LA BREZA HOTEL - Purchasing System

Introduction

Purchasing System is the formal process of buying goods and services. The purchasing process can from one organization to another. A hotel purchasing manager negotiates contracts with suppliers and manages many elements of the day-to-day operations within a specific location or a chain of hotels. Purchase orders are normally accompanied by terms and

conditions which form the contractual agreement of the transaction. The supplier then delivers the products or service and the customer records the delivery (in some cases this goes through a goods inspection process). Hotels regularly buy supplies of food and beverages from vendors and these food items are sold through in-house shops or in the bar and restaurant. Aside from perishable goods, a hotel purchasing manager must also acquire durable goods such as furniture, bed linen and computer equipment. A manager may enter into negotiations with several firms before agreeing to a supply arrangement. Some types of goods and equipment are bought infrequently in which case supply deals are often one-off events. Other types of durables need to be replaced relatively quickly due to heavy use in which case the manager may enter into a long-term contract with a particular vendor. An invoice is sent by the supplier which is cross-checked with the purchase order and documents specifying which goods have been received. The payment is then made and transferred to the supplier. Purchasing for a hotel can be an arduous task. Maintaining quality while getting the best available price takes time and effort.

Purchasing management professionals must be good negotiators, understand technical product information, have good mathematical ability, understand spreadsheet software, understand marketing methodology, and be outstanding decision makers.

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LA BREZA HOTEL - Purchasing System Project Overview The Purchasing System in the hotel is the proposed system that we want to implement to help what supplies is needed in the different department through computerized and automated. This system has the ability to know what is the need of the Hotel to be purchased in the supplier it provide an accurate information like the quality and quantity. It gives updated information for the user to calculate the needs of the hotel. The user will operate the system with the security to protect the systems overall files and data. It is responsible for the security of users account and purchase reports. The system satisfies the need of the hotel company especially in purchasing the system must have a user to operate and to manage data. This project formulate with a basis interviewing and observing the hotel company for the problem that theyre encountered. So the proponents gain some in formation on the observation to create project features and overview.

1.2 The Problem Domain 1.2.1 Statement of the Problem Ordering the wrong types or quantities. Paying for defective goods or for some items that were not shipped. Making duplicate payments for a shipment.

1.3 Objectives of the Project

Purchasing systems provides for transaction and efficiency. By getting supplies, equipments, and services as of the hotel as

possible by having purchasing controls in place will assure materials purchased that are best suited to the specific needs of the hotel.

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LA BREZA HOTEL - Purchasing System Enough supplies should be on hand, as needed, to avoid any interruption in the delivery of services to the supplies.

Current Relevant Institutional Gaps Theres purchasing system existing in La Breza Hotel the strategy of their hotel in purchasing is a man to man system thats why we come up study how we help them through our purchasing system study.

Improvements/enhancements to the current running systems A purchasing system to them for their transaction will be easy and recorded all the product or materials that they purchased to the supplier.

Requests by users/clientele for systems development initiative They request for the system that will be helpful to them because there is no computerize system in purchasing system yet. A purchasing is easy to use and reliable to them.

1.4 Significance and Scope of the Project To generate the Active and Inactive status for account, products and transaction. Accessibility of various kinds of level administrator and cashier. The manager shall have the authority to extend or renew contracts, previously approved by the appropriate person. The purchase supplies services, and equipment, so long as no other amendments to the terms of the applicable contract are made, without appropriate person approval.

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LA BREZA HOTEL - Purchasing System 1.5 Documentation of Existence and Seriousness of the Problem

Placing the duplicate orders for supplies or materials ordering the wrong types or quantities are paying for defective goods or for some items that were not shipped making duplicate payments for a shipment.

1.5.1 Documentation of current system/s Only records and receipts their documentation

1.5.2 Problem/s identified with the existing systems There is a placing duplicate orders for the supplies or materials. In ordering the wrong types or quantities by paying for defective goods or for some items that were not shipped in making duplicate payments for a shipment.

1.5.3 Process models of existing systems contributing to the problem

1.4.4 Data models of these existing systems

Hotel

Purchased

Supplier

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LA BREZA HOTEL - Purchasing System

1.5.5 Data (or any form of statistics) that may be relevant to prove existence and seriousness of the identified problems We dont have come up document of the company so that we have any idea whats the existence in seriousness problem of their company because of their privacy.

1.6 Review of Existing Alternatives

1.6.1 Description of how users/clientele currently scope with the problem. They are patient to use a man to man strategy because they have no choice but they carry because they are already knows.

1.6.2 Assess the best available resources for addressing the problem. The best way to solve problem is to have the system that will connect to all the department of the hotel so that they will easy to know the needs of their department and also to have a connection through system to the supplier.

