Catering Management System

For Villa Salud Catering Services

In Partial Fulfilment
Of the Requirements for
Software Engineering and Advance Database

Proponents:
Ronilo Mendoza Jr.
Lea Zurbito
Gesriel Resus
Jefferson Pagaduan

Michael Pinero
SE PROFESSOR

Mark Frederick Salonga

ADBASE PROFESSOR

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CHAPTER I
1.0 Introduction
Todays technology is continuously growing, improving and evolving. In line with
this, the use of systemized processes have grown and these processes have been very helpful
and critical in the worlds daily activities and make our work and tasks easier. Though the
demand for better and faster technology is never ending, we have been able to break the
limits that we formerly could not even tap. Companies and businesses of different kinds have
already been using and improving their services because of the systems they are using.
Employee Management makes it easy to check and track human resources at the press
of a button. It makes the system easy to monitor and manage employees from a different
location. This system helps in supervising employees work report and productivity.
(Employee Management Weberp4) Retrieved from http://www.weberp4.com/officeautomation-applications/employee-management.html
Imagine having every essential piece of information about your projects and clients neatly
organized in a single system, easily accessible at all times from a single dashboard. That
centralized insight is what a good employee management system offers. NE Vogt D. (2016,
February 19) Employee Management System: Why and How to Start Using One. Retrieved
from http://blog.hubstaff.com/employee-management-system.

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1.1 Background of the Study

Villa Salud is a catering service located in #229 M.L.Q. St. Purok 3 Brgy. New Lower
Bicutan, Taguig City. It was established in December 8, 2003 by Mrs Elizabeth Reyes Rafael
and Mr Ernesto Rafael.
Villa Salud get their clients through phone calls, TV advertisement, website, Facebook
page and by referrals. Villa Saluds office gives choices or packages which the client can
choose from. Villa Salud cater all sorts of events (e.g. Birthdays, Wedding, Kiddie Parties,
Debuts, Baptismal and Seminars) whether it be indoor or outdoor events. Villa Salud reserves
the events in a big calendar. Villa Salud average almost 60 events per month with seminars
and 20-30 events without seminars. Villa Salud has 5 departments, Kitchen Department,
Service Screw Department, Office Department, Security Department, and House Keeping
Department. Villa Salud has an estimate of 40-50 staff, 100 waiters, and 150 helpers. Villa
Saluds employees are on-call except for the Office Department. Villa Salud uses separate
Columnar Books in scheduling employees from different Departments. Villa Saluds
employees salaries are given weekly except for the Service Crew Department who earn their
salaries per duty. Villa Salud accepts payments through Cash and Down-payment basis. As of
now, Villa Salud continuously grows and improves its services as it gains more and more
credit and high quality service.

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1.2 Business Process

Client Prospecting
Villa Salud obtains most of their clients through their TV advertisements, website, the
website only shows the packages, services and contact numbers but they do not show the
prices of the said packages and for the Facebook page where the client and Ms Camille
Rafael from the Office Department representative can only talk about the services. Villa
Salud also relies heavily on referrals from their regular clients.

Inquiry
Inquiry can be done in two ways. The former, directly going to Villa Saluds office as
a Walk-In Applicant. The Applicant can ask an office representative about the services that
Villa Salud offers. The Office representative gives the client the packages available to the
client and lets the client decide on what choice of package the client would like to avail. The
latter, would be contacting Villa Salud via their local hotline number and cell phone number.
Villa Salud also has their own Facebook Page should they find the convenience of contacting
them on the net.

Scheduling of Event
After the clients had inquired and confirm their plans to have their event catered. The
Office will get the date, the package, and the venue that the client wants. For indoor events,
Villa Salud provides Villa1 and Villa2 that can accommodate 100 guests, Second Floor for 75
guests and Swimming Pool Area for 50 guests. For outdoors events, Villa Salud let the client
choose their venue, but the client will have to pay an additional P1000 for venues within
Taguig City. If the venue is outside of Taguig, the additional fee will depend on the location.
If the venue is still too far away (e.g. Transportation via Sea & Air) the client must pay for
the Service Crews transportation fee. If client and the office had cleared all informations, the
client signs the contract and can pay either cash or down payment. Lastly, the Office reserves
the date in their big calendar where all the upcoming events information are only written and
then the Office department summarize the upcoming events in Microsoft Word and will print
copies to be distributed to the other Departments which often times causes problems when
the said copies are lost or misplaced, ripped, or wet. Villa Salud also uses Excel in auditing
their transactions.

