Abstract
This
research highlights the challenges that developing countries face managing room
reservations within institutions. Nigeria and the Philippines lack transparency
and real-time information, leading to confusion and inefficiency. Pakistan, the
absence of an online system hinders access and raises data security concerns.
Indonesia, the manual reservation process wastes time and creates uncertainty.
The purpose of this research emphasizes the need for an online room reservation
system to address issues such as transparency, real-time information, and
efficiency. This research explores and Enterprise Resource Planning (ERP)
system as a potential solution. Odoo Quickstart methodology was used to design
and implement this solution. The Quickstart was chosen due to its
affordability, flexibility and ease of modification. Odoo was chosen for its
flexibility and configurability, allowing it to be customized and combined to
meet the needs. The rental module in Odoo supports room reservation
requirements by providing reservation form, schedule, delivery, and return
functions in a single interface. Overall, the results of this study advocate
for implementing an online room reservation system to improve the reservation
process within educational institutions in developing countries.
Keywords: Odoo, room reservation, enterprise resource planning, rental
module.
Introduction
Establishing
criteria for the room reservation system must be a decision guided by the
specific needs of each user. In line with forward-thinking trends, the room
reservation system should be available online and easy to navigate in its
approach to the digital platform, as workflows and systems will evolve with the
emergence of new technologies (Atkinson & Lee, 2018). An online room
reservation system should support maximum and minimum borrowing periods, enable
the use of unique student IDs and passwords, send reservation reminder emails,
and allow users to cancel reservations. (Withers, n.d.) The valuable and
limited time of staff necessitates collaboration, which can be facilitated by
an automated room reservation system that enforces policies and procedures (Atkinson & Lee, 2018).
The following table
illustrates the room reservation issues faced by developing countries.
Table 1. Issue
|
Country |
Issue |
|
|
1 |
Nigeria (Shettima et al., 2018). |
Users are finding it difficult to track their
reservation status and receive updates on availability. The lack of
transparency is causing confusion. |
|
2 |
Philippines
(Avenido & de Gracia, 2020). |
The room
reservation process is still manual, making it inefficient. The current
reservation system does not provide real-time information on reservation
availability and lacks robust features to prevent double bookings. |
|
3 |
Pakistan (Nawaz et al.,
2023). |
The lack of an online system to check room
availability and book additional classes, such as makeup classes,
conferences, and meetings, is a major drawback. Data security for students,
staff, and the institution is paramount. |
|
4 |
Indonesia (Kantami et al.,
2019). |
When making a
reservation, student or other still need to inquire about the schedule
directly at the campus and visit the room providers. This causes students or
other parties who want to reserve a room to waste a lot of time and creates uncertainty
about whether the room is available. |
The research found that the
issues in the table from different countries further highlight the importance
of room reservation systems. Nigeria and the Philippines lack transparency and
real-time information, which leads to confusion and inefficiency. Pakistan, the
absence of an online system hinders access and creates data security concerns.
Indonesia, manual reservation processes waste time and create uncertainty. By
addressing these issues, a room reservation system can create a more efficient,
transparent, and user-friendly experience involved in reserving a room within
an institution.
One potential solution to
these issues lies in Enterprise Resource Planning (ERP) systems. Enterprise Resource Planning (ERP) is a
cross-functional enterprise system driven by a suite of modules that support a
company’s internal business processes. For example, ERP software for
manufacturing company will process data related to sales, inventory, shipping,
invoices, and forecasting raw material and resource requirements. Therefore,
ERP serves as a cross-functional business process and as a flow information
between suppliers and customers (Brien & Marakas,
2007). Erp systems are a suite of applications
used to manage an organizations operations, encompassing a wide range of
functions from accounting to customer support (Magnusson, 2016). The implementation of an ERP system can
optimize a company operations and minimize ineffective operational costs, such
as losses due to technical errors (Mahendra yana et al.,
2022). Odoo is integrated workflow system
enhances data processing efficiency by seamlessly connecting various business
processes. This interconnected data streamlines procedures and facilitates
informed decision making (Ramadhani et al.,
2019). A key factor in the success of ERP is
focusing on business processes and requirements. While there are various
economic implication for businesses, including costs and time (Pajk & Kovačič,
2013).
