TABLE OF CONTENTS

INTRODUCTION 1
BACKGROUND OF THE STUDY 1
STATEMENT OF OBJECTIVES 1
SIGNIFICANCE AND IMPORTANCE OF THIS STUDY 1
SCOPE AND DELIMITATION 2

METHODOLOGIES 3
GENERAL STRUCTURE OF LIFE CYCLE MODEL 3

DATA GATHERING EVALUATION AND OUTPUT RESULTS 6

EXISTING SYSTEM 7
DESCRIPTION OF SYSTEM 7
FLOW OF SYSTEM 7
PROBLEM AREAS 7

PROPOSED SYSTEM 9
DESCRIPTION OF SYSTEM 9
FLOW OF SYSTEM 9
PROTOTYPE 11

COST BENEFIT ANALYSIS 21

COST WITHOUT THE USE OF SYSTEM (MANUAL) 21
COST WITH THE USE OF SYSTEM 21
BENEFITS OF THE SYSTEM 22

CONCLUSION, RECOMMENDATION, AND OPPORTUNITIES 24

CONCLUSION 24
RECOMMENDATION 24
OPPORTUNITIES 24

APPENDICES 25
TABLES AND FIGURES 25
REFERENCES 27
 I. INTRODUCTION

BACKGROUND OF THE STUDY

AJT Apartment is an apartment rental business owned by Mr. Aldrin L. Taclan. It is

located in #7 CICM Rd. Bakakeng Norte, Santo Tomas, Baguio City. It caters long-term lease
and transient. At present, it has 33 rooms capable of accommodating 4 pax for long-term lease
and 8 pax for transient. The prices per room are Php 6,000 and Php 8,000 for 2 pax and 4 pax
rooms respectively. This is exclusive of the utility bills. For transient, their price ranges from
Php 300 - Php 350 per head per night.
The business started in August 2014. It has evolved from many business ventures like
agriculture and merchandising. The owners decided to put up this business because out of all
the business ventures they have tried, this apartment rental business is the most profitable and
stable.
AJT Apartment’s owner envisions to expand the business by putting up buildings near
universities in order to provide students a place which they can call their second home. It’s
mission is to finish the construction of the existing building for them to cater more students
looking for an accessible apartment. Their goal is to be solvent to every occurring obligations
and to maintain investments in other ventures.

STATEMENT OF OBJECTIVES

The business has struggles about its communications with the tenants regarding their
bills and deadline of payments; moreover, it has a problem regarding reservations and
inquiries of the transient tenants and other interested long-term tenants.
The owner of the business checks the electric and water meters per room and reminds
the tenants how much they are going to pay for their monthly utility bills. Since most of the
tenants are students, they are not in the rooms all the time because they have classes that is
why some of the tenants approach the owner every month just to ask their water and electric
bills and they sometimes forget the deadline for the payment of their rooms.
The location of the building is remote so interested tenants have a hard time in asking
inquiries and reservations.
The researchers are proposing a system in which tenants can view their monthly utility
bills, room bill, balances, and deadlines. It is also a system where interested tenants can make
reservations, ask inquiries, and view amenities. It also offers online payment where the parents
or benefactors of the student tenants can pay for them.

SIGNIFICANCE AND IMPORTANCE OF THIS STUDY

This proposed system will benefit the tenants by providing them convenience because
they do not need to approach the owner anymore just to ask their monthly bills. It will be easy
for interested transient and long-term tenants to make reservations and ask questions without
wasting time and effort to meet the owner personally. For student tenants, their parents can
view the monthly bills of their children and they can even pay through the online payment. For
the owner, the system will help him by not wasting time and effort in reminding the tenants
about the bills and deadlines every month and in meeting the interested tenants to explain and
advertise his business every now and then. As a whole, the system can contribute to the

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success of the business by simplifying the process of operations and by attracting more people
because of the easier transactions.

SCOPE AND DELIMITATION

The system that the proponents intend to develop deals with reserving a room through
online. After making reservations, using the account they previously made, a cancel feature is
included so that clients can remove the transaction they already book. In addition, it already
recognizes a fully reserved room if the clients already paid their bill directly to the owners or
through bank to bank transaction. Also, it can compute the rate per room per client and give
the client information about the details of their transaction. Moreover, it has a map where the
property is located. The system can report on the availability of rooms and it can automatically
deletes reservation at the check-out time. AJT Apartment’s check-in and check-out time is
12nn-12nn. The system also accepts a comment from the clients for future references and for
the future development of the system.

The building is still under construction and currently has only 4 floors including the
unfurnished top floor.