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Scheduling of Employee
All of Villa Saluds employees are on-call except for their Office Department who
have their duties every day. Villa Salud deploy an average of 2-3 waiters, together with the
supervisor per event. The helpers are only assigned during outdoor events but the number of
helpers depends on how many materials are to be used and how many packs of food are
needed. The Office uses separate columnar books for each department. These columnar books
contain all employee information including their contact numbers, schedule of availability
and address. The HR gets the employees columnar books and look for available employees.
The HR scan and call employees one by one either active or not with a maximum of five
calls. The HR and the Office takes too much time in this process in finding employees
status/availability to complete the list/roster of employee. All the employees schedule must be
settled 3 days before the event.

Checking of Materials
Every event will have a certain call time whether it be outdoor or indoor. The Service
Crew are the ones who get the materials and setup the venues for indoor events, for outdoor
events, helpers are assigned in order to aid the Service Crew. The assigned employees should
first proceed to the Office to log in. Then Service Crew will get the materials from the storage
that will be used in the particular event. Once the Service Crew get the materials, the
Supervisor will check the materials (e.g. utensils, chairs etc.) if complete, then the Service
Crew will proceed in the setup. During the event, the supervisor overlooks the operation and
service of his/her colleagues. The supervisor will monitor and take note of employees
remarks on their performance.
After the event is done, the supervisor will check again if the materials are complete.
The employees will go back to the office, then the office will record the employee remarks
that the supervisor had taken note of. If the office see that an employee has damaged a
material, the employee will have an option to pay in full or it will be deducted in their salary.

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Billing
The payments and billings differ based on the package that the client had chosen.
Clients can pay in full or in instalments/down-payments. Discounts must first be asked for the
owners approval (E.g. relative, close friend or employee relative). The client can pay 50% of
the total payments a month before the event but all payments must be settled 1 week before
the event. There will be no refund in Villa Saluds payments. Villa Salud do not accept card
payments, until the client shows them a Deposit Slip. Initial down-payment for catering
depends on how big the event is. That will be the time that the office will issue BIR receipt.

Rescheduling of event
Villa Saluds office will reschedule events if their client encountered a problem or
emergency, but it depends on their reason. (E.g. Natural Calamities, Death of a relative) the
office will bring it to the owner for approval. If the client had decided to reschedule the event
beforehand, the client will still pay for the venue and the time slot that the client had
reserved. There will be no refunds.

Resignation of Employees
If the employees decide to resign or leave, employee must settle balances and debts if
the employee had broken something. After that, the office will provide a clearance form to be
fill up from the said employee.

Salary of Employees
The salary of employees depends on the position of the said employee. All of Villa
Saluds employees gain their salaries every week, except for the Service Crew Department.
The Service Crew Department obtain their salaries right after the event at the office. The
bonuses for the employees also varies depending on the position, if the employees are a
regular employees, will gain more benefits and bonuses (e.g. Christmas Bonus, Event
discount, health benefits) from Villa Salud.

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1.3 Identify the Problem

1.3.1 GENERAL PROBLEM
Villa Salud serves/caters a large number of customers which produces large amounts
of data. This leads to problems in the scheduling of Villa Salud employees/staff. Villa Salud
also have a hard time in monitoring the performance and services of their employees. Villa
Salud also experiences errors in the scheduling of events due to unsecure recording of event
information.

1.3.2 SPECIFIC PROBLEM

Unsuitable Recording of Event & Employees

The information that Villa Salud uses for their employees are organized but it is exposed
to anyone (e.g. Columnar Book). Villa Salud only use a big Calendar in reserving and
scheduling upcoming events. Then print copies of the summarized schedules and the said
copies are distributed to the other departments. The information are also prone to being lost
or misplaced, erased, torn or wet. Villa Salud also uses only Microsoft Excel in auditing their
transactions, which doesnt have enough security.

Inefficient Scheduling of Employees

The HR will look for available employees for the said event. The HR uses a columnar

book in this process, one columnar book for each department and because of this it will be
time consuming for the HR to look for employees who will be available at a said date.

