Information System Requirements-Travel Consultant - Case Study Example

INFORMATION SYSTEM REQUIREMENTS-TRAVEL CONSULTANT (Student Name) (Course No.) (Lecturer) (University) (Date) Tourism and Travel industry has since remained as one of the major economic ventures in the world. The modern society embraces the significance of exploration and the need to visit new and adventurous places. However, the modern tourism integrates different professional advice and activities that give it a rather modern approach to its economic persuasions. Several consult firms have emerged to participate in offering advice services in the tourism sectors. Such consultancy firms embrace the modern methods and technology of managing their operations for purposes of achieving a competitive edge (Heijden 2009). One of the current approaches developed by the consultancy firms regards the establishment of the Information Systems that help in the facilitation of the business activities. This paper intends to focus on developing a business report to assist Mr. /Mrs. Smith in their bid to set upon independent travel consultancy. The report integrates the necessary information systems suitable for Mr. /Mrs. Smith, the requirements for setting up the business, cost implications regarding access to the business as well as developing the suitable recommendation. Also, this report intends to come up with the substantive approach to determining the suitability of each information system in the travel and tourism industry. Background to professional travel advice services Professional travel advice services stand out as a collection of interrelated activities aimed at ensuring the promotion and facilitation of clients travel needs and desires. The consultancy firms perform various tasks and activities which collectively facilitate the receipt and use of travel information desired by the clients. In the recent past, the professional travel consultancy firms have witnessed and enormous increase (Gunasekaran 2007). This occurs due to the changing demands of the market as well as the rise in the technology that continue to facilitate the easy and efficient way of information sharing. Technology has significantly contributed to reducing the world into a global village thereby resulting into an easy and convenient way of communication. Professional travel advice consultancies usually perform various activities in relevance to the needs and requirements of the clients. The first role performed by such firms includes offering advice on preferred destinations and accommodation facilities to the clients. This enables the tourists or the clients in general to find an easy time in getting the required travel and accommodation facilities under their wishes (Talwar 2006). The other role entails booking and confirming means and ways for transportation to various travel destinations as required by the customer. The other task includes the evaluation of the customer’s preferences, objectives as well as the preferred budget for the customer. The other significant role taken up by the consultancy firms include offering customer information regarding confirmed bookings, travel insurance, currency exchange, and security information among others. The information relating to the travel as offered by these agencies benefit the customers especially those from far or foreign places. Similarly, the professional travel consultancies play the role of planning and arranging the itineraries on behalf of the tourist to aid them in full utilization of the attraction and destination points. The travel and tourism activities require a host of arrangements which collectively need the aid and facilitation of a professional (Acton 2012). The rising demands of the clients and prospective travelers for assistance and advice form a significant ground for the increase in the rise of the consultancy firms. Besides, it has resulted in the growth of the consultancy industry with many entrants seeking to outsmart one another through developing the modern standards and techniques of communication and smart services. Information Systems used in the Travel and Tourism Industry An organization system usually refers to any organized system for collection, storage, processing and communication of information. The systems aid in the effecti8ve collection, processing, and dissemination of information in an organized manner. Usually, the information systems aid in effective communication and arrangement of the activities of a particular organization (Talwar 2006). They facilitate convenient coordination of people, computers, and the data. One significant aspect of the information systems regards their usefulness in helping organizations realize their goals. The tourism and travel consultancies and organizations rely significantly on the information systems to enable them acquire, process, and store and disseminate meaningful information to the clients (Heijden 2009). The success of Mr. /Mrs. Smith in coming up with a consultancy firm depends on the establishment of well articulate information systems. Some of the relevant types of information systems fronted by this report include the following; 1. Knowledge Management Information Systems The Knowledge Management Systems play a significant role in determining the acquisition of new knowledge and information relating to the industry within which an organization operates (Gunasekaran 2007). The modern business industries are fluid and dynamic of knowledge making them adjust continually. Therefore, many participants within such an environment need to adjust accordingly by having systems that enable the exploration, discoveries, and acquisitions of new inventions and activities within the industry. In particular, Mr./Mrs. Smith require this kind of information system to enable them to identify the new and modern travel destinations in the market, the changes in the Visa requirements, any changes in the currency exchange requirements, development in the online communication channels as well as any changes in the market. This kind of Information Systems stands out as a profitable option for Mr. /Mrs. Smith who requires a strategy to penetrate the otherwise competitive industry. The acquisition of basic and updated information regarding the industry factors makes the business a desirable destination point for many clients who often needs new and unique options presented to them for purposes of evaluation and choice (Heijden 2009). Knowledge Management information system, therefore, remains a suitable option for acquisition and implementation of modern and necessary industry information on tourism and travel options. 