The system cannot cater in other transaction like automatically give the long term
tenants their electric and water bill, the managers or owners still need to input those data. Also,
other charges like damaged properties are shouldered by the clients and is part of their bill.
The system cannot add rooms and edit room rates.

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II. METHODOLOGIES

GENERAL STRUCTURE OF LIFE CYCLE MODEL

The methodology that the researchers used in arriving at the realization of a solution to
the problem of AJT Apartment is with the use of Waterfall Model where the phases are at
linear and sequential. Each phase produces deliverables required by the next phase in the life
cycle. It is the methodology used because the task given is linear, step by step until one task is
finished then will proceed to the other. The phases used are (1) Data Gathering, (2) Planning,
(3) Analysis, (4) Design.

Data gathering is a phase where new information needed to develop the system is
collected. The method used in collection of data is interview, research, observation and actual
experience of being a tenant.

In data gathering, one major tool is the review of related literature which are as follows:
In the a research on the computerized hotel business billing system (2016), the existing
system is working manually. The current system is time consuming and costly because it
involves a lot of paper works. And a manual system is very stressful to handle. But nowadays
computerization made easy to work. While the proposed system is a website that can be
access anytime anywhere by the inquirers, tenant and the management.

It concluded that the computer as an electronic device can be used in allocation of

rooms, reservation of rooms and computing of guest bills.

The new computerized system was found to be much faster and reliable and user
friendly than the existing manual system, the system has been designed, developed and
tested successfully. It results in quick information retrieval, minimized cost and reduced time
used in processing it manually.

In the, Theodore Hotel, it has a website that gets an upgrade with the recent addition of
a direct reservation system to its online services, allowing guests to book accommodations
within minutes. Guest of the hotel can now enjoy a quick easy reservation process, thanks to
the recent launch of a booking engine on the Tagaytay hotel’s website. Visitor can access
www.thetheodorehotel.com to view and compare available room types, rates and featured
before indicating their room choice and length of stay. This innovative way of reserving
accommodations saves time and energy that guests would normally spend using more
traditional means of booking rooms at the hotel. (Pelayo,2014)

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 As a conclusion, the Theodore Hotel equipped itself with an online reservation system
that can help them promote their services, and at the same time help their customers lessen
the time they spend booking rooms at their hotel.

Here there are 2 users. They are the Admin and the tenant or the transient. The
tenant/transient can by itself put and change information about themselves. For transients,
their reservation details are being collected first like their check in and check out date to see if
the room they prefer is available on that date then their personal information is collected next.
Also, for the long term tenant and the approved transient, an account will be required so the
user will sign up. They can also delete their reservation because a cancel button is provided. In
their own account they can view their own bills and the deadline of payment provided by the
management. The Admin on the hand has its own account which is the summary of the
reservation details and personal information of their tenants or transients. They input the bills
and the deadline of payment. Because the admin has more authority they can modify the
deadlines as they want. The implementation of the system will considerably reduce time and
also provides information as required.
In AJT Apartment Rental System project which aims to create system for AJT apartment to
have easier management for their clients who come and go. Data gathering was made by
asking the owners/ management what they want change in their manual system and what they
want to have in their proposed system so that the researchers would be able to create a
design basing from their own wants.

The researchers have finished creating a system for the apartment that allows
the management to have easier access on their tenants/transients.

Computer-based system is a complex system wherein information technology plays a

major role. It makes the work easier, faster and more accurate. Due to that fact, the automated
scheme has become essential to small and big companies for they are expected to give the
best services possible. Nevertheless, some businesses still prefer sticking with the system that
is not integrated with technology. Probable causes are computer illiterate staff and lack of
funds. Companies, especially the big ones are recommended to switch from manual to
automated systems because this will improve the efficiency and productivity of the business
which will uplift the industry’s reputation. (StudyMode.com 2010)

According to (Simon Lenoir, 2017), small tour or activity operators wonder whether an
online booking system is needed badly enough to invest some money in. Take time to make
your decision, because it will completely change your business processes. Even though this
change is for the better, it will take time to train everyone to adapt to it.

Lastly according to (Dunster, 2017), online booking system reduced number of man
hours managing booking activity; Centralised customer data for easy customer management;
Bookings can happen at any time, from anywhere in the world; Reduced customer service
requirements; Instant payment, reducing the need to chase up on deposits or cheques;
Effortless integration with social networks and with coupon websites; Bookings can be
managed from a mobile device, perfect for small businesses; and, Simplify booking procedure
for customers.