1.6.3 Describe how you propose to take advantage of existing and current best practices in your project. To help their transaction to the supplier through computerized system as a whole means all the department are include so that they will know what is the materials needed in the hotel.

1. Statement of objectives Goals and objectives of your proposed project with measurable outcomes To be able to apply all the knowledge that we learn from our academics learning and also to innovate and improve the existing system to make their process easy to use and reliable for them through information system.

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LA BREZA HOTEL - Purchasing System Itemized list of deliverables of the system with respect to the functionality of the system user and management reports: It will function by user documentation and the reports according to features of the projects.

Reasons for choosing the proposed project? This proposed project is not our choice but this is destined for our group to do the Purchase System its all about the materials using the hotel. as IT student we must to study it by using the knowledge that we have for the past system that we did before, it is a big challenge to for us to proposed this project to enhance the ability and the skills that we learn in this school. Your strategy for getting started: We will conduct some surveys and interviews to gather some information that we wanted to know about their company and some strategies on how to

manage their transactions. We plan that every member of the group must be responsible and give the full commitment in this project so we come up meeting that every week we will have the evaluation for what is happening to our research project. We will have meeting for the entire section for the project manager so that we start to conduct interview for the company. As a group we have different task to do and we are responsible for each other so we always remind our group mates time to time.

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LA BREZA HOTEL - Purchasing System

Review Related Literature Several studies have quantified it. One was conducted in Chicago's Andersonville neighborhood by the firm Civic Economics. The study analyzed ten locally owned restaurants, retail stores, and service providers and compared them with ten national chains competing in the same categories. The study found that spending at one of the neighborhood's independent businesses created in additional local economic activity, the chain produced only worth of local impact. The difference was due to four factors Local Payroll. The locally owned businesses spent a larger share of their revenue on local labor because they carried out all management functions on-site, rather than at corporate headquarters. Procurement the local retailers spent more than twice as much buying goods and services from other local businesses. They banked locally hired local accountants, attorneys, designers, and other professionals; advertised in local media and sourced inventory from local firms. Profits because their owners live in the area, a larger portion of the local retailers profits stayed within the local economy. Charitable giving the local retailers donated more on average to local charities and community organizations than the chains did. Added dollars circulating in the local economy translate into a larger number and wider variety of available jobs. The implications of the local premium for how cities approach economic development are significant. Not only do bigbox stores eliminate more retail jobs than they create but they reduce local economic activity and job creation in other sectors. Conversely, expanding local businesses generates substantially greater economic benefits.

Local Literature of Purchasing System

Economic Impact of Local Business the following studies have found that locally owned stores generate much greater benefits for the local economy than national

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LA BREZA HOTEL - Purchasing System chains. This study examines the local economic impact of two locally owned businesses compares this with the economic return the community would receive from a Borders Books store. The study finds that spending at Borders creates worth of local economic activity, while spending at the local stores generates in local economic activity. The difference is attributed to three factors: a higher local payroll at the independent stores the local stores purchased more goods and services locally and the local stores retained a much larger share of their profits within the local economy. Traditional ERP systems are enablers of business activities, including supply chain, largely through their vast number of touch points. They do not have the capability to make plans so that demand is fulfilled with the least amount of cost through supply side activities. On the other hand, specialized SCM systems try to come closer to close the gap between supply side activities and demand side activities. The limitation here is that they do not have enough intelligence or flexibility to cope with the tremendous amount of data, activities, and other considerations which are part of today's big businesses. CRM systems are just one part of the equation in that they only take care of the demand side of business activities, so they do not help to match the supply side to the demand side in a cost-effective manner. Fortunately, there is one tool which beautifully captures this lofty goal of matching supply side with demand or is at least capable of doing so. At some places it is called advance planning at others it is known as supply chain optimization or advance scheduling. Regardless of what the tool is called nowadays many software vendors are trying to make their own versions to do almost the same thing, such as matching the supply side activities with demand side activities and trying to make the two balances. Some vendors have been able to achieve some success with their tool, but many others are still figuring out how to achieve it. They will call this tool advanced planning and

optimization (APO). In fact, an APO tool enables the business to gear all its activities in tandem with the customer requirements. Several notable benefits come from an optimization tool. It enables businesses to know how and when to

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LA BREZA HOTEL - Purchasing System fulfill orders and forecasts to get the best efficiency. It makes a business flexible and helps attain the best optimization of material resources. Ultimately, optimization results in massive savings in operation costs. APO starts from looking at the orders and forecasts and then mixes and matches similar ones. When required, it divides orders and forecasts into sub-orders and sub-forecasts and again mixes and matches those that are similar. Matched orders, forecasts or sub-forecasts and sub-orders are then combined for the purpose of planning distribution or production or for any other business plan. The APO defines distribution, production or any other constraints in addition to capacity and availability of resources. The APO also defines lead times, order priority, and other fulfillment requirements. Once all the constraints priorities capacity from the supply side are determined the system calculates against the bundled orders and forecasts and comes back with the most suitable production distribution or any other plan. This plan may contain groupings of common production operations. In other words, multiple products that require the same production operations are combined into a single production order. Thus the planning data that comes out of this kind of tool is then fed into various execution systems like production execution, distribution execution, warehouse management, inventory control. Whereas other systems act as enables to do the business activities. This optimization tool works as the brain behind all supply chain activities. Most optimization tools are constraint-based programming, genetic algorithm-based computing linear programming. It is interesting to note that most of the big ERP and SCM vendors use an algorithm developed by a single company to achieve this optimization functionality. Linear programming is good for small and less complex kinds of problems. However, it does not give satisfactory performance in complex situation because the number of perform calculations increase in geometric proportion to the problem's increased complexity. The best bet is genetic algorithm-based computing. This technique does not need the user to define any rules in order to perform any necessary calculations. The number of calculations required to

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LA BREZA HOTEL - Purchasing System perform operations are fewer when compared to other techniques. Genetic algorithm-based computing is also transparent to the user as it does not need any user input and performs well in complex situations. Consequently, optimization tools which use genetic algorithm-based computing are the best performers of the lot. Because of the tremendous capability of the advance planning and optimization tool, businesses can witness massive savings by optimizing their business processes. These savings can be as high as 200 percent and, in most cases. Foreign literature of Purchasing System

A new study produced to found that on a dollar-for-dollar basis the local economic impact of independently owned businesses in Portland is significantly greater than that of national chains. MECEP found that every spent at locally owned businesses contributes an additional to the local economy. By its comparison spent at a representative national chain store in Portland yields just in local economic impact. Jobs are the most pressing issue on everyones mind. Because locally owned businesses keep their profits in the community and are more likely to purchase goods and services from local sources, consumer spending at these businesses has a multiplier effect that increases local economic activity and creates jobs. The study finds that changes in consumer spending choices can add up to sizeable economic benefits for the region. Based on retail sales figures shifting of consumer spending in Cumberland County from national chains to locally owned businesses would result in an additional million in economic activity supporting new jobs and generating over million in wages. MECEP relied on financial data provided by 28 independent businesses in Portland and information obtained from corporate filings for a representative national chain to model local economic impact. Previous studies of the economic impacts of local businesses in other locales have produced similar findings. The study was commissioned by the Portland Independent Business & Community Alliance (PIBCA), the nonprofit organization behind Portlands buy local

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LA BREZA HOTEL - Purchasing System campaign. Until now we have had to rely on studies from other states to make the case that choosing locally owned, independent businesses generates significant benefits for our regions economy. Not only a locally owned business but we make our products right here in the shop. The proprietor of the Portland clothing and accessories store we provide a lot of added value to the local economy, because so much of the cost of our goods goes to the wages of the artisans, who in turn spend their money in the community. Thats not the case with national chains, where its hard to find anything made in America, much less locally. When a customer gets a movie at Video port, the majority of what they spend goes directly into the local economy through our payroll, rent, utilities, and local taxes. Our success has been built on the strength of supporting and being supported by other local businesses as well as individuals in our community. Relationships are built, friends are created and our community flourishes. The Maine Center for Economic Policy was with the mission to promote a sustainable and equitable economy through analyzing and proposing solutions for Maines economic and fiscal challenges. The World Bank supported the training which included a six-month course in Dhaka as well as eight weeks study in the UK. The Institute was contracted by the Central Procurement Technical Unit (CPTU) of the Ministry of Planning in Bangladesh to develop the programmer to ensure a high level of competence of staff. An event was held at the British High Commissioners residence in Dhaka to present certificates to successful participants. The country director of the World Bank, CIPS representatives and key stakeholders were all there to help mark this achievement. The programmer took just nine months to complete and those who passed not only gained full membership of CIPS (MCIPS), but also completed a top-up master element and were awarded a Masters degree from BRAC University in Dhaka. In todays global economy, success is not possible unless a companys supply base is competitive on a worldwide basis. Successful companies do not limit their sourcing horizons to national borders but seek to find and establish

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LA BREZA HOTEL - Purchasing System sound working relationships with the best suppliers in the world, foreign and domestic. International purchasing cannot be a stand-alone process. It must be integrated with the overall purchasing strategies of the company. However, this requires skills and knowledge that are not often present in purchasing departments. Success also requires intra company linkages among purchasing, finance, and logistics that often do not exist in companies with purely domestic supply chains. The American Productivity & Quality Center (APQC) teamed with Dick Locke of the Global Procurement Group to conduct a consortium benchmarking study to identify best practices and emerging trends in international purchasing and global procurement. The goal of the project was to enlighten companies seeking to find, select, engage, and manage the worlds best suppliers by sharing the practices of companies that are world leaders in international purchasing. Purchasing internationally, like many international business skills, is not well understood in the United States. This is because the United States, with the worlds largest economy, does a relat ively small amount of importing and exporting when measured as a fraction of the countrys Gross Domestic Product (GDP). In the United States imported and exported approximately percent of its GDP. This was the lowest percentage among major industrialized nations of the world. In comparison Japan traded 29 percent of its GDP Germany 38 percent, Taiwan 61 percent, and Singapore an amazing percent. As a result of the relatively low level of importing, training for importrelated issues is not well developed in the United States. This lack of training and information has caused international purchasing to be seen as mysterious and fraught with hazards. One frequently heard myth is that international purchasing should not be done unless a buying company can achieve 30 percent savings. This was published in a book sponsored by the National Association of Purchasing Management industry is largely built on imported components and assemblies. While international purchasing is not as mysterious as its reputation would indicate, it does require skills that are not usually taught in business schools, and it does pose hazards that do not occur in domestic purchasing. This study identified the tools companies use to locate potential supply sources

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LA BREZA HOTEL - Purchasing System and examined differences in the techniques used by companies to evaluate foreign and domestic sources. It also looked for differences in their legal approaches to domestic and international procurement. Successful companies have a conscious goal to look for the best sources in the world. Excellence as it relates to suppliers includes technical considerations as well as quality and cost. Best-practice companies certify suppliers in the house sometimes in conjunction with ISO standards or third-party qualification. Environmental standards are a significant concern among best-practice companies. Best-practice companies strive to have legally enforceable contracts with their suppliers. These contracts are used to compel compliance through arbitration or the threat of lawsuits, although disputes are rarely settled in court. The best way to locate good sources is to have employees in the suppliers country. Best-practice companies evaluate potential foreign suppliers the same way they evaluate domestic suppliers. They measure and manage existing foreign and domestic suppliers using the same criteria consistently throughout the organization. Best-practice companies achieve credit terms with their suppliers and rarely use letters of credit. Channel Management There are many ways to buy from a foreign supplier. One way is to purchase from the suppliers wholly owned subsidiary or independent representative in the buyers country. In the electronics industry this was the dominant method employed until approximately 15 years ago. Another method involves the buying company setting up a purchasing office in a foreign country. The office may handle purchase orders but is always involved in locating potential sources. These offices are often called International Procurement Offices (IPOs) but

many companies use other names. In some companies the name IPO carries with it baggage from past problems and is therefore avoided. For the purpose of this study, however, the name IPO will be used in reference to procurement offices. A third method of buying from a foreign supplier is to deal directly with the supplier without any intermediaries. This is becoming more popular as dealing

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LA BREZA HOTEL - Purchasing System internationally becomes easier and more familiar. Many other alternatives are employed, such as brokers, third-party IPOs, and other sales agents. In the past, selling companies often dictated which channel a buyer must use. However, this has always been negotiable, and many purchasing companies have been able to choose the channel that makes the most sense for them. This study showed the channel of choice for best-practice companies and looked closely at the functions and structure of the IPOs they operate. Ordered directly from suppliers is the preferred order channel among best-practice companies. They rarely use independent representatives. IPOs perform diverse functions with diverse staffs. There is no consistent method of funding IPOs. Different expectations lead to different fund methods Risk Management There are perceived risks in international procurement that are not present in domestic procurement. On major risk exchange rate fluctuations at minimum make pricing uncertain over time. Hedging can reduce this uncertainty, but hedging has its own hazards. Failure to buy according to forecast can lead to significant unexpected gains or losses when hedge contracts are put into place based on the forecasts. Another danger of exchange rate changes is that they might make a supplier selection less than optimum if the suppliers currency strengthens relative to t he currency of its competition. This study addressed how these issues are handled by the partner companies. The second major investigated risk is political uncertainty. This uncertainty is frequently mentioned as a significant concern for companies, and the study examined how many of them deal with it. Best-practice companies are flexible in selecting which currencies to use in purchasing. Best-practice companies forecast exchange rates and act accordingly. Purchasing sometimes does not absorb the consequences of missed purchasing forecasts when hedging. Best-practice companies analyze political risks on an ad hoc basis and other risks more formally. International cellular phones can free you from the inconvenience of being chained to a hotel or pay phone while providing reliable and yes, even an economical way of calling back home while studying abroad though be prepared to either purchase or rent a second phone because standard domestic models Page 14 Project Study 1

LA BREZA HOTEL - Purchasing System don't work overseas and here's why some countries drive on the other side of the road. Some countries use different TV systems and unfortunately most countries use a different type of cell phone service. Europe and much of the world adopted a common cell phone standard called Global Service for Mobile (GSM). Equally important Europe, Africa and Asia not only had the foresight to adopt the same cell phone standard, but they also decided that their cell phone networks would operate on the same frequencies. This explains why the same cell phone that works in London will work equally well in Johannesburg, Beijing and Sydney. Most countries around the globe more than last count - have adopted the GSM wireless technology and if you plan on studying overseas, outside of North America and want the convenience of carrying a cellular phone, then you're going to need a GSM cell phone. The United States did not standardize and consequently competing wireless standards emerged from the various wireless carriers. Just so you know the names, in the US our cell phone service is most likely to be the CDMA type or perhaps TDMA or even While there are some North American GSM cellular providers they unfortunately operate on a different frequency then is used abroad however there are some multi-band world phones now available through these US carriers. The international roaming rate for this service can be measured in dollars per minute though you will be accessible on your US number while overseas. A GSM cell phone can be rented for typically $29-$59/week with per minute charges ranging from your incoming and outgoing calls. If you travel infrequently and your stay is less than a week then this may be the best option even with the outrageous per minute costs. However with most study abroad programs lasting 1-3 months you would need another student load to simply pay off your phone bill. To really take advantage of a cell phone overseas and not need a second mortgage on your house you will want to purchase your own GSM cell phone and a local prepaid SIM card for your next international destination.

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LA BREZA HOTEL - Purchasing System This is usually the best option for students studying overseas. Unlike typical cell phones in the US, GSM world cell phones do not come with phone numbers programmed into them and the actual service is not even tied to the phone itself. Instead customers activate their mobile phones by popping in socalled SIM cards, little thumbnail sized devices that determine your cell phone number and any additional service like voicemail. A pre-paid SIM card for each country you visit, gives you a local phone number and local calling rates are usually a low 25 cents/minute. It is easy convenient and relatively inexpensive for you to call other people in the country you're visiting and easy and normal for them to call to you on your local number. You can replenish your airtime on the SIM card by purchasing an airtime voucher in one of the local currency denominations. They are available at most newsstands, kiosks and convenience stores. The airtime vouchers are scratch cards that have a pin code which you simply key into your phone for immediate credit. In summary with a prepaid cell phone you have a cost effective way of staying in touch with no bills, no roaming charges and no hassles.

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LA BREZA HOTEL - Purchasing System 3.1 Software Requirements Specification

REFERENCE Supplier

PRIORITY High

SUPPLIER REQUIREMENTS Automated administration task covering the whole supplier and selection process

Supplier

High

Online purchasing of internal and external suppliers

Supplier

High

Suppliers data help in stand-alone database with secure access and linked to corporate website

Supplier Supplier Supplier

High High High

Part of the HR database Requisition Automatically create request from employees known leaving date

Supplier Supplier

High High

Review amend request Create, edit and authorize supplier requisition

Supplier

High

Library for quick supplier requisition or description templates

Supplier Supplier Supplier Supplier

High High High High

Links requisition with job description Posting quering to authorization Manage all open requisition Supplier tables listing supply and links supplier description and further information

Supplier

High

Direct posting of supply towards external and external candidates

Supplier

High

Email [LATEST] supply to fall or selected supplier

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3.1.1 Introduction

The Hotel Purchasing System engaged in a variety of purchasing-related activities where leveraging purchasing power or influence or sharing best practices makes sense. In some cases, these collaborations have led to millions of dollars of savings and new opportunities. A good Purchasing Systems provides for economy and efficiency. Besides getting supplies, equipment, and services as economically as possible, having purchasing controls in place will assure materials purchased are best suited to the specific needs of the municipality. Enough supplies should be on hand, as needed, to avoid any interruption in the delivery of services to the public. Coordinating purchases with cash flow to ensure cash is available to make payments for goods and services when due is an objective of a good purchasing system. Such a system provides enough documentation of purchasing transactions to meet the needs of the city's bookkeeping system and assures that only those purchases authorized by the budget are made.

