PROJECT REPORT

TELEPHONE BILLING SYSTEM

Submitted in view of partial fulfillment of the requirement for:

SYSTEM ANALYSIS AND DESIGN LABORATORY

Submitted to: Ms. Asanjli Thakur

Submitted by:
Tarun Sharma, 3082054 Srishti Guleria, 3082052 Sahil Mahajan,3082046

Department of Computer Science and Engineering

Green Hills Engineering College
Kumarhatti, Gandhigram Solan (H.P) PIN: 173212

ACKNOWLEDGEMENT
We would like to give our greatest gratitude to our Lecturer Miss Asanjli Thakur for giving us this project to obtain full knowledge about the Analysis and Design of the system which will help us perform well in the industry and for her guidance, help and courage.

We also like to thank the management of Hotel...... for providing us with the necessary details and for the guidance they gave to create the new computerised system. We want to thank them for providing us with information that gave us valuable insight into the function of the organization, which enabled us to accomplish this task to our satisfaction.

We would also like to thank our institute, Green Hills Engineering College for providing us with the necessary laboratory and library facilities for all our references which helped us to achieve our goal

Our greatest appreciation also goes out to our batch mates and our senior students for giving us their guidance and advice throughout the project.

AIM OF THE PROJECT

The project t-bill aims to present a computerized telephone billing system. Thus to create a faster mode of calculation of the bill. It is designed to hold the records of various callers and calculating there billing in a computerized form.

INTRODUCTION
The purpose of the project is to present the requirement of the Computerization of Telephone Billing System. The project thus calculates the telephone bills automatically. It does almost every work which is related to automatic telephone billing connection system via- new connection , customer record modification, viewing customer records & all works related to rate of bills, meter readings in addition to bill calculation and bill generation. Telephone Billing System is developed as per seeing the increasing requirement to speed up the work and incorporate a new work culture. Thus a new software has been proposed to reduce manual work, improving work efficiency, saving time and to provide greater flexibility and user-friendliness as the system previously followed was totally manual one with lots of errors.

EXISTING SYSTEMS
The current system works as follows. When the customer places an order, the operator has to do 2 things. Record the transaction and details of the order in register and note down the information about the customer. Then he needs to know which rooms are booked and which rooms are available. If a customer calls to change the order, the operator has to go through the transactions and find the relevant transaction sheet make the changes. After getting that information he is able to allot a room to the customer. Then the operator collects the transaction amount plus a service charge. At the end of each weak a calculation of what the firm earned is made and a statement and check is sent to the hotel owner. All the above mentioned work is done manually in registers. The records of customers and employees is kept using log books.

MODIFICATIONS and IMPROVEMENTS OVER THE EXISTING SYSTEMS

1. Easiness in modification of data: The proposed system provides managing of huge data effectively and efficiently for efficient results, storing the details of the customers, employees etc. in such a way that the database can be modified. 2. User friendly: The proposed system will be user friendly because the retrieval and storing of data is fast and data is maintained efficiently. Moreover the graphical user interface is provided in the proposed system, which provides user to deal with the system very easily. 3. Reports are easily generated: Reports can be easily generated in a proposed system. So any type of reports can be generated in a proposed system, which helps the managers in a decisions-making activity. 4. Computer operator control: Computer operator control will be there no errors. Moreover storing and retrieving of information is easy. So work can be done speedily and in time. 5. Accurate and Reliable: Since all the work would be computerized therefore there will be no chance of errors. Now the proposed system will help in doing the work more reliably and accurately. 6. More secure to Data loss: In the proposed system there will be a complete backup of the data. In case of any data loss the data can be easily recovered.

SYSTEM REQUIREMENTS

TOOLS AND TECNOLOGIES TO BE USED FOR IMPLEMENTATION OF PROJECT

SOFTWARE REQUIREMENTS:

OPERATING SYSTEMS FRONT END BACK END

Window xp or higher C++ File Handling

HARDWARE REQUIREMENTS:

PROCESSOR PRIMERY MEMORY SECONDARY STORAGE OUTPUT DEVICES INPUT DEVICES

Pentium - 4 or higher, 1.8 GHz or higher 256 MB or higher 1 GB or more Monitor, Printer Keyboard, Mouse

TIME-FRAME FOR SDLC

S.No.
1. 2. 3. 4. 5. 6.