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 There are two interfaces used in this software; the administrator and user. The user
which is the long term tenant or the transient has different link from the administrator. Each
interface perform different tasks. The task of each cannot be done by the other, for example
the administrator cannot modify the information provided by the user.

In the Planning stage, it is the phase where tasks are properly identified for the
completion of the study. In this phase, the researchers carefully compiled needed information
including the goals of the system and the management.

In the Analysis phase, the existing and analyzed information is used for the proposed
system. The problem is being identified and the possible system proposal is given.

Design phase is the final step in making the system in which the details on how the
system will work are produced. In here, a prototype is produced centering from the needs and
wants of the management.

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III. DATA GATHERING EVALUATION AND OUTPUT RESULTS

A common feature of the environment in which all types of organisation operate is the
presence of an apparently ever-accelerating rate of change. Management, and the information
systems that support them, have to learn to deal with change and to adapt their operations and
systems and the organisations themselves in order to survive and prosper (Lucey, 2005, p.
10).

The number of tenants of AJT Apartment is growing steadily since it started its
operations in August 2014, so there is a need to automate the billing and reservation system to
handle the data of this growing population because as of now, AJT Apartment still use the
manual system in its operations. It makes use of records written in record notebooks and index
cards to notify their tenants regarding their bills, which creates communication problems
between the owner and the tenants. Since most of the tenants are students, they are not in the
rooms all the time because they have classes that is why some of the tenants approach the
owner every month just to ask their water and electric bills and they sometimes forget the
deadline for the payment of their rooms. Also, the only marketing strategy they have is the
word-of-mouth advertising and they only cater in reservations personally.

The online reservation system will help AJT Apartment to be more competitive,
considering the increase in the number of competitors.

There are numerous benefits that accrue from an online reservation system compared
with the manual system. Frequently asked questions of interested transient and long-term
tenants, such as room rates, amenities, discounts, etc. will already be answered by putting
these information in the website. The system administrators will have the management
privileges to add or update the information presented in the website as the building will have
innovations from time to time, since the construction is not yet completed.

The billing system will also be considered in the proposed website in order to solve the
communication problem between the owner and the tenants regarding the utility bills.
According to the owner, this would be easier for them because this will require lesser time and
effort, and this would also be helpful to tenants because they can view the previous reading,
present reading, and also the due date so they can avoid late payment penalties.

To thrive, organizations must increase the quality of services they deliver to clients while
lowering their operating costs, maintain privacy, and comply with regulatory compliance
standards (O'Brien & Marakas, 2011).

The new system lowers operating costs (shown in the cost-benefit analysis) while
increasing customer satisfaction. Besides, they provide a means for management to respond
to the increasing business needs more effectively and efficiently.

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IV. EXISTING SYSTEM

DESCRIPTION OF SYSTEM

As of now, AJT Apartment basically does things manually. It makes use of records
written in record notebooks. The business do not even have any marketing techniques. It only
relies on passers-by as possible customers, walk-in inquiries and recommendations of existing
tenants/boarders.

FLOW OF SYSTEM

Fig. 1 Level 0 Data Flow Diagram of Old System

PROBLEM AREAS

Booking Process ​- ​The business has no proper advertisement materials and methods.
It only depends on word of mouth of their current tenants and walk-ins for their marketing
method leading to low number of tenants. Interested tenants cannot make reservations, ask
inquiries, and view amenities without going personally to the building.

Billing Process ​- It takes a lot of time to record and prepare bills and rentals and
reminding the tenants about the bills and deadlines every month since they do all of it
manually. They read the electric and water meters every third day of the month and compute it.
There is the present reading less the previous reading then multiply the result with a fixed rate

7
to get the amount due for each room. This will be equally divided among the tenants in the
room. They make use of index cards, wherein the tenant’s name is written. These index cards
are divided into five columns where they write down important details such as the rent amount,
date received and the signature of the recipient. The electric and water reading is also written
there. The tenants will have to approach the owner to have their bills.

Payment Process - The payment process has the same problem with the billing
wherein the tenants will personally come to the owners to pay for their bills. It is a big struggle
for the owners since it causes high number of delinquent or late payments.

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V. PROPOSED SYSTEM

DESCRIPTION OF SYSTEM

The researchers are proposing a reservation and billing system. This system will serve
as an advertisement and business operation tool.

Upon their reservation or rent request, the system will check for the rooms that are still
available then the customers can now choose a room from those rooms available and book.
After that, the tenants will have to sign up for an account where they will be asked of their
personal information which will be stored in the system. The system will use the data given by
the customer in booking the room. Once the booking process is finished, the system will
update the rooms still available. For tenants who wish to view their bills they can log into their
accounts and the system will show their bills, balances and due dates.The tenants can also
pay their bills by choosing the mode of payment and inputting their card number.