Inconsistent Monitoring of Employees

Villa Salud cannot keep track of active and inactive employees. In order to do this,

they need to scan the different columnar books and look for the employees attendance and
their services/performance.

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1.4 Identify the Objective

1.4.1 GENERAL OBJECTIVE

To be able to organize, and arrange employee data for Villa Salud. The researchers
aim to deliver easy way of monitoring and scheduling their employees performance and
productivity. To be able to provide a safer way of recording event information and
transactions.

1.4.2 SPECIFIC OBJECTIVE

Secure Informations & Records

The researchers aim to secure and protect the data/information of Villa Saluds employees
and events, and to provide a safe way in recording and changing them. This will be of great
help in assuring the safety of and integrity of the information.

Efficient Scheduling of Employees

To check the availability of employees and aid in finding them and make sure that there
will be fairness in assigning the employees and to reduce the amount of time rendered in
scheduling employees.

Effective way of Monitoring Employees

To inform the users in monitoring the employees that are still in service and the ones who
have left or resigned. This will help them filter and search for the employees still serving
Villa Salud.

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1.5 Significance of the Study

Villa Saluds employees & Staff

The system will aid Villa Saluds employees & staff in avoiding error in scheduling
their duties and monitoring their performance/services. The system will also be able to
balance their workload and have fairness in assigning each employee in different type of
events.

Villa Saluds Clients

The study can secure the records and transactions between the clients and Villa Salud.
The records will be safe and it will help keep track of their transactions. Client information
and client recommendation /feedback is very important especially to food businesses. Client
convenience and satisfaction is the main goal of businesses like these. The study will also be
an easier way of processing clients and their events.

Villa Saluds Management

Lastly, the proposed study will have a better way of processing and a faster way o
serving and delivering service to Villa Saluds clients & customers. It can help them gain
better feedback and better customer relations.

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1.6 Scope & Limitation

SCOPE
The study will cover employee information. The study will also include the
scheduling of employees in a particular event and adding of client events. The study will also
cover checking of materials and reports such as Event report. The study will also cover the
updating of list of employees, promotion, salaries and bonuses.

LIMITATION
Though Villa Salud has an efficient process in conducting their billing and receipts for
events. The study will not include the billing and issuance of receipt, recruitment of
employees and online inquiry.

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CHAPTER II
2.0 Review of Related Studies & Literature
Local Studies

http://www.slideshare.net/victoriasantos9822924/thesis-14295610

According to the study, The Catering business is one of the most lucrative and
profitable home businesses with a high potential for expansion and growth. It is both
financially rewarding and fun. Each catered event whether birthday parties for children,
breakfast in bed and intimate candlelight dinners for two, company dinner parties for 50 and
wedding receptions involving a hundred or more guests is a new experience and challenge
with a new group of people. Whether it is a catering event on a full time or part-time basis,
the opportunities are excellent.

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Foreign Studies

catersoft.co.uk

In accordance to our study, the proponents plan to feature an event monitoring

module, the site produced an ideal user friendly software for the monitoring and filtering of
the events they were about to cater and serve.

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 catersoft.co.uk

The software also featured an ideal monitoring and overall viewing of their employees and
staff and it aids them in seeing the employees performance in their duties. In relation to the
study, the study will also feature monitoring and scheduling of employees for different events
to be catered by Villa Salud.

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Related Literature

http://study.com/directory/category/Culinary_Arts_and_Personal_Services/Culinary_
Arts_and_Culinary_Services/Catering_and_Restaurant_Management.html

Catering and restaurant management is one of the many career options within the
fast-paced world of hospitality. Workers in this profession oversee the daily operations of a
variety of establishments in the food service industry.
In relation to the study, it will cover the monitoring of staff, customer/ clients
information using a organized system with possess a user-friendly environment and is easy to
understand.

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https://books.google.com.ph/books?
id=98S4IF_LPpoC&pg=PA72&lpg=PA72&dq=catering%20management
%20layout&source=bl&ots=gXlhdlHe_&sig=GQq0QpYEB74tGQ6O24pEfkrGiB0&hl=en&sa=X&ved=0ahUKEwiSucX
sgN7OAhUGl5QKHVpIAjYQ6AEINTAH#v=onepage&q&f=true

This book tackles an approach on how to deal with Catering Management, it discusses the
different processes under Catering Management, and how to properly serve or deliver unique
and satisfying service.
The study aims to provide an efficient way of processing Catering Service for Villa
Salud Catering Services and help deliver better services at a faster and easier way.