STAGE
Recognition of need Feasibility Study Analysis Design Implementation Testing

DESCRIPTION
Emphasis on improving previously existing system Found out whether the proposed system is feasible or not Designing various modules of the proposed system

TIME-LINE
20 Feb 2010 27 Feb 2010 13 Mar 2010 3 April 2010 24 April 2010 30 April 2010

FEASIBILITY STUDY
The feasibility study is carried out to test whether the proposed system is worth being implemented. Feasibility study is a test of system proposed regarding its work ability, its impact on the organization ability to meet user needs and effective use of resources. It is usually carried out by a small number of people who are familiar with the information system techniques, understand the part of the business or organization that will be involved or effected by the project and are skilled in the system analysis and design process. The key consideration involve in the feasibility study are: 1. Technical 2. Behavioral 3. Economic 4. Schedule

1.TECHNICAL FEASIBILITY
Technical feasibility centers on the existing computer system ( hardware, software etc ) and to what extent it can support the proposed system addition. For example, if the current system is operating at 70% capacity (an arbitrary value ), then another application could overload the system or require additional hardware. If the budget is serious constrain then the project is judged not feasible.

The technologies and the environment which are used in this project are

SOFTWARE Front End 1. Language used:C++ Back end File Handling: This is used to storing data in the form of files. This is easy to use with C++. OPERATING SYSTEM: Platform: Windows XP or higher. Our system requires window operating system, which is easily available. HARDWARE: Intel based processor-run computer system, which have keyboard and mouse as input devices and a monitor and a printer as output devices. This has been decided for its case of availability and up-gradation. The various registers maintained at the different department have enough information recording, which will help in digitizing the available data.

Here is the process of determining whether implementing a Telephone Billing system is capable or not. In the process, it should be identified whether we have the necessary technology resources to develop or purchase, install and operate the system.

The following aspects were considered when conducting the feasibility studies; Is the technology of the proposed system practical? The proposed system is a computerized system, which would replace the currently used manual system it uses computers as hardware and basic software s to tackle problems in the current system as mentioned earlier. This new system contain user friendly interfaces and operation where the user can adopt to easily and since its automatic it will reduce the errors and increase efficiency , accuracy and it will save time. Therefore this proposed system is practical enough to be applied.

Does the Company posses necessary hardware, software, and network resources? If the proposed system is installed, the basic hardware required would be computers and cables to connect them through a network. Currently the firm has the required technology which is mentioned in the earlier section. However for the proposed system to be more efficient new computers maybe needed. And in order to launch the operations the important and necessary software has to be purchased. Does the company have the necessary technological expertise? After a session of questionnaires and interviews we found out that almost 70% of the current staff is computer literate. And since the proposed system is highly user friendly and since the staff had adequate knowledge on computers and how

to operate them, this new system would be easy to work with. But a training session can be held in order to introduce and explain the procedures of the new system. Therefore, it can be said that we are technically capable of launching the proposed project. And since it has the necessary technology resources and technological expertise to implement the new system the proposed project is technically feasible.

2.BEHAVIOURAL FEASIBILITY:
An evaluation of the behavior of the end users, which may effect the development of the system. People are inherently resistant to change and computers have to know to facilitate changes and computers have to known to facilitate changes. An estimate should be made of how strong a reaction the user staff is likely to have towards the development of a computerized system. It is a common knowledge that a computer installation has something to do with turnover, transfer, retraining and changes in employee job status, therefore the introduction of a candidate system requires special effort to educate, sell and train the staff on new ways of conducting business. The personal of the user organization will be affected by the proposed system. As the aim of the system is only to satisfy the information needs, no employees will loose their position by the proposed system. In fact the proposed system will help the organization in reducing the voluminous work involved. Also the

involvement of users in every stage of the project is going to increase the success factor. Since the staff in very much familiar with the computers so they are capable for running a computerized system. Our system is also feasible for organization because it supports of the organization and its strategic plan.

3.ECONOMIC FEASIBILITY:
The procedure is to determine the benefits and savings that are expected from a candidate system and compare it with the costs. If a benefit outweighs costs, then the decision is made to design and implement the system. Otherwise further alterations are made in the proposed system 1. Manpower cost 2. Hardware and software cost Estimated budget for the proposed System

ITEMS Hardware Pentium IV,1.8 GHz Processor, 256 RAM computers Printing HP Laser jet Printer Software Basic Software

QUANTITY

UNIT PRICE

TOTAL

3Nos

Rs.20,000

Rs.60,000

1Nos

Rs.10,000

Rs.10,000

Rs.5000

Consultancy Analysis and Feasibility Study Design and Development Implementation and Installation User Training Maintenance Rs.10,000 Rs.15,000 Rs.8,000 Rs.5,000 Rs.15,000

Total Development Cost

Rs.128,000

The above costs can be classified further as follows. y Equipment costs: This refers to the cost of hardware and software equipment needed to implement the proposed system. This cost is considerably high for the organization (Hotel) since there was no computer involvement till now. y Development costs: These are the costs that are incurred only during the design and implementation period of the project. In this situation the development of the system is being done by students and since this is not a commercial profit oriented project the development cost will be very low. y Installation cost: Hotel does not have the necessary computers and software needed for implementing this system so this cost will be comparatively high.