Software solution
this approach is Odoo. Odoo software is a web-based application that uses
python, XML, and JavaScript programming languages. Anyone can set up and
combine it to meet their needs (Suminten, 2019). Odoo is a full suite of user-friendly
tools designed to satisfy company requirements. Because of Odoo is flexibility,
applications may be added in accordance with the company growth (Odoo, 2016).
The Odoo system is
equipped with modules and supported by communities (Lie et al., 2023). Odoo is highly rated open-source ERP
software designed specifically for managing room reservations. It stands out
due to its multitude of features tailored to room reservations needs (Novita, 2023).
The rental module demonstrates
Odoo is flexibility in business needs. This module is intended to handle rental
and leasing businesses, including those that rent out furniture, cars,
equipment, real estate, and other items. Information about rental businesses
including booking forms, schedules, deliveries, returns, and the ability to
create rental invoices, is all included in the Odoo rental module. A real-time
overview of all rented goods is also provided by the rental module (Odoo, 2016).
Previous research
has discussed the automatic calculation of travel fares for tours and travel,
complete with detailed breakdowns of component according to the services
ordered by customers using the rental module in Odoo (Wahyu, 2023). This is sufficient as a reference for the
author in recording reservation room, complete reservation document, so the
author is confident that this study can be a reference for room reservation
compared to manual recording.
QuickStart is a
methodology designed for software implementation. There are four phases. Phase
one, kick-off call. This phase involves planning and preparation to initiate
the project. Phase two, analysis. This phase involves documenting the business
needs analysis. This phase involves configuring the software according to the
business process requirements identified in the analysis phase. Phase four
Production. This phases involves deploying the software and providing training
to users (Kemal et al., 2022).
The learning
objectives is to understand the importance of room reservation system, and how
these systems can solve problems in developing countries, especially
needs-based design. By designing using odoo, the rental module can be modified
to meet the needs of room reservations.
Research
Methods
Methodology
Description
The design for room
reservation integration takes a user-centered approach to understand user needs
and preferences. This method from recent research in the field of informatic
and control for identifying user need requirements. The proposed methodology
involves three main phases for gathering user requirements (Băjenaru et al., 2020).
Figure 1. Methodology for identifying user need
requirements
Source:
(Băjenaru et al., 2020)
1) Identify and select users: The first phase aims to identify and
select user for the design validation of the room reservation system.
2) Interact with end-users: This phase involves interacting with end-users
through two distinct questionnaires developed for the two user categories staff
and room reservation visitors.
3) Evaluation phase: The evaluation phase, translated into
final design requirement for room integration and architecture development.
User need
1) User need in research object
a)
The
target users: The
room reservation integration project adopts a user-centered approach to gather
insights into user needs and preferences. The target user groups encompass two
primary categories. The first category includes room reservation heads and
staff; these individuals oversee the room reservation process, manage
reservations, and guest information, and ensure seamless pick-up and return
procedures. The second category includes room reservation guests; these individuals
initiate the room reservation process, experience the reservation and
pick-up/return procedures, and evaluate the overall room reservation
experience.
b)
User
need: To ensure better data management and analysis, it is
necessary to have a comprehensive and organized system for recording and
storing reservation transactions. The current system lacks organization and
completeness, which makes it difficult to summarize reservations. Therefore, a
more efficient and accessible system is required that can handle a large volume
of reservation data efficiently, since moving away from paper-based records and
manual data entry into Excel is crucial. Finally, to facilitate improved data
analysis and decision-making, users need a system that allows for easy generation
of summaries and reports based on reservations.
2) User need in developing countries
The following table illustrates user need in developing
countries.