FLOW OF SYSTEM

Fig. 2 Context Diagram of Proposed System

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Fig. 3 Level 0 Data Flow Diagram of Proposed System

10
PROTOTYPE

Fig.4 User Interface - Home

● This is the home page of the website where interested transient and long term tenants
can view the building, types of rooms available, reviews of past customers, complete
address of the building, and contact information of the business.

Fig.5 User Interface - Amenities & Room Rates

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 ● As the user clicks the Amenities & Room Rates button above, the room rates per month
(for long term tenants) and per head (for transients) will be viewed together with the
amenities and other offered services by the business.

Fig. 6 User Interface - Reservation Details

● Drop down buttons are used in inputting check in and check out dates, room size, and
room number they prefer. If the dates, room size, or room number are not available at
the moment, these will automatically be removed from the choices. The user is given a
choice whether to proceed to the reservation or cancel it.

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Fig. 7 User Interface - Make a Reservation
● If the user is ready to make a reservation, an account will be required so the user will
sign up.

Fig. 8 User Interface - Booking Confirmation

● As the user clicks the proceed button, a booking confirmation will pop up.

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Fig. 9 User Interface - Log in
● In order for the tenant to view the billing details and balances, the tenant will be required
to log in using the account that was made earlier.

Fig. 10 User Interface -Unit Details

● Upon logging in, unit details, rent details, and payment will be presented. Under unit
details, the important info about the unit will be shown.

14
Fig. 11 User Interface - Rent Details
● Under the Rent Details, the bills or payments required are presented.

Fig. 12 User Interface - Payment

● And under the Payment button, the amount due is presented. The tenant can pay online
by choosing the payment type and his/her card number must be typed.

15
Fig. 13 User Interface - Log Out Confirmation
● When the user chooses to log out, a log out confirmation will pop up.

Fig. 14 Administrator’s Interface - Log in

● As for the admin, another url is used to log in and access the site.

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Fig. 15 Administrator’s Interface - Customer Bill
● When the administrator is logged in. He can view the customer’s bill and information
and manage customer’s bill and payment deadline. When a customer pays his or her
bills, the admin can just input the customer’s name and room number to view the
customer’s total payment due.

Fig. 16 Administrator’s Interface - Customer Bill

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 ● Now, the admin can view the customer’s total payment due and its breakdown to know
how much the customer is required to pay.

Fig. 17 Administrator’s Interface - Customer Information

● To view the customer information, the admin just have to click the customer information
button. When a user is no longer a tenant, the admin can delete the account of that
user.

Fig. 18 Administrator’s Interface - Customer Delete Confirmation

● When deleting an account, a confimation will pop up.

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Fig. 19 Administrator’s Interface - Manage Customer Bill
● In inputting the monthly room and utility bill, the admin should click the Manage
Customer Bill button. The admin will input necessary information about the billing
payment and these information will be viewed in the individual accounts of the tenants.

Fig. 20 Administrator’s Interface - Manage Payment Deadline

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 ● To manage the deadline, the admin should click the Manage Payment Deadline button.
The admin will input the monthly deadline for each tenant. This information will be
viewed in the individual accounts of the tenants.

Fig. 21 Administrator’s Interface - Log Out Confirmation

● When logging out, a confirmation will pop up.

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VI. COST BENEFIT ANALYSIS

COST WITHOUT THE USE OF SYSTEM (MANUAL)

Item Quantity Cost

*Labor Cost 2 workers Php 205,200.00

(285 minimum wage*2
workers*30 days*12 months)

**Index Card- ½ Size 1 pack Php 43.00

(1 pack=50 pieces)

***G-tech Pen 2 pieces Php 146.50

(Php 73.25 *2 pieces)

****Desktop Calculator 1 piece Php 595.00

TOTAL COST: Php 205,984.50

COST WITH THE USE OF SYSTEM

Item Quantity Cost

*Labor Cost 1 worker Php 102,600.00

(Php 285 minimum wage*1
workers*30 days*12 months)

**IT Specialists 2 workers Php 25,000.00

(Intended time to contract (Php 12,500 per month* 2
specialists is 1 month) specialists*1 month)

-Php 12,500 based on CAR rate

(see source below)

***PLDT Fiber - Php 2,899.00

****Website Cost - Php 4,800.00

*****Laptop -

******Electricity - Php 2,025. 98

(Laptop uses 90 Watts) (0.090 kwh* Php 7.8163 rate per
hour* 8 hours per day* 30 days*
12 months)