Though the initial cost of the project is high the overall benefits gained will outweigh the costs as it will eliminate almost all of the drawbacks of the current system and thus make the work efficient and easy. Furthermore most of the above mentioned costs can be easily recovered because the cash flows of the organization are in considerably good situation and it increases gradually. Therefore revenue will get increased continuously making the

project economically feasible.

The new computerized system will be beneficial to Hotel as it will have the following benefits which are classified in to two sections as shown below; Tangible Benefits y Reduced cost of maintenance of Stationary (Books and Files). y Better time management. y Time savings with the elimination of file maintenance and redundancy. y Increased security with the usage of passwords and virus guards. y Guaranteed accuracy and Error reduction with the usage of the computerized system. y Increased flexibility. Intangible Benefits y Improved effectiveness and efficiency. y Increased accuracy of information with constantly updated and timely information.

y The decision making of the management will be more accurate and easy as they can have a general overview by analyzing the records.

Return on Investment (ROI)

Return on Investment known as ROI, can be calculated as follows:

ROI

= =

Total benefits Total costs Total costs Profit Total cost

Assuming the Hotel s profit for the last accounting period was Rs.30,000 and the total costs were Rs.128,000 The company s ROI would be

ROI

30,000 * 100% 128,000 23.43%

4.SCHEDULE FEASIBILITY:
It is that feasibility under which our company will meet its deadlines, and task to gratify them

Task completing dates y Recognition of need would be done in

software requirements. ..days including hardware and

y Feasibility report would be done in 7 days including technical, economical, operational and schedule

y Analysis of system needs would be done in 14 days.

y Designing of the software would be accomplished in 14 days.

y All the diagrams e.g. DFD s, ER diagrams etc. would be done in 7 days.

y Development and documenting the software would take 21 days.

y Database would be made in 7 days.

y Making of screenshots in 3 days.

y Testing of the software would be done in 6 days.

CONCLUSION OF FEASIBILITY STUDY:

After performing different steps of feasibility it was concluded that out software is feasible and easy to use for the Organization (Hotel). Now we decided to move on to the analysis phase

ANALYSIS
Analysis of the Current System
The current system works as follows. When the customer places an order, the operator has to do 2 things. Record the transaction and details of the order in register and note down the information about the customer. Then he needs to know which rooms are booked and which rooms are available. If a customer calls to change the order, the operator has to go through the transactions and find the relevant transaction sheet make the changes. After getting that information he is able to allot a room to the customer. Then the operator collects the transaction amount plus a service charge. At the end of each weak a calculation of what the firm earned is made and a statement and check is sent to the hotel owner. All the above mentioned work is done manually in registers. The records of customers and employees is kept using log books.

Identifying the Problems of the Current System

The following problems were found when we analyzed them system through interviews and questioners. Highly Time Consuming A manual system means it is time consuming. Here in this business its time consuming both business wise and operation wisely meaning to record the data, counting keeping up to track with day to day business transactions manually is time consuming. Complicated This system can be complicated as well because if in a case the customer changes an order, the operator has to do several things and go through several documents and change them in order to correct the change as well as he has to re enter the details of new order, which makes the system very complicated. Accuracy and the Reliability For instance the registration of a customer is very important so that it will help the business since in the future if the customer calls again, the operator knows the address and telephone etc which saves time. However since this is a manual system errors made in this registrations may not be detected or it ll take a lot of time to correct them. And errors in customer details are not good for the business.

Maintenance cost and Storage There can be a large amount of data entries. And entering them manually means very difficult. And to handle lots of papers are difficult too as well as storing them. Also for one order we note all the details on the register, if the customer changes the order then all the details have to be entered again which is a waste of time and money. Security Issues Since all data are manually input and handles manually any unauthorized personnel can access the data and change it or as well as damage it. So there is very less security. Susceptible to disasters Once again sue to the reason of data being handles manually, there is no way of backing them up, and if in case there is a disaster all data would be lost and there won t be any ways of recovering the data.