2. Transaction Processing System The Transaction Processing System is one of the information systems greatly significant for the venture intended by Mr. /Mrs. Smith. This kind of information system allows for quick, efficient, convenient and desirable processing of information used within the organization (Gunasekaran 2007). It usually offers a quick and convenient manner of information flow and aid in transactions within the organization. In the case of Mr. /Mrs. Smith, who intend to set up a travel consultancy, this information system would enable them to perform their daily firm-client transactions with speed and convenience. For example, they require the implementation of this information system to facilitate the response rate required by the customers and also to increase the speed needed to offer services to customers. Transaction processing systems integrate the various activities and functions that aid the organization in improving its overall travel and consultancy services. The interface created between the customers, and the organization stands improved by the adoption of this kind of information system (Rainer & Cegielski 2011). Besides, these set of functions favorable improve the final results generated by the organization regarding aiding travel activities for the clients. Therefore, it remains as one of the necessary option available for Mr. /Mrs. Smith to enable them to improve the general performance of the industry. 3. Database Management Systems The DMS refers to set of functions aimed at recording, storage and integration of the relevant client information by the company for purposes of ensuring posterity (Oz 2009). The DMS occupy a crucial role in the travel and tourism industry which include players that require the maintenance of clients records. One of the significance of these information systems to Mr. /Mrs. Smith corresponds to the ability to acquire and store relevant information regarding various destination points within the region. This kind of industry requires a proper record of various attraction sites, travel destinations and various recreational facilities desirable to tourists. DMS offers the capability to acquire such information and maintain a proper storage for purposes of retrieval. The other significance of DMS regards the ability to offer a desirable means through which the client’s information fit into the organization’s system. Usually, the travel consultancy firms require a well-kept database of the clients for purposes of maintaining a consistent service routine (Rainer & Cegielski 2011). For example, having the profile and contact information of clients from foreign countries makes the firm maintain a direct and constant link with them making them opt for the services of the particular travel agency whenever they visit the country. Such information only becomes available through the maintenance of proper Database Management Systems within the firm or organization. 4. Geographic Information System Geographic information systems remain as one of the desired options that in acquiring and storage of relevant information regarding the physical environment, surrounding and locations of various desired destinations (Heijden 2009). It allows the travel consultancy to maintain proper record regarding various geographic attributes of various travel destinations and attraction points beneficial for the tourists and other people who opt for the services. Besides, this kind of knowledge makes the consultancy well equipped to offer an answer to any prospective tourist or traveler who seeks to explore the geographical surroundings and other sites. These kinds of systems potentially enable Mr. /Mrs. Smith retains significant geographical results that profit the clients. In many cases, the travel and tourism industry deal with clients that seek to explore new areas and garner knowledge (Oz 2009). Others also require the consultancy services to identify suitable options for purposes of tourism and attractions sites. Maintaining proper geographical information, therefore, benefits the firm and provides a positive outlook on the expected results. Hardware/Software required starting the business Hardware Components One of the hardware components required to set up the business relates to computer system and backups. The computer acts as an interface that enables the operator to access and store basic information required by the business (Heijden 2009). The home based startup company requires a well functional and quick computer which aids in the processes of storage and also transacting daily processes for the travel and destination requirements. Besides the computer, the business requires a set of storage and backup devices such as portable hard disk drives, flash disks, CDs among others. The relevance of integrating such storage devices is to provide backup services in case the computer develops any problem that threatens the database management systems. The external storage devices, therefore, offer an alternative for storage and retrieval of relevant information for the business. The other significant hardware component regards the establishment of internet devices in the house. For example, the business requires an active modem that acts as an internet server or even a server box that offers relatively quicker internet connection. The relevance of having the internet connection devices relates to the need of having a constant connection with the potential market and also to receive quick prompts that are relevant for the business (Heijden 2009). Software Components Computer Programs: these are a category of significant software needed by the business. The programs usually aid in performing specific tasks related to the activities of the business. For example, Mr. /Mrs. Smiths require the installation of spreadsheets to allow for mathematical calculations required for purposes of accounting. Also, they require other programs such as accounting software to facilitate quicker accounting, payment, recording and transactional processes (Heijden 2009). Operating Systems: the business similarly requires the installation of helpful information systems to facilitate quicker operations within the business. For example, the business requires the Logical Level of Operating System that ensures high functions of file management and internet services. Such systems further improve the transactional speed and efficiency of the business (Oz 2009). The other operating system necessary in this case refers to the Hardware Level of Operating System which usually controls the use of the hardware components. For example, it controls the use and management of storage devices such as the memory cards and the flash disks. The use of such software components ensures information integrity and also safeguards the contents from possible damage. Monthly/Yearly costs The specific costs associated with running the business at home include the salaries for the administrative officers, licensing fee as well as topping up the modem. Such costs usually accrue on a monthly basis and further compound to a yearly basis (Rainer & