was born – Inday Elyssa

• The owner’s siblings are currently taking care of the business as well as
the other businesses of the owner, since she is currently staying in
United States of the America with her children

SERVICES OFFERED

• Inday Elyssa’s Catering Services and Party Needs offers catering services to all kinds of occasions at any
given date, at any location within Cebu City and the southern part of Cebu Province. The offer any other things
the client wants (e.g. display decorations, lightings, food tent) for free.
10

Company Profile

▸VISION

A small and humble catering service company that makes every Cebuano have a
satisfied meal in occasions important to their life.

▸MISSION

To serve the best tasting food that suits the taste of the mass, make a long-
lasting impression, and make them crave for another taste of Inday Elyssa’s.
11

Objectives

To fulfill every client’s needs, wants, and expectations

1 in the best way possible.

2 To give quality service in every booking.

3 To serve the best-tasting food to every plate.

12

Organizational Structure
13

The System and its Functions

14

The System and its Functions

15

IPO Framework
16

IPO Framework
17

IPO Framework
18 Existing Work Centered-Analysis
19

Existing Cross-Functional Chart

Title: Inday Elyssa¶
s Existing Booking System
OFFICE-IN-CHARGE / BOOKING IN TIME
RISK/S CUSTOMER
CHARGE (min)

Start
C lie n t in q u i ry n o t
N QE RU I R Y

to e n te r ta in ¶cs lie n t
in q u ir y v e r y w e ll
e n te rt a in, Ne do t a b le

Receiving client͛
s Client visits the
inquiry company 5
R E C E I V I N G C U S¶ST OI M

Client inquires Informs client to visit the

No
personally? company personally

Yes
Fills out event
5
information
te r ta, inW er do n g fo o d c h o ic e m a r k e d

Presents to client the

O rodde mrs e n u

food menu and 5

different food package
N T E R T A I N I N G C U ¶S TOORMDEERR

c h e c k o n fo o d m e n u
i la b l e c o p y o f th e , fo

Take note client͛

s food
7.5
choices

Client wants to Presents to clients the list

order additional No of food items included in
food? 5
the booking
20

Existing Cross-Functional Chart (cont’d)

Title: Inday Elyssa¶s Existing Booking System

RISK/S CUSTOMER OFFICE-IN-CHARGE / BOOKING IN CHARGE TIME (min)

5
Client wants to
Client agrees to
No change something
the details
in the booking?

Reviews to client the

Yes 2.5
T a b l e s a n d ch a i rs m a y n o t fit in th e e ve n t

terms and conditions

a re a, N o t a b le to lo c a te th e e ve n t a re a

Client agrees to
DER

terms and
O RE R

conditions? Can company

F I N A L I Z I N G C U S T¶SO M

C No afford to have the No B

No item?

Yes Yes

Discusses to client
Client wants to Client͛s event area 5
possibilities if the company
use the exclusive No is near the
provides the item
party areas? company?

Client wants to
D Yes pursue adding
Yes No the item?
No

Asks the client to provide

21 Data Flow Diagram
22 Data Flow Diagram
23 Data Flow Diagram
24 Other Systems in the Organization
25 Cost of Service in the Existing Booking System
26
Cost of Service in the Existing Booking System
(cont’d)
27 Labor Cost in the Existing Booking System

Booking
-in-
charge  
28 Material Cost in the Existing Booking System
29 Material Cost in the Existing Booking System
30 Internal and External Factors
31 Internal Factors

Since the system is not fully automated the recording of information is not practiced as
long as the selective staff is available.
Availability of the
 
Staff / Crew
Not having proper job description of the staff would result to delay of the performance of
the service needed by the client.

This happens in between the processes involved in the order receiving area. Wherein,
the clients give his/her order verbally and the booking-in-charge translates these into
Incomplete writing.
Details of Orders  
The relay of information is done verbally which results to inaccuracy of some information
for the event.

This is committed by the booking-in-charge when the booking service and location of the
Human Error event are not met precisely. This may be due to unclear handwritings since the system is
done manually.
32 External Factors

The customer specification might change over time. There are chances that some of the details of
the clients' orders are missing and lacking. Buying new ingredients for food and other needed
event items of the company may also have to consider the economic condition prevailing in the
Client’s Order market while fixing the prices. Economic factors like inflation deflation and interest rate affect
Specification selling price.
 