3.1.1.1 Goals and Objectives The goal and objectives of purchasing is to provide efficient and responsive procurement services and to obtain high quality goods and services at reasonable costs. This service is provided to faculty, staff, instructional, research, and public service programs. Our strategic goals are To procure as efficiently as possible. To provide continuous training and education to customers. To provide knowledgeable advice and consulting. To identify vendors who meet internal customer needs at reasonable prices. To process documentation within reasonable timeframes.

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LA BREZA HOTEL - Purchasing System To minimize disputes between internal customers and vendors.

3.1.1.2 Statement of Scope

Throughout this section accommodation is interpreted in a wide context to include any premises where any of the housekeeping, reception, maintenance and cleaning services have to be provided on a larger scale than in a domestic dwelling. The establishment need not necessarily include sleeping

accommodation. In its simplest sense, accommodation is taken to be the provision of shelter, that is, four walls and a roof. Thus accommodation management is taken to include:

The provision of accommodation to suit the purpose and the needs of the users. The selling, marketing and promoting of accommodation. The care, maintenance and security of the accommodation. The care, well-being, satisfaction and comfort of the accommodation user.

The accommodation industry may classify establishments into two groups according to whether the aim is to make a profit, or purely work with the constraints of a budget and maintain a break-even situation making establishments such as hotels, restaurants and contract cleaning companies.

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LA BREZA HOTEL - Purchasing System 3.1.1.3 Software Context

This is seeks to ensure that students are equipped with the basic IT Applications knowledge for further study and for use in management or business settings related to their industry. This is provides an introduction to the basic principles of food preparation, including safety, and sanitation. This will cover the Fundamentals of nutrition, cookery, cooking methods and food preparation to enable them to make informed decisions about all aspects of food production. The components of purchasing, receiving, storing and issuing food are analyst as they relate to menu planning. The creation of menus is demonstrated for a range of catering outlets and consumer requirements. The paper includes a basic evaluation of food cost and wastage in relation to kitchen accounting. This is provides the practical component associated within the Food Production. The teaching methodology is such that the required to place them in the position of a Chef faced with making a range of decisions related to food and kitchen service, which not only tests theoretical knowledge of the subjects but enhances their ability to make informed and appropriate decisions based on that knowledge.

3.1.1.4 Major Constrains

The Java system will use the Microsoft java eclipse which requires a Web server supporting the technology.

3.1.2 Usage Scenario 3.1.2.1 User Profiles Administrator Owner Employee System Web server

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LA BREZA HOTEL - Purchasing System 3.1.2.1 Use Profiles Logs onto System Request by Department Date request Date approval Date delivered Update request View report Print invoices Payments Receive payment Purchased materials

3.1.2.2.1 Use Case Diagram

Date Request

Date Approval

Log onto System

Date Delivered

Request by Dept.

View Report

Update Request Print Invoices Purchased Materials Payments Receive Payments

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LA BREZA HOTEL - Purchasing System 3.1.2.4 Use Case Description

Use Case : Log onto system Primary Actor : Supplier Goal in Context : To access the system Preconditions : The supplier has a valid password & user name Trigger : The supplier needs to access their system to perform their needs

1. 2. 3. 4. 5.

The system prompts the supplier for their job. The purchasing needs request report from procurement. The system sends the user name to the web server The system sends the request back to the suppliers The supplier gives the access to the system to perform their job

Use Case : Request supplier Primary Actor : Administrator Goal in Context : To supply their hotel needs Preconditions :

1. 2.

Priority the request first The request is delivered

Trigger : The supplier needs to sure that their request is delivered Scenario : 1. 2. 3. 4. 5. The hotel calls the supplier for the update The supplier logs onto system The supplier selects for the new account Checking for the request The account is created

6.

The hotel information entered to the system

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LA BREZA HOTEL - Purchasing System 7. 8. The system sends the account for the information The hotel receives the verification form that they their supplies received

Use Case : Date request Primary Actor : Supplier Goal in Context : To enter the request form into the system that will appear on a given date Precondition : The user has a valid request Trigger : The hotel must have an event so that they need to be reminded of Scenario : 1. 2. 3. 4. 5. The supplier logs onto the system The supplier selects daily reminder from the main menu The supplier selects new daily reminder The system prompts the supplier for the date reminder Just in case the reminder date is not already past system prompts the hotel for their reminder message 6. 7. 8. The supplier enters the message reminder The system stores all information coming from the hotel The hotel receives the verification for the reminder to be recorded

Use case : Date Approval Primary actor : System Goal in Context : To show the supplier date approval Precondition : The date approval has been entered Trigger : The date approval has been received Scenario : 1. The supplier logs onto system

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LA BREZA HOTEL - Purchasing System 2. The system request for the supplier reminders from the web server 3. The hotel acknowledge the reminder

Use Case : Date Delivered Primary Actor : Supplier Goal in Context : To access their account information Precondition : The account exists Trigger : The supplier needs to have their information when the supplies are delivered Scenario : 1. The supplier logs onto system 2. 3. 4. The supplier must select the account information from the system The system prompts for the day delivered A report of those record is displayed on the screen

Use Case : Update request Primary Actor : Supplier Goal in Context : To update their request Precondition : The update request is verified Trigger : Those request are not yet updated Scenario : 1. 2. 3. The supplier must need to log onto system The supplier selects to edit account information from the system The system prompts

Use Case : View Report Primary Actor : Supplier Goal in Context : To view their reports weekly Precondition : Those report are updated

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LA BREZA HOTEL - Purchasing System Trigger : An employee must know the every report of their company Scenario : 1. 2. The supplier need to report the company The supplier sends the information of the products for the web server

Use Case : Payments Primary Actor : Company Goal in Context: The company are mandated to pay the materials that purchased to the supplier Precondition : The supplier required collect the payments Trigger : Company decides to view the payments of information Scenario : 1. 2. 3. The employee of the company log onto the system The employee of the company must know the payments The employee updated information of payments through web server

Use Case : Receive payments Primary Actor : Supplier Goal in Context The supplier obligation is to receive the payments Precondition : Supplier receive the payments Trigger : Hotel purchasing system set the date that when payments receive Scenario: 1. 2. Supplier logs onto system Supplier enter the dates and when they delivered

Use Case : Purchased Materials Primary Actor : Company

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LA BREZA HOTEL - Purchasing System Goal in Context : Every department of the company they have needs the products or materials Precondition : The company purchased the materials needed Trigger : Company known the needs each department & their materials purchased Scenario : 1. Every department should send their request of their need and the purchasing management system are in charge to provide their request immediately

3.1.2.4

Activity Diagram

House Keeping

Food and Beverage

Services

Procurement

Purchasing Suppliers

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3. 1.1.1 Data Model and Description

3.1 Data Object

Request Data Object Employee Name Employee Identification Position Identifier assign by department Department Department that the employee has been assign Needs Identifier their request Quantity Identify the number of their needs Status Indicates if it is delivered or not Date of Last Request Identify their last request of their needs Department Identifier what department it is Request by Identify the person who are requesting ID Number Employee Identification Date Needed Indicates if it is immediately need Date Request Indicates if it is approved Date Delivered Indicates if it is received

Employee Data Object User ID Unique number assigned to the employee Password The employees password to log on to the computer system First Name The employees first name Last Name The employees last name Position Job classification of the employee

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Phone or Local Number Phone number for the room Room Boy Assign Identify the person who in charge in the room

Bill Data Object Bill Amount Purchased are issued by request in every department Customer ID Identifier the number of employee Date Purchased The date of receive the request Date Delivered The date of received the request Bill Paid Amount that has a particular purchased Date Paid The date paid was purchased

3.2 Call Sheet Data Object Customer ID Identifier the number of Employee Date The date of sending request Date Purchased The date of receive the purchased Date Delivered The date of receive the request Date Paid The date purchased was paid

3.1.3.2 Relationships

For the different department of the Hotel they have requisition account to send their request what the needs of their department. Since the Hotel has a different department a one-to-many relationship exist and also true that a hotel and department cannot exist alone in the purchasing system. In general all department requests has no need to have purchasing system. A different department so a one-to-many relationship exists. Every department can request as much as they need a requisition data object is created for every

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department. A department without requisition cant received the need of their department. An employee in every department may add their request a requisition object will be created for different department of the hotel to inform what is the materials that they need to replace and what is needed.

Rooms Data Object

In every room of the Hotel there is certain things they need. The one-to-one relationship is exists because a room will have a customer that have need in every checking.

Bill Data Object

In every department request there is always a bill that we need to pay in every purchased the one-to-one relationship.

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3.1.3.3 Complete Data Model

Employee Name: Position: Department: Needs Material: Quantity: Status: Date of: Last Request:

Department By: Request By: ID Number: Date Needed: Date Request: Date Delivered:

User ID: Password: First Name: Last Name: Position:

Room Number: Location: Phone/Local Number: Room Boy: Assign:

Bill Amount: Customer ID: Date Purchased: Date Delivered: Bill Paid: Date Paid:

Customer ID: Date: Date Purchased: Date Delivered: Date Paid:

Relationship Diagram for the Requisition Purchasing System

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3.1.4.1

Class Diagram

Request Data Object Employee name Position Needs or Materials Quantity Status Date of Last Request -

Data Object Room no. Location Phone or local Number Room boy assign

Supplier Data Object Department Request by ID number Date needed Date Request Date Delivered

Employee Data Object User ID Password Last Name First Name position -

Bill Data Object Bill amount Customer ID Date Purchased Date Delivered Bill Paid Date Paid

Call Sheet Data Object Customer ID Date Date Purchased Date Delivered Date Paid

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3.1.4.2

Software Interface Description

3.1.4.2.1 External machine interfaces The software is not capable of printing invoice only reports can print by manage or by an email. 3.1.4.2.2 External system interfaces The online purchasing system will communicate with a web server on the internet access through a high speed network such as Globe Tattoo, Smart Bro, Sun Broadband and PLDT MyDSL, Wi-Tribe. 3.1.4.2.3 Human Interface The web shall permit complete navigation using the key board alone in addition to using laptop and keyboard. Aside on that since the technology today is now very popular there some devices that the customer can use to create a purchasing by using their tablets and cellular phone.

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3.1.4.3

Report

3.1.4.3.1. Purchasing of Reports

Receive Order Approve Order Raise Charges

Valid Scan Order Enter Details

Dispatch Goods

Valid Order?

Invalid

Recent Order

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3.1.4.3.2 Layout of Reports Purchasing

Log-in

Request from procurement

jaSend request to supplier

Sending

Successful send

Notification

Confirmation

Not send

Delivery Receipt

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3.1.4.3.3 Data Dictionary Reports

Send Request from Department

Front Disk

Sending to Procurement

Supplier

Purchased

Confirmation

Delivery Receipt

Llll

Inventory Records

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3.1.5 Behavioral Model Description 3.1.5.1 Description of software behavior Events Class event Log-in to system Reports for product or materials Print reports Log-out to the system

Administrator Administrator Administrator Administrator Administrator Administrator

Custodian Custodian Custodian Custodian Custodian

Class Event Log-in to system Checking supplies record Viewing the key person report Log-out the system

Key Person Key Person Key Person Key Person Key Person

Class Event Log-in to the system Checking supplies record Viewing the key person report Log-out to the system

3.1.5.1.2 States Administrative States Log-in Check Pre-check Log-out Description Administrator log-in on the system Administrator checks he supplies Administrator review again the supplies Administrator log-out on the system

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Employee Log-in Viewing

Verify

Log-out

Description Log- in on the system Employee can view the request report of supplies coming from admin Employee verify the states of the supply on the warehouse Employee can log-out on the system

3.2.5.2 State Chart Diagram

Start

User

Password Password = Correct Received Request Approved Employee Name Sending Request Approved Purchased Date Paid Waiting Date Delivered

Date Purchased

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3.1.6 Restriction , Limitations, and Constrains

The system should be integrate within existing LAN structure such and with the existing system such as database management system

All java code shall conform to java eclipse 1.3.11 standard All server side code shall be written in java eclipse Mozilla Firefox on more recent versions

3.1.7 Validation Criteria

The software validation is a requirement and design specifications that are to identify and resolve software problems. This is the process of evaluating software during or at the end of the development process to determine whether it satisfy specified requirements. It ensures that the product is actually meets the user needs, and that the specifications were correct in the first place and it ensuring that the product has been built according to the requirements and design specifications.

3.1.7.1

Classes of Tests

Unit testing will be conducted on all software subsystems Daily reminders Viewing and editing information Viewing and printing reports Logging on to the system Viewing and printing invoices

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Test cases for testing will be based on equivalence categories. This category will include values that lie on and around the boundary values of a function. To test the service-oriented applications, automated and specification-based test generation and test collaboration and necessary. This is to define the specify test concepts and relationship from two aspects.

Acceptance will be conducted to test design such as test data, test behavior, test cases and test execution for the schedule and configuration. Completeness and consistency and therefore checking can be performed on the data partitions and data values.

3.1.7.2

Expected software response

The software should display an appropriate error message testing the expected results from your system when face it situation when there are errors in the input are specified.

The software should be capable of deleting a customer record

3.1.7.3

Performance Bound

The system are useful they provide information about the efficiency to defined the ration of achieved performance bound The system will provide access to the database management system to be developed to automatically insert performance estimation code into a given input.

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Glossary Account = This is a reference for all the information related to the client or suppliers and billing information Administrator = A person on the administrative for the client Browser = A software application used to locate and display information Customer = Another name for the client Daily Reminder = A system allows the customer or client to select a date upon which a message will appear on the computer screen when the customer logs Purchased = A customer buy materials Deliver = To received the purchased Invoice = the bill is sent to each customer if delivered Issues List: Why should purchased have a access purchasing hotel? What is the minimum in your department? Why should there be expected software response?

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