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http://www.chattary.com/other-business-applications-catering-management.html

The article in this website, provides various information on different modules which
can be included in a Catering Management System. The website also gives definitions and
elaborate meaning to the said modules.
In accordance with the study, the study will include the handling of manpower, the
work allocations, the checking of materials, the reservation of events and checking of the
utensils/ materials, etc.

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CHAPTER III
3.0 Methodology of the Study (Software Engineering Paradigm)

Incremental Model
In incremental model the whole requirement is divided into various builds.
Multiple development cycles take place here, making the life cycle a multiwaterfall cycle. Cycles are divided up into smaller, more easily managed
modules.

Each

module

passes

through

the

requirements,

design,

implementation and testing phases. A working version of software is produced

during the first module, so you have working software early on during the
software life cycle. Each subsequent release of the module adds function to the
previous release. The process continues till the complete system is achieved.

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Initial Planning
The proponents first held meetings and planned ahead of time. The proponents also
looked for other researches that will give better details on how to conduct the study.

Planning
The proponents first observed various businesses involving the study. The proponents
conducted the first interview with Ms Lina Cardozo who is a Secretary in the Office
Department. The researchers obtained information needed and studied the business process in
order to understand how Villa Salud handles their business.

Analysis & Design

The proponents reviewed and analysed the information gathered. The proponents
were able to identify the problems and errors in the process. The proponents also set the
objectives for the study. The proponents then searched for similar systems to gain ideas on
how to develop the study.

Testing
The proponents test the study continuously in order to find errors and fix the errors
early. The proponents made use of MySQL Server 2012 for the database and Visual Study
2010 and C# as the studys programming language.

Evaluation
The researchers plan to have Ms Lina Cardozo evaluate the system because she will
be one of the benefactors once the system is implemented or used. The researchers will also
have to test for errors and adjust in case Ms Lina has some suggestions.

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CHAPTER IV
4.0 Data Gathering Procedures
Data Gathering Procedures emphasizes on the different strategies and activities used
by the proponents in gaining data in order to conduct the study. The data gathered will be the
data manipulated and secured by the study.

Interview
The proponents sent a letter to Villa Salud in order to inform Villa Salud of the study
to be proposed. The proponents had interviews with Maam Lina Cardozo. The proponents
prepared questions regarding Villa Saluds background, operations & processes. The
proponents also asked how Villa Salud handles their employees/staff.

Research
Before the interview, the proponents had done research to gain information on the
study and to think of how to approach or handle the study. The proponents also formulated
questions for the interview. The proponents made use of books, Theses, and the Internet
which gave the proponents information.

Observation
The proponents have observed and searched for various companies/ business who will
be the focus of the study. The proponents tried to find companies that would benefit from this
study in the near future.

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CHAPTER V
5.0 Software/Project Estimation

Software estimation is important in a study because it helps manage and project the
effort and the time proponents/researchers put into a study. It is a critical piece in conducting
a study because it helps balance the work and set goals or aims for the study periodically.

Effective software project estimation is one of the most challenging and important
activities in software development. Proper project planning and control is not possible
without a sound and reliable estimate.
http://courses.cs.washington.edu/courses/cse403/07sp/assignments/estimationbasics.pdf

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5.1 Schedule of Activities

GANTT CHART

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CHAPTER VI
6.0 Requirement Analysis Specification
6.1 Logical ERD

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6.2 Physical ERD

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System Features

Assigning of employee service

The system will help in assigning employees in events.
Limit on events an employee can take
The system will aid the employees and let them have limits on

the number of events in a single day.

Unique identifier for each employee
The system will provide a unique identifier for each employee

in order to differentiate them and make it easier to manage them.

Updating/Editing of employees
The system will be able to update or edit employee

information.
Employee Remarks and Suspensions
The system will be able to monitor remarks and suspend
employees.