The company will not start preparing the foods if the client will not approve the proposed product
cost.

Unexpected client’s decision can affect the system, one of which is sudden cancellation of order
Client’s Decision
but the people who are working for the said order have no control to it.
33 System Analsysis
Compatibility Analysis

Compatibility Analysis is used to determine how the system being studied work
well with other systems in the company.
The existing Booking System in Inday Elyssa’s Catering Services and Party Needs
is a manual booking of services for the purpose of tracking and checking its status. The
existing demo booking system is done manually by checking or scanning the information of
bookings from the white board. The primary concern in the system is the updating of
booking. There are times that the staff failed to recheck the records often.
Stability Analysis

Stability Analysis is an analysis about the internal and external factors which
can stop the operation of the system with its corresponding cost of impact that the
company incurs.
In this study, the internal and external factors have been identified and analyzed.
The company receives an average of 10-13 bookings in a month. Despite this, the company
still has errors that might affect the stability of having 10-13 bookings in a month.
34 Stablity Analsysis Factor 01
Factor 01 Client’s Order Specifications
Problem Buying new ingredients for food and other needed event items
Order specifications were not properly reviewed or not reviewed at all, during the
Potential Cause/s
actual booking process.
Frequency
Frequency Twice
Twice a a month
month
Client’s changing his or her orders is not new to the catering business. However,
Client’s
changingchanging his or her orders
order specification once isthe notbooking
new to has
the catering
been done business. However,
may affect the
changing
preparationorder of thespecification once the
events-in-charge. booking
Order has beenof done
specifications clientsmaymayaffect
later the
on
preparation
change when he or she realizes there’s incomplete or wrong information in his on
of the events-in-charge. Order specifications of clients may later or
change
her booking.when he or she realizes there’s incomplete or wrong information in his or
her
  booking.
 Hence, incomplete or wrong details in taking order specifications of the clients in
Discussion Hence,
the bookingincomplete
systemormay wrong details
result frominnot taking order specifications
reviewing the whole booking of theduring
clientsthein
Discussion the
actualbooking system
booking may result
process. Unablefrom not reviewing
to correctly the and
identify whole booking
finalize during
client’s the
order
actual bookingmay
specifications process.
be a bigUnable to correctly
loss to any identify and finalize client’s order
catering business.
specifications
  may be a big loss to any catering business.
 Computation for t
Computation for t new ingredients and other event items includes all costs involved
he cost of buying
he costbooking
in the of buying new ingredients
system. Data usedand other event items
for computation includes
are those all costs involved
transactions that the
in the booking system. Data
company has record of receipts. used for computation are those transactions that the
company has record of receipts.
 
35 Stablity Analsysis Factor 02
Factor 02 Availability of Staff / Crew
Problem Delay in booking process time
Potential
Potential Cause/s
Cause/s Unavailability
Unavailability of
of the
the in-charge
in-charge to
to entertain
entertain client
client
Frequency
Frequency 14 times in 2 years and a
14 times in 2 years and a halfhalf
In the existing booking system of Inday Elyssa’s Catering Services and Party Needs,
In the existing booking system of Inday Elyssa’s Catering Services and Party Needs,
there is only one (1) person that is in-charge of whole process – the booking-in-charge.
there is only one (1) person that is in-charge of whole process – the booking-in-charge.
When a client inquires and the booking-in-charge is not yet available, the client has to
When a client inquires and the booking-in-charge is not yet available, the client has to
wait. This is where the delay of the process comes in, because there is only one
Discussion wait. This is where the delay of the process comes in, because there is only one
Discussion booking-in-charge in the company and she is the sole client-entertainer of all the
booking-in-charge in the company and she is the sole client-entertainer of all the
bookings made.
bookings made.
 
 
Cost of delay in booking may approximately 20% of the total amount of every booking.
Cost of delay in booking may approximately 20% of the total amount of every booking.

 
Computation Number of recorded operating months = 30 months
 
Computation

Average Cost of Impact

36 PIECES Framework
37 Summary of Problem Areas
38 Problem Selection Criteria
39 Ishikawa Diagram
40 Failure Mode and Effects Analysis
41 Failure Mode and Effects Analysis (con’t)
42 Failure Mode and Effects Analysis (con’t)
43 Failure Mode and Effects Analysis (con’t)
44 Problem Prioritization Matrix
45 Problem Prioritization Computation
46 Problem Prioritization Basis
47 Analysis of the Problem
1. The tables and chairs and other party event items may not fit
in the event area.

