Online Booking System for Body & Soul Wellness Centre

This report discusses the implementation of an online booking system at Body & Soul Wellness Centre to address the conflicts and limitations of the existing system. The new system allows clients to make bookings, review trainer availability, and make changes to their schedule. It also improves efficiency for management and trainers by automating processes and providing system-generated responses to client queries. Recommendations for future enhancements and the benefits of the new system are also discussed.

Case Study

Table of Contents
Task 2.01......................................................................................................................................................3
“To-Be” design.........................................................................................................................................3
Task 2.02......................................................................................................................................................5
Organisational change.............................................................................................................................5
Task 2.05......................................................................................................................................................7
Applications Architecture........................................................................................................................7
Task 2.06......................................................................................................................................................9
Entity Relationship Diagram....................................................................................................................9
Task 2.07....................................................................................................................................................10
Report........................................................................................................................................................10
Executive Summary...............................................................................................................................10
Task 2.08....................................................................................................................................................11
Scrum Organisation...............................................................................................................................11
Appendix...................................................................................................................................................12
TASK A: Project journal..........................................................................................................................12

Task 2.01
“To-Be” design
Introduction: To-Be design refers to what new can be done to an existing system so that the
limitations which prevail within system can be reduced or eliminated. In this section a to-
be design is presented by considering into account problems which raised within Body &
Soul Wellness Centre.
To overcome the drawbacks or limitations which were present within existing system of
Body & Soul Wellness Centre, to be design has been implemented. Within existing system there
were certain loopholes which created a lot of problems like clashes in the time, management was
not aware that bookings have been made and it also lead to conflicts among them. The solution
for this problem was to have a new system by which issues related with booking do not arise.
The management of Body & Soul Wellness Centre has opted to make use of online booking
system. In this, if client is new then they will register into website of organization and if they are
registered then by putting their details they can have access to information they want to have.
Similarly management and trainers can do if there is anyone new. Client can search for trainer
under whom they want to have a session and if they are available they can make payments and
will have a serial number to ensure that they have enrolled for specific session. This will solve
the problem of clashes as if the session will have maximum number of enrolments then new
registration s cannot be made. Trainer can have the details of clients in terms of number and what
they are expecting. Apart from this, management can manage their sessions in required manner.

No
Y
Management
Client
Yes
Start
Login
Accept or reject Enrollment
Existin
User
New Account
Management/Trainer/Client
User
type
Browse details of trainer and
client
Appointme
Accept request and f
Manage Information
Check for pre
atten
End

I
l
l
u
s
t
r
a
t
i
o
n
1
:
T
o
-
B
e
d
e
s
i
g
n
Task 2.02
Organisational change
Introduction: This section deals with as is and to be situation along with changes which
will occur within organisation as well as training team. Furthermore, it provides suitable
recommendations with respect to future perspective.

As is: In this scenario, within Body and Soul Wellness Centre, clients do phone calls at
reception for confirming the booking and choose their trainer. They also have option for directly
contacting trainer and make ledger. This leads to confusion with respect to this as sometimes
multiple bookings are made and seats are already filled up. To resolve this problem online
system is being implemented.
To be: In this case, online booking system is implemented by Body and Soul Wellness
centre to solve the problem which prevailed within the organisation while rendering services in
context of bookings. Here clients will be able to do their bookings, make payments for same as
well as review trainer’s availability and they can even make changes in their schedule as per their
requirements. Problem associated with clashes in booking will be resolved as data related with
this will be stored within database and as maximum number of clients which can get trained
under peculiar trainer is 15 then pop-up messages will appear like “This schedule is completed”.
By this client can check the future availability of trainer.
Organisational change: This will make the process of booking smoother as each time
management of Body and Soul Wellness Centre do not need to look after the records and
consult with trainers to ensure that they have bookings available or not. This will help them
eliminate confusions and conflicts which may arise among employees in this context.
Furthermore, this system will aid them to answer all the queries which clients have in this aspect
and most of the responses can be system generated. Along with this, they can save answers
which are mostly asked so that they need not to give response every single time. They can also
find out time of month in which all the seats are confirmed but still people are looking forward
for this and trying hard to get the seat. By knowing this, management can increase the seats in
specific batch to acquire more people and assist them with benefits of yoga, meditation & help
them to come out from problems they might be going through.
Training team: This system will assist them to remain away from any kind of confusion
and they are not involved in any direct contact with clients with respect to bookings. Online
booking system will aid them to know exact number of people they have to train on specific day
and they can organise their session accordingly.