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Transcript of Interview
1. Who is the owner of Villa Salud?
-Mrs Elizabeth Rafael and Mr Ernesto Rafael. Their daughter Sheryl, (head chef) and
son Mark Joseph are now managers.
2. When was Villa Salud founded?
-In 2003, they started in a small market, an ice cream store, a coconut shop but they
were gone because someone offered them to cater at thats where it all started.
3. What is the maximum events per month?
- For outside events there are 60 events. If without seminar there are only 20-30
events. Every Saturday the reservations and always full and are always consumed.
4. Who authorizes events?
- The clients must first pass their requirements for the event. For Seminars, the limit is
30 packs which depends on the budget. Customer is catered once they have confirmed they
are given a booking form, before the event is completed they must be finished with the
booking form.
5. Are your receipts BIR credited?
- Depends on their mode of payments. If cash yes, if through bank account, no
DEPOSIT SLIP no RECEIPT.
6. What are your modes of payments?
- For Cater; they must pay 50% down-payment a month before the event and all
payments must be settled week before the event. Events strictly do not start if the client as
balance. If there is balance unpaid, it depends if you are a relative of the owner. If your
payments are not enough, it depends on the package. Clients can still do something about it if
its only food.
7. How do you get your customers/clients?
- Most of the time through phone calls, TV advertisement, website, Facebook page
and by referrals.

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8. What about your discounts for events?

- For discounts, the owner must first approve if the client is applicable for discount.
(E.g. relative, close friend or employee relative)
9. How do you handle request for additional food etc.?
- It depends on the deal, the client will be asked on what she wants to add, if there is
no signal, chairs, food, etc. are not to be brought out.
10. How about your materials?
- It is easy because we have our storages where all materials needed are there.
11. How about the reservation?
- Clients will make a call in the office, we will take the information needed and once
it is done, the office then gives it to the owner for approval if a discount is applicable or not.
And a week before the event, all payments must be settled.
12. What about your forms?
- Everything is audited, but the past few years are already stored in our storage.
Though all of our transactions are saved in Excel so we use that as basis.
13. Copies of receipts?
- 3 copies only, 1 for the client, 1 for the owner and 1 for the office.
14. How do you handle distribution of food?
- Caterings, weddings, depends on the event, but usually it is the client who chooses,
all the guests will line up or should I say managed event.
15. What if the customer brings their own food?
- There will be a charge of 500, but it still depends on the plates used.
16. How about the cancellation of events?
- Clients must be sure of the events 3 months before. It depends if the owner is related
to them or she approves of rescheduling, and it also depends on the reason if it is valid. There
will be no refunds. Though rescheduling is possible, clients must still pay for the reservation
of venue and time slot.
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17. How many venues do you have inside?

- 4 venues, Villas 1 & 2 (100 people) 2nd floor (75 people) and pool (50 people)
18. In what month are you most fully booked?
- Most of the time in BER months and Graduation times.
19. Is there a difference in outdoor and indoor event payments?
- If for the catering, yes, because if thats the case clients will still have to find a
venue, they will also look for sound systems, unlike here you already have a venue, your
sound system. The package is complete with your needs.
20. Do you have a time limit on your service of events?
- For Indoor events 6 hours depends if they have an overtime which will cost them
75 per head per hour exceeded.
- For Outside events, Ingression and Egression are not included. The 75 per head per
hour payments will also be applied in exceeding hours.
21. How do you assign your workers?
- The office is the only who has duties every day. If we have many events, someone
handles per department because one person cant manage all of them at once. The HR will
check if who is available for duty then she will give them to the office so we can contact
them.

22. What if the employee assigned doesnt show up? Or you experience shortage of
employees?
- We always have backup, especially when there are unexpected emergencies,
sometimes employees oversleep and forget their work or schedules. If that employee does not
show up on their call time, we will still try and contact them, once they do not answer for 5
times, the HR will look for a new employee available. If we cannot find anyone, staff in the
office will step up and take their place.
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23. How do you handle resignation of employees?

- Continuous hiring especially in the BER months. We always have signages outside,
and we also train them as early as possible so that if they do decide to leave, or look for new
jobs, the training here will help. Before they resign they must also be cleared of all balances
and the things they borrowed must all be returned before they are allowed to resign.
24. Are there employees who return?
- It depends, if it is the end of contract, others are only after experience. While others
who are looking for jobs sometimes return to us. All of our waiters are on call, they are not
always on duty unless they are regular priority.
25. Do you have a general list of employees?
- Yes, in a columnar book. If there is an event or we have few events scheduled, we
prioritize the pioneers and supervisors.
26. How many trainings are needed before being accepted?
- For training there must be 5 events served, then he/she will be graded by the
supervisor. If their performance is okay, then they will be moved to the new waiters.
27. Who contacts the employees?
- For the waiters, Ms Cathy (office department then it will be passed to the owner for
approval, once it is approved, the office will call the employees.

