Software Implementation for Computerized Guest Information Tracking System

1.1 Introduction

A tracking system is a locating system, is used for the observing of persons or objects on the move and supplying a timely ordered sequence of location data for further processing (Wikipedia, 2021b). Guest Information comprises an individual’s data records and activities that process data and information in an organization and it includes the organization's manual and automated processes. As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Research hypothesis and questions, Limitation of the study and Definition of technical terms.

1.2 Background of Study

Information technology is an essential tool to guest tracking. The faster and more effectively it works, the safer our business management is. Information system (IS) refers to a system that comprises of persons, data records and activities that process data and information in an organization and it includes the organization's manual and automated processes. In a narrow sense, the term information system refers to the specific application software that is used to store data records in a computer system and automates some of the information-processing activities of the organization.

The term information technology has ballooned to encompass many aspects of computing and technology, and the term has become very recognizable. The information technology umbrella can be quite large, covering many fields. IT professionals perform a variety of duties that range from installing applications to designing complex computer networks and information database.

Since the first wave of computerization in the 1970's, the implementation of information technology within policing has been questioned and often met with resistance. The development of an information technology strategy must be viewed in the context of increasing expectations and pressure for reform within organizations.

The business environment in which Hotels operate is changing; increased demands for efficiency has led to information technology being recognized as a valuable and innovative addition to guest tracking system.

Over the last decade, computer and telecommunication technologies have developed at an extraordinary rate. Increased computer power, advances in data transmission, attractive and user-friendly graphic interfaces present Hotel with unprecedented capacity to collect, store, analyze and share data with stakeholders inside and outside of Hotel. Historically, the innovation of information systems has served as the catalyst for dramatic changes in the organization work and has presented both opportunities and challenges to operators.

1.3 Statement of Problem

Investigation reveals that keeping record of visitors in a Hotel has been a big task for the management. Often the identity of the guest is forgotten as soon as he/she leaves the Hotel. This is a big security risk as there is need to maintain an automated record of daily visitors to the Hotel in case security issues arise.

1.4 Aim and Objectives of Study

The aim of this study is to design software that will serve as an electronic register to keep record of daily guest to the hotel. The software will maintain a centralized database system for the purpose of information sharing. In achieving this aim, the following specific objectives were laid out as follows to develop an application software that will:

1. Provide an electronic register to keep record of guest visit to the Hotel
2. Produce a system where information and output report will be produced much faster, more accurately and more detailed.
3. Keep records of total number of guest coming to the Hotel on daily basis.
4. Keep track of old guest in case of any security breach.
5. Provide password to prevent unauthorized users from accessing and manipulating information.

1.5 Significance of the Study

The software developed will be beneficial to the Hotel management in so many ways:

1. Maintain a centralized database for Guest records
2. Retrieve previous information on guest from the system easily using serial query language
3. Have a good surveillance on the guest information for security purposes
4. Know the number of guest they receive on daily basis
5. Track the frequency of a guest visitation to the Hotel

Besides, the study will serve as reference material for subsequent researcher in the field or related topics.

1.6 Scope of the Study

This research project covers only records on the Hotels managers’ guest and some other management staff, as it will be difficult to maintain guest record on every staff of the Hotel.

1.7 Limitations of the Study

During the course of this study, many things militated against its completion, some of which are:

1. Time Constraint: The time frame given to accomplish this project was very short due to school academic calendar and it was carried out under pressure which made the researcher not to implement some necessary features.
2. Establishment Policies: Establishment policies posed a serious limitation as most staffs are not ready to release information needed for this project work. There were lots of information needed from the staffs of this institution to enhance the study which took them time to release or they did not release at all for security purposes, hence the scope was reduced.
3. Research material: availability of research material is a major setback to the scope of the study.
4. Frequent power failure: This made the researcher append more money on fuel to ensure sustainable power.
5. Financial Constraint: Insufficient fund tends to impede the efficiency of the researcher in sourcing for the relevant materials

1.8 Definition of Terms

Arrival File: This is master file consisting of the guest name, companies name and address, state, country, nationality, profession etc. which also include the mode of payment to be used by the guest.

Database: This is the collection of related data/information

Guest: This guest are used in the contest of the work refers to individual, companies or corporate bodies that visited the Hotel