(Basing on CAR minimum wage per day) TOTAL COST: Php 141,005.52

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PAYBACK PERIOD
= Cost with the system/ Cost without the system
=Php 141,005.52/ Php 205,984.50
=0.6845 weeks or
= 16 months
(Basing from week to month converter)

RETURN ON INVESTMENT
= Cost without the system/ Cost with the system
= Php 205,984.50/ Php 141,005.52
= 1.46* 100%
= 146%

BENEFITS OF THE SYSTEM

· Reduction in paper and supplies

Adopting the AJT management system would reduce the amount of index card and pen
needed to record the meter readings. The business makes use of index cards, wherein the
tenant’s name is written. There are five columns where they write down important details such
as the rent to be paid, electric and water reading, date received and the signature of the
recipient. Basing from the business transactions, the owner uses twenty index card per month
costing Php 43.00, two pens costing Php73.25 per pen and a desktop calculator, Php 595.00.
Item Quantity Cost

Index Card- 1/2 size (1 1 Php 43.00

pack=50 pieces)

G-tech pen 2 Php 146.50

calculator 1 Php 595.00

Total​: ​Php 784.50

· Owner’s Time Savings

The AJT would decrease administrative costs, as the owner would spend less time
processing the billing forms from manual to digital. Owner would save even more time due to a
reduction in the number of inaccurate billing forms he need to process because the AJT would
compute directly the bill to be paid. This requirement would reduce errors because the billing
form requires only input of data and the systematic solving of meter readings would be
computed accurately, decreasing the time spent deciphering illegible billing forms.

· Customer relations savings

AJT system would make billing and reservation easier for individuals in that they would
no longer have to text, call and travel to find the owner to ask for their bills. It would make

22
records accessible to the public from remote locations and at any time. With electronic bill
presentment, the owner send bills to consumers' statements to the Internet, enabling
consumers to view the statements and make payments.
Also, by this the billing delay and extra cost due to disconnection/reconnection can be
removed and we can use the electrical energy in a controlled manner which helps the
consumer to save their money through better energy management.

· Enhance business image

AJT System is used to enhance the business image thus leading to a greater
competitive advantage against other similar establishments. This results to a greater
efficiency as there is no need for traditional metering. Provided that AJT becomes a
working prototype, the business could use this to promote their business more and gain
goodwill. It is highly probable that customer count in the ensuing years will increase.

23
VII. CONCLUSION, RECOMMENDATION, AND OPPORTUNITIES

CONCLUSION
AJT management system will be used as an advertising tool and will supersede the
manual way of reservation and billing operations. The manual system that the business uses
requires too much time and effort yet it does not help in attracting customers. On the other
hand, the new system will help the business increase its profit by reaching more people
through internet; moreover, it will help the business retain its tenants or customers by giving
them utmost service by offering them easier way to know when, what, and how much they
need to pay per month unlike before that they have to find the owners just to ask about the
payment details every month. Indeed, AJT management system will be a great help for the
business as a whole.

RECOMMENDATION

The AJT management system will help the business gain more profit compared when
using the manual way of operation. Since the building is in a remote area, it is difficult for the
owner to reach people to inform them about the apartment rental available in the area. By
using the new system, the owner can reach more people who are prospective customers since
the website can be accessed by everyone. The system can also minimize the time needed in
the operation. The owner need not to meet and remind each of his customers every now and
then. In this case, he can use the time saved for strategic planning and marketing for the
business. There is also a huge probability that the customers will stay in a longer period of time
compared before because their way of billing is easier than before. AJT management system
will give them convenience which every student, who is their target customer, is looking for.
Indeed, AJT management system will contribute in the success of the business.

OPPORTUNITIES

Through the usage of the management system, AJT apartment gains competitive
advantages against other apartment and transient owners, realize investments, reduce costs
while increasing the profit from the business activities. The business should expect higher
customer count that resulted from the efficient and accurate transactions. Although the
business is focused on the current market segment, it may be possible to penetrate other
geographical market segments aside from the existing market, thus the business can grow and
expand.

Customer intimacy might also develop while strengthening linkages with them through
time. The business, as well as the system, might improve with customer interaction and
suggestions.

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VIII. APPENDICES

TABLES AND FIGURES

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26
Sample bill given by the management

It is the summary of the utility usage of the tenant for a corresponding number of days. A
column for the past and present reading is given and the corresponding payment due. It also contain
the date the tenant must pay.

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