28. Is there a difference in the salaries?

- Yes, the salaries are different for the new and the regular, the waiter and supervisor.
29. Do you still list OJT trainees in the columnar book?
- No, we only need bio-data, but once they become regular employees, the HR will
include them on the list.
30. Do you allow clients to request for the waiters they want?
- It depends on the availability of the employee. Often times, clients only request
supervisors and Head Waiters.
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31. What if the employees are late on their call time?

- We will call them 5 times, if they do not answer, we will find a new available
employee.
32. Do you still accept returnees?
- Yes, it depends on their reason as well. We never know, maybe they had a fight thats
why he/she left.
33. What if the employee damages a material?
- It depends on the employee wants to pay for it, in cash or salary deduction.
34. Do you have requirements before an employee can resign?
- They must first be clear on all their balances, debts, and borrowed things, all these
must be settled in the office. Once they do so, they will be given a clearance form.
35. Do you have bonuses for employees?
- Yes, they have SSS, yearly Christmas Bonuses, but those benefits and insurances are
only for regular employees.
36. How many days are required to complete the list of assigned employees?
- At least 3 days before the event the list must be complete.
37. What is the difference between the Head Waiter and Supervisor?
-The Head Waiter is always a male waiter and the Super Visor is a female. Their
duties are the same in events.
38. Do you have limits on employee duties?
- It depends, they are allowed to have duties if we are really short on employees. They
can have OT if it is really assigned to them, but if they only want to have OT then it is not
allowed. Employees are only allowed to have 1 duty or service per day. The supervisors and
head waiters are often times double-scheduled especially on Saturdays.
39. How do handle the salary of the employees?
- For the waiters, their salaries are given per duty, but for the staff inside like the
supervisors and the HR, the salaries are monthly.
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40. Is Villa Salud functioning 24 hours?

- As long as there are still staff in the office, there are times where in if there are no
more callers and clients, the staff will go home. But for the BER months, the office is open up
to 11 pm due to many reservations.
41. How do you handle delayed cancelled events?
-Actually, 3 months before you must be able to confirm the event. For example, 1
month, the client had an unexpected accident, it depends if the client are relative, friend or
closed to the owner, the client can still forfeit and change the date. Another example; is when
a relative died, that is acceptable, but the payments made to us are non-refundable.
42. How do you managed the different Departments?
-All departments are scheduled if they are needed for an event, or an event needs to be
managed, they are still on-call.
43. Are all the departments on call?
-Yes, except for the Office department because office go to work every day.
44. How about the salaries? Are they given monthly?
-No, there salaries here are given weekly and per service.
45. How long is the duty/working hours of the security department (Security Guard)
-12 hours
46. Where do you record scheduled events?
-We write them down on a Big Calendar.
47. How do you record the events on that Big Calendar?
-It is written there then we will summarize a week of scheduled events then we will
provide printed in each department. Each department will be given a copy and it will also be
posted in the guards house.
48. What type of Calendar do you use? Paper or white board?
-The basic calendar, the paper one, not it is a bit big,

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49. What do you use in summarizing the said week of events?

-We use Microsoft Word in summarizing the events before we print them out.
50. How many Security Guards do you have?
- 2 body guards but we have another reserved 2 as well.
51. Do you provide a separate columnar book for each department?
-Yes each department has its own columnar book.
52. How many waiters are needed per event?
-2 to 3 waiters and 1 supervisor.
53. Are the helpers only for the outdoors events?
-Yes, only when they need to carry material outside.
54. How many helpers do you assign for outside event?
-It depends on the material to be used and the number of food packs.
55. Are there different Departments for the Employees?
- Yes, we have 5 departments, Kitchen Department, Service Screw Department, Office
Department, Security Department, and House Keeping Department.
56. How many employees do you have?
- We have an estimate of 40-50 staff, 100 waiters, and 150 helpers.

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