INVESTIGATION AND REQUIREMENT SPECIFICATION

Fact Finding
In order to learn and identify the current system we interviewed the responsible parties in the registration of the delivery service and in addition we prepared questionnaires and was given to the users of the current system. We also carried an observation operation to learn more about the current system. Please tick the appropriate answer How easy is it to update information on the current system? Very easy Easy Difficult Very difficult Are there proper security measures in the system in order to protect Customer details? Yes No Is the current system user friendly? Yes No

Does the current system work efficiently? Yes No Is the current system time consuming? Yes No Would you prefer a computerized system for the Customer ordering system? Yes No How would you rate yourself in your computer literacy? Very high High Low Very low

Questionnaire Analysis
The number of participants who assisted us by filling out the questionnaire was 20. 1. Updating Information to the current system

Category

No of results 1 2 7 9

Very easy Easy Difficult Very difficult

Updating data to the current system

Very easy 5% Easy 10%

Very difficult 45% Difficult 40%

2. Are there proper security measures in the system in order to protect customers details?

Category

No of results 7 13

Yes No

Security measures in current system

Yes 20%

No 80%

3. Is the current system user friendly?

Category

No of results 5 15

Yes No

User friendliness of the system

Yes 25%

No 75%

4. Does the current system work efficiently?

Category

No of results 4 16

Yes No

Efficiency of the system

Yes 15%

No 85%

5. Is the current system time consuming?

Category

No of results 17 3

Yes No

Time Consument of The System

No 15%

Yes 85%

6. How would you rate yourself in your computer literacy?

Category

No of results 5 9 5 1

Very high High Low Very low

Computer Literacy of the Employees

Very Low 5%

Low 15%

Very High 20%

High 60%

7. Would you prefer a computerized system for the Room Reservation?

Category

No of results 18 2

Yes No

Demand for the Computerized System

No 10%

Yes 90%

DESIGNING
Logical Process Model for Proposed System:
After the analysis of the proposed system now we move to our next phase of SDLC that is the designing phase. In designing first of all we will make a logical model of the proposed system It is the diagrammatical representation of the proposed system.

FLOW CHARTS
FLOW CHART FOR ADVANCE BOOKING

START

INPUT ENTER THE DATE & ROOM_NO

RE ENTER ANOTHER ROOM_NO

IF ROOM IS BOOKED IN ADVANCE

YES

NO

THEN ROOM WILL BE ALLOTED

UPDATE R_STATUS

FLOW CHART FOR DATE

START

INPUT ENTER THE DATE

IF DATE IS CORRECT NO

RE ENTER THE DATE

YES

ISSUE THE ROOM_NO

UPDATE R_STATUS

FLOW CHART FOR ROOM BOOKING

START

INPUT ENTER THE ROOM_NO

RE ENTER ANOTHER ROOM_NO IS ROOM BOOKED YES

NO
CUST_INFO

UPDATE CUSTOMER INFORMATION

FLOW CHART FOR ROOM VARIFICATION

START

INPUT ENTER THE ROOM_NO

RE ENTER ANOTHER ROOM_NO IF 0<ROOM_NO<35 NO

YES
UPDATE R_STATUS

ALLOT THE ROOM_NO

ER DIAGRAMS
Entity Relation Diagram represents the object relationship pairs in graphical forms thus we can say that the primary goal of ER diagrams is represent data objects along with their relationships.

ROOM NO

RENT

DELUX ROOM

SEMI DELUX ROOM

ROOM

ROOM TYPE

TYPE

SINGLE ROOM

STATUS COUPLE ROOM FAMILY ROOM

RESERVATION

CUST_ID

TOTAL BILL LEAVING DATE

NAME

CUSTOMER
ADDRESS

ISSUING DATE

ARRIVAL TIME ALLOTED ROOM NO.

DATA FLOW DIAGRAMS

LEVEL 0 DFD

TELEPHONE DEPARTMENT INFO

CALCULATN OF BILL

BILL

CUSTOMER

LEVEL 1 DFD

CUSTOMER BILL FILE

INFO
TELEPHONE DEPPT. CALCULATN OF BILL

BILL

CUSTOMER INFO FILE CUSTOMER

LEVEL 2 DFD

TELEPHONE

DEPT.

BILL FILE ACCESS INFO

RECORD

INFORMATION COLLECTION PROCESS

INFO CALCULATION OF BILLS

CUSTOMER INFO

INFO OF BILLS

GENERATION OF BILLS CUSTOMER INFORMATION FILE