Table 2. User need in developing countries
|
No |
Country |
Category |
User need |
|
1 |
Nigeria
(Shettima et al., 2018). |
Information access and transparency |
Users
need a system that allows them to easily check the status of their
reservation and access updates on room availability in real time. User
students require updates to the information web page and room availability
page. Campus administrators are required to access the user-detail
administration web page and change account details. |
|
2 |
Philippines
(Avenido & de Gracia, 2020). |
Efficiency
and error prevention |
Users
need a system that displays a calendar to avoid reservations that conflict
with existing reservations. Users desire the ability to easily track the
status of their reservation request. |
|
3 |
Pakistan (Nawaz et
al., 2023). |
Online access |
Users need access to an electronic with
online resources and functionalities, users desire a system for submitting
forms or other materials electronically. |
|
4 |
Indonesia (Kantami
et al., 2019). |
Online reservation management |
Users
require a user-friendly and comprehensive reservation management system that
enables them to easily create, modify, and cancel reservations, search for
rooms, and interact with the system. |
The need for improved data management at private
university in Bandung reflects a common challenge faced by institutions in
developing countries. Examining user needs from these countries (Nigeria,
Philippines, Pakistan, and Indonesia) can provide valuable insights for system
development. While private university in Bandung struggles with data
management, a closer look at user needs in developing countries table II
reveals additional functionalities desired in the reservation system.
Systematic Problem Solving
The problem-solving
systematics show in Figure 2 using the QuickStart method.
Figure. 2.
Systematic Problem Solving
It starts with strategic planning, which involves
understanding the problems faced by the private university in Bandung. This is
followed by goal determination to set project goals according to the needs of
the private university in Bandung. The analysis stage begins with analysing the
needs based on the planning business process and the Odoo business process for
room reservation. This is followed by a fit/gap analysis, which serves as a
reference for the proposed business process. The configuration stage begins
with the onboarding stage for configuring the rental module. Finally, testing
and validation are conducted to test and validate the systems configuration
based on the university needs.
Data Collection
The
table below describes the data collection process conducted by the author in
this research:
Table 3. Source
Information
|
Source Information |
|
|
Source
Information |
The research informant in this research was the Head of
Laboratory Affairs, private university in Bandung |
|
Place
and time research |
The research was conducted at Jl. Telekomunikasi No.1,
Sukapura, Dayeuhkolot District, Bandung Regency, West Java, Indonesia. |
Table 4. Data Collection
|
Data Type |
Data Collection Technique |
Data Source |
Data Obtained |
|
Primary Data |
Interviews |
The interview subjects in this research were
head of laboratory affairs, laboratory staff, room borrowing visitors. |
The
author obtained information on how the problems occurred and collected data
on room borrowing. The results of the interviews were recorded and can then
be used as material for processing and analyzing the business process. |
|
Documentation |
In
this research, the interview subjects are the laboratory head, members, and
room borrowing visitors. |
The
documentation method is used to collect documents, regulations, and diaries,
photos. Documentation can provide a picture for researchers to know what has
happened. |
|
|
Secondary Data |
Research literacy |
Previous research |
Journal
"Implementation of Customer Relationship Management Information System
for Futsal Fields Using Odoo Application". The author obtained in the research can be
a references (Purwanto et al., 2022). |
Structured interviews are interviews that have
standard components, with the same questions for all respondents. Structured
interviews provide a clear and consistent process that can be documented (Niranjanl, n.d.). For secondary
data, the data collection technique used is a literature review using the
PRISMA (Preferred Reporting Items for Systematic Reviews and Meta-Analysis)
method. PRISMA is a guide used to assess the quality of systematic reviews.
PRISMA can help authors write a high-quality systematic review (PRISMA, n.d.).
Result and Discussion
Strategic
Planning
The shown Table V
provides data about strategic planning. Currently, private university in
Bandung lack a structured room reservation system. The need for streamlined
room reservation process, along with a well-designed odoo system that can
accurately record reservation transaction and generate clear reservation report
data. To accomplish these objectives,
the author suggests a suitable quickstart approach starting with strategic
planning.
Table 5.
Strategic Planning
|
Environmental
Research |
Development |
Basic
Knowledge |
|
The lack of one-stop solution system, such as a system for
recording reservation rooms, in addition recordkeeping is not well-organized |
Room Reservation Design to Simplifies Learning Process in
University |
Enterprise Resource Planning |
|
Odoo Rental Module |
||
|
Figma |
||
|
Literature review |
Business Need Analysis
Based on the
existing business processes in a private university in Bandung. There are
several activities such as:
1)
Customer:
Figure 3 illustrates the process for reserving a room. The
process begins when a customer applies for a reservation. The university staff
then checks the room availability. If the room is available the customer can
fill out the reservation form. However, if the room is not available, the
process ends.