2. Not able to post the booking on white board.

3. Booking details got mixed with other booking and event

details.

4. Not able to review overall booking and event details.

48

Formulation of Options

1. Provide a website with built- 1. Provide website where client can

in mapping process click and unclick orders wanted
1 2
2. Assign designated worker to 2. Install electronic spreadsheet
have an inspection encoding details

1. Providing a feature where

1. Provide reservation function client can thoroughly review
reservation
3 4
2. Providing web based 2. Allow client to recheck more
system sending notifications than once
3. Add checklist
49 Evaluation of Options
50 Evaluation of Options Computation
51 Evaluation of Options Computation
52 Systems Organization Roadmap
53 Proposed Work Centered Analysis Framework
54

Proposed Cross-Functional Chart

Title: Inday Elyssa¶s Proposed Booking System
TIME
RISK/S CUSTOMER BOOKING SYSTEM IN-CHARGE
(min)

Start
INPUTTING CONTACT INFORMATION

Wrong contact information,

Visit Inday Elyssa¶s

Incomplete contact

Catering Services and

Party Needs website
information

Display the ͞Fill up the

Click ³Book Here´ contact information and
Event Details Form´
No food choice marked check

Fill up contact
information and event Click ³Okay´
Wrong food choice,

details
CHOOSING OF FOOD

Click ³Next´
Client
Display pop up menu,
completely
No ͞Please complete the
filled the
needed information ͞
details?

Yes
choices, Client

Direct to
food choice,

Click on displayed food

ng of desired

next page

choices to mark it check next page

CHOICE

16.55
55

Proposed Cross-Functional Chart (cont’d)

Title: Inday Elyssa¶s Proposed Booking System
TIME
RISK/S CUSTOMER BOOKING SYSTEM IN-CHARGE
(min)
Wrong amount displayed
REVIEWING FINALIZED BOOKING

Wrong items displayed,

Review displayed finalized

booking details

Client agrees
with the Display booking Direct to ³Book
No Click ³Change´
details? in the website Here´ Page

Yes
Direct to Next
Click ³Okay´
Page
booking has been made
No notification that a
RECEIVING BOOKING

Read displayed
³Terms and
Conditions´ 0.033

Fill up other important

information needed
56 Proposed Data Flow Diagram
57 Proposed Data Flow Diagram
58 Proposed Data Flow Diagram
59 Summary of Proposals
Option/s
Responsible
Problem Root Cause
Reference Solution Person
Ocular Provide a website for catering and party needs
Tables and chairs inspection was reservation function which has a built-in mapping
and other party not conducted process feature that gives accurate
and event items and there is a Option 1 representations of a particular area, detailing
may not fit in the wrong choice of major roads arteries and other points of interests.
event area. table and chair It allows calculation of distances from one place
sizes to another.
The in-charge  
Not able to post was not able to The website allows the customer to select and
the booking on post / transfer Option 1 choose with just a click on what he needs, and for
white board the booking and example if he clicked the wrong item, he can just
event details simply click it again to unmark it, and allows the
Booking details client to properly review his booking.
Careless erasing
got mixed with   Booking-in-
of the writings on Option 2
other booking and   charge
the white board
event details It provides an advanced feature where the
reservation made by the client will directly reflect
into the electronic spreadsheet once it has been
validated legitimate by the booking-in-charge. It
Reviewing and sends notification of the progress of the booking
finalizing the to the client. Clients are able to know the booking
60

Desktop User Interface

61

Mobile User Interface

62 Entity Relationship Diagram
USER VENUE
OFFICE-IN-CHARGE
EVENT
PK ClientID PK Party Location
sends information PK Menu
noted in PK Type of Event takes place
Customer_name receives information Main Party Area
Food holds Beach Area
Contact_number Date
Drink Client's Choice
Address Time
makes Dessert Venue Lay-out
Email_address
Theme
handles a
agreees
handled by
BOOKING TRANSACTION

