Room Reservation System

Introduction

The DCS Room Reservation Service (RRS) is an online platform for reserving rooms in the Department of Computer Science (DCS). It aims to provide an efficient and convenient way of reserving rooms for all the individuals involved. By hosting the service online, the entire flow of the reservation system will not be greatly affected by the absence of important individuals. (Example: Suppose that the building administrator or the Department Chair of the building, whose approval is needed for the room reservation, is out of the country then they can still fulfil their duties online.)

It also aims to to prevent issues caused by human error can easily be avoided by the RRS, like preventing conflicting reservations.

This project also aims to be extended to a bigger scope being deployed throughout the College of Engineering and providing a uniform reservation system for the entire college.

Contents:

• System Features
  • Managing Users
  • Making Reservation Requests
  • Viewing Room Reservation Requests
  • Managing Rooms
• User Manual
  • Introduction
  • How to Make an Account
  • How to Make an Application Requests
  • How to View Room Availability
  • (Adviser, Building Administartor, Department Chairperson) How to Approve Requests
• System Administrator’s Guide
  • Introduction
  • How to make a new System Admin
  • How to Make a User
  • How to Edit User
  • How to Filter User
  • How to Remove User
  • How to Add a Room
• Technical Document
  • Introduction
  • Database Schema
  • Modules
  • Dependencies
• Testing
  • Use Case Testing
  • Usability Testing

Overall Description

Project Scope

There are no information systems that are currently being implemented and the RRS is a project will be replacing the reservation system of the DCS, which is currently being implemented manually by people, building admins.

The RRS will aim to be self-contained, meaning that it will have no dependencies to other existing information system.

It is expected that more functionalities will be included, or that this system might be extended. The RRS will be implemented and tested in DCS however, if successful, it will be done be deployed in the entire college.

Project Features

The RRS will have two general roles, the users and the administrators, and the basic functionalities that each of these roles have are shown below.

Feature	Description
View Room Availability	Users can check the availability of a particular room for some chosen date. Admins can check the availability of a particular room for some chosen date along with all the names of the events that will occur.
Request for Room Reservation	Users can make requests for reservations where they provide necessary information including the date and time that they want to use the room.
Track Room Reservation Requests	Users can check the status of their requests to know whether or not their requests have been approved.
Manage Users	Admins can create and delete the users, and also edit their privileges.
Manage Rooms	Admins can create, edit, and delete the rooms that are available for reservation.
Approve / Disapprove Room Requests	Admins can approve or disapprove room requests and also keep track of all approved room reservations.
Make Room Reservations	Admins can reserve rooms without the need of making a request.

These are the main functionalities that must be implemented. However, there are some functionalities that may be implemented but are not as important as the ones listed above: a billing system for the fees and an activity approval system.

User Classes and Characteristics

As mentioned in the Product Features, there are two main roles in the RRS, the users and the admins. The table below described the specific roles.

Role	Description
Student Organizations	An org is a type of user. For a request made by an org to be approved, it must be approved by the org​’s adviser, the building admin and also the Department Chair of the building.
Faculty	A faculty is type of user. For a request made by a faculty, it must be approved by the building admin and also the Department Chair. Faculties generally have a higher priority over orgs and they can also have roles as an advisor for multiple orgs.
Guests	A guest is a temporary user that is given to individuals or organisations that are from outside UP. For a request made by a guest, it must be approved by the building admin and the Department Chair of the building. Guests will have a special tag on their requests to indicate and remind the building admin and the Department Chair that these are special users.
Advisor	An advisor approves or disapproves requests made by the orgs they handle.
Building Administrators	Building administrators have the ability manage the rooms of their respective buildings and all requests for reservations for rooms in their building has to be approved by them.
Department Chair	The Department Chair or the dean of a building has the final say on whether or not an event will be approved. The dean is also considered to be a special type of faculty.
System Administrators	System administrators has the ability to manage the users. Building administrators will usually be also system administrators.

Operating Environment

The current operating environment is Heroku.

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