2)
Staff
University and Head of Affairs Private University: Figure 3 illustrates the process,
once the customers have completed the form will submit it to the university
staff. The university staff will then forward the form to the head of
laboratory affairs at the private university. If the form is approved, the
staff will record the room reservation and the process by handing over the
keys.
The
fragility of the current process was still needed to inquire
about the schedule directly at private university and visit the room providers.
This causes who want to reserve a room to waste a lot of time and creates
uncertainty about whether the room is available.
Figure 3.
Business Process Existing Reservation Room
Fit
GAP Analysis
Table 6 presents
comparison is necessary to examine the differences between the existing and
proposed business processes.
Table
6. FIT Gap Analysis
|
Business
Process Existing |
Business
Process Proposed |
Requirement |
Fulfillment |
Solutions |
||||||
|
|
N |
P |
F |
|
|
||||||
|
Customer, Staff University and Head of Affairs Private University |
Reservation Module |
A system can record customer names and reservation
process. |
|
✓ |
|
The system facilitates the process, starting with the
create of a quotation, order document, and room pickup. |
||||
|
|
Inventory Module |
A system can manage rooms, record locations, serial
numbers, and availability |
|
✓ |
|
The system assists in checking availability and managing
the locations within each room. |
||||
1)
Reservation
Module : The
flowchart shown in figure 4 begins with checking room availability. If a room
is available, create a darft quotation to be submitted to the head of
laboratory affairs. Upon approval confirm the quotation and create an order
document. Validate the order document based on available rooms. If validation
is successful, verify the “source location” of the room. Proceed with room
pickup.
2)
Inventory
Module : The
flowchart shown in figure 4 by ensuring that the recorded rooms are available,
have been recorded by location, and have been assigned serial numbers.
Figure 4.
Business Process Proposed Reservation Room
On
Boarding
The author is
developing an application that enables laboratories to access university
services more easily by utilizing a room reservation integration design.
Figure 5.
Create a new room
Figure 5 show records
a room, where user can make recordings according to the rooms used for
practical purposes. Here, one can press the "new" button if they want
to create a new room.
Figure 6.
Fill in room detail
Figure 6 show when the users pressing the "new"
button, it will direct you to the room page. On this page, you can write down
the room name. Then, check the "can be rented" box. Next, fill in the
general information, such as product type, where the room is categorized as a
storable product. Users can fill in other necessary details like room pictures
under the "camera" icon.
Figure 7.
Record reservation order
Figure 7 show record reservation order page, users can click
the "new" button to record reservations order. It is noted in the
sorting section "reservation," meaning the columns that appear are
recorded reservations order.
Figure 8.
Quotation
Figure 8
show by creating a quotation, this will help you to understand the reservation
options available before making a deal. Therefore, it is important to fill in
the customer section, then the borrow period, then the duration will be
automatically calculated. Then fill in the order lines tab section by entering
the room name. By filling in this page, we will create a quotation for the
customer. The system can also record the name of the customers involved in
reservation rooms. Then it will be sent by clicking the "Send by
email" button.
Figure 9.
Quotation sent
Figure 9 show quotation sent, when the user clicks the
"Send by email" button, it is ensured beforehand that the customer
and their email name are specified. Then on the page below, the user can click
"Confirm" to approve.
Figure 10.
Order Document
Figure 10 show the user has reached the sales order stage.
Based on the previous confirmation, this room reservation has already been
"booked." When they want to pick up the room key, the user can click
"pickedup".
Figure 11.
Available product
Figure 11 show the
users will be informed that the
product will be dispatched, as explained in WH/OUT/00005, and the available
product is "Available." Then, users can click the
"Validate" button.
Figure 12.
Picked-up
Figure 12 show on S00016 with "Picked-up". The
status of S00016 has been changed to “Picked-up”. This signified that the room
key has been collected by the customer, and the room is now available for use.
Conclusion
This research focuses on
the case private university in Bandung but also considers the needs of users in
other developing countries such as Nigeria, the Philippines, Pakistan, and
Indonesia. An effective online room reservation system is needed to address various
existing problems, such as lack of transparency, real-time information,
efficiency, and user friendliness. This research is expected to contribute to
the development of a better room reservation system in educational institutions
in developing countries.
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