Information
Admi
1
Recommendations: It is recommended that with passage of time Body and Soul Wellness
Centre must enhance their system. An example can be taken to understand this, like after some
time there database system may get filled up and for this they may require additional space for
this. They must keep on updating their system and make changes according to demands of clients
as well as make processing system of clients more simpler. Apart from this, by implementing
these alterations organisation can also have decline within need of human resources. Body and
Soul Wellness centre can make use of automated messages or emails if they are conducting any
specific session so that they can acquire more number of clients. This will have affirmative
impact on both organisation as well as clients.
Task 2.05
Applications Architecture
Introduction: This section deals with the architecture of new system and it has been
formulated in such a way that it improvise the operations of organisation as well as
facilitates clients or users to access information smoothly.
User can have an access to information which is present within the website of Body &
Soul Wellness Centre. They can get information related with sessions which are carried
out and also about trainers like when trainer A will giving training and at what time. This
will aid clients to have access to entire details of their trainer and this information can be
gained at any moment and at any time. If they feel that they are available and interested to
attend any session then they can make use of this system to make booking. Furthermore,
they can also have entire detail of trainer this will assist them in future if they want to
attend same session again. Booking will be only confirmed if maximum number of seats
are not filled up and if seats are available then confirmation will be attained.

Live Model Server
Availability
Or
Non availability
User
Confirmation
5
9
6
7

Illustration 2: Applications Architecture
Task 2.06
Entity Relationship Diagram
Introduction: This section deals with ER diagram of online booking system of Body &
Soul Wellness Centre. Basically entity relationship diagram illustrates data modeling
techniques which describes graphically information system of entities and relation shared
among them.
Entity relationship diagram illustrates relationship among different objects and their
attributes. In this case, attributes of user can be user_id (it will be primary key which will be
unique for every object or entity.), user_name and many others. There will be a relationship
between transactions which are being carried out by user and Body & Soul Wellness Centre, this
relation can be denoted by manage. This is due to the reason that it describes a clear message that
user is responsible for carrying out transaction as per their requirements.

Illustration 3 ER Diagram
Task 2.07
Report
Executive Summary
This report is based on analysing the drawbacks which are present within existing system
and the ways by which they can be eliminated. It was found that a new system was required to

eliminate the drawbacks associated with previous system. The major issue was that bookins were
carried by two means, i.e. by contacting with receptionist and with trainers. This lead to collide
in schedules as two people were given same time which lead to issues and also created a negative
impact on clients. For this a new system was devised, online booking system in which details
were entered by user by online medium like by entering into the website and checking essential
details. As per their requirements and preferences they went for any specific trainer and make
payment accordingly. This reduced conflicts, reduced work stress of management, trainers and
also assisted clients to have entire details about session. This is the process has been undertaken
by Body & Soul Wellness Centre. Depending upon results which have been giving tender, a
particular supplier can be chosen. In this case supplier will be a developer who will be
responsible for designing this entire process. Request for tender (RFT) has been adopted as it
deals finding out specific solution to any sourcing problem. It is an open invitation which is sent
to suppliers for responding to specified need which is to be sent to potential supplier.
Task 2.08
Scrum Organisation
As client has declined to make use of RFT method and has opted to make use of scrum
process. It is a framework for management of knowledge work in which focus is on development
of software. In this specific process a scrum team has been formulated of nine members as work
is divided into actions which can be accomplished in fixed iterations known as sprint, around two
weeks performance will be reviewed and depending upon that planning will be done again which
is referred to daily scrums. Here product owner will be stakeholders who will be responsible for
maximising the value obtained from team delivers for this they need to have communication,
share progress and RAID ( risks, assumptions, issues as well as dependencies). Scrum master
will be responsible for eliminating impediments to ability of team while offering deliverables
and goals. They are responsible for assisting product owner to maintain backlogs to make sure
that work is understood and is in progress along with coaching the teams to identify input from
major stakeholders.

Appendix
TASK A: Project journal
Activity Date Explanation Status
1 To-be design 1 May – 6 May This activity deals with
designing of solution to
problems which are being
faced by Body and Soul
Wellness Centre.
Completed
2 Organisational Change 7 May – 15 May Thsi includes gap analysis
between “As is” and “To be”
to identify the overall impact.
Completed
3 Application
Architecture
15 May – 20 May This will include entire
structure of “To be” and how
the information will flow and
it will be analysed.
Completed
4 Entity Relationship
Diagram
21 May – 23 May This will show relationship
among different entities like
management, client, trainer
and also relationship between
them so that it can be
analysed that they are
working in collaboration.
Completed
5 Report to client 24 May- 26 May A report has been submitted
to client as per design and
RFT has been used. It
includes processes which are
being used by implement
changes.
Completed
6 Scrum organisation 27 May- 1 June In this client has rejected Completed

RFT process and suggested
Scrum process. In this roles
of scrum master and product
owner are described to client
and the way in which they
will support each other.