Catering or Party
PK
Needs linked to

made by Type of Event

Place of Event denotes
Estimated Number of
Guests PAYMENT INVOICE

PK Downpayment designates PK Payment

indicates denoted by
approved by Amount designated by
indicated by Payment Date
TERMS AND CONDITIONS Total_Payment Amount
ORDER
paid Means of Payment
PK Terms and Conditions
PK Menu comes
corresponds to
Services with
Service Hours Food_name
represented by
Breakage or Losses Event_items
Venue Additional_food
Food Additional_items
Accidents
comes with
63 Failure Mode and Effects Analysis of the Proposed System
64 Cost of Service in the Proposed Booking System
65 Labor Cost

Booking-
in-
charge
Booking-  
in-
charge
66 Material Cost of the Proposed Booking System

Bond Paper

Bond Paper
67 Energy Cost of the Proposed Booking System

Computer

Printer

Wireless
Access Point
(WAP)
68 Work-Breakdown Structure
69 Gantt Chart
70 Precedence Diagram
Duration
Activity Description Precedence
(Week)
Contacting of resource person for an expert-based
A 1 -
knowledge system
Asking for consultation and suggestions considering
B 1 A
the constraints and company’s resources
C Purchasing of the needed resources 1 -
D Developing the proposed system 2 B,C
E Evaluating the activity for the kaizen process 1 D
Identifying the necessary training to be conducted for
F 1 -
the system users
G Plan seminars/trainings/orientation/ workshops 1 F
H Informing the users and conducting the activity 1 G
I Evaluating the activity for the kaizen process 1 H
J Purchase and installing of the software 4 E,I
K Storing of data in the software 1 J
L Utilizing the software capacity and performance 1 K
M Testing an evaluating the software 3 L
N Analyzing of the feedback and areas of improvement 1 M
O Modifying the system 1 N
P Conducting the full-blown system execution 3 O
Q Maintaining the system 1 P
R Evaluating the activity for the kaizen process 1 Q
71 Network Diagram

A-B-D-E-J-K-L-M-N-O-P-Q-R = 21 weeks
72 Cost of Proposed System
73 Cost Benefit Analysis
74 Cost Benefit Analysis
75 Cost Benefit Analysis
76 Key Performance Indicator

Data
Data Accuracy
Accuracy

Average Revenue per

Booking
Average Revenue per
Booking

Process Time
Reduction
77 Summary

▸ Cost-benefit analysis was done to justify how the proposals would

affect the business operations.
▸ With the proposed system design, the company is expected to have
an annual savings of

Php 2,294,865.45
13
with a payback period of

days
assuming that the solutions provided are implemented.
78 Findings
▸ Client’s Order Specifications – In this, there are orders in which
incompletely listed or wrong information being listed. This could
lead to an impact of the estimated cost of:

Php 1, 062, 437. 71 per year

▸ Availability of Staff –Waiting the person in-charge to be done,
results to a delay of the process in the bookings made especially
during peak seasons. Cost of delay in booking may approximately
20% of the total amount of every booking. This could lead to an
impact of the estimated cost of:

Php 1, 487,412. 79 per year

79 Findings

▸ After determining such problems, the researchers came up with

the total cost of impact for the existing booking system which was

Php 2, 549, 850. 50 per year

▸ This cost covers the researchers to come up with the solutions or
proposals that could help eliminate these identified problems.
80 Conclusions

▸ With the development of a web-based system (website) fit for the

nature of the business that gives the best opportunity to minimize
the challenges it is facing with the existing manual booking
system. The Inday Elyssa’s Catering Services and Party Needs has
the capability to implement the proposed booking system and
given the payback period, the amount of investment is reasonable.

 
81

Primary Recommendations

 The web-based application with an online booking system should be

develop in order to address the major problems identified in the

study,

 Appropriate number of workers should be assigned per channel of

the entire booking process.

82

Secondary Recommendations

• Have a training on how to use the web-based application.

• Apply the 5S principle for the improvement of the storage of their
important documents.
• Have a well-defined organizational chart should be made in order to
establish and define the responsibilities of all individuals inside the
organization,
• Management should always motivate and encourage the employees
involved in the proposed system
• Other studies should be conducted in other systems
83

Secondary Recommendations

• Have a training on how to use the web-based application.

• Apply the 5S principle for the improvement of the storage of their
important documents.
• Have a well-defined organizational chart should be made in order to
establish and define the responsibilities of all individuals inside the
organization,
• Management should always motivate and encourage the employees
involved in the proposed system
• Other studies should be conducted in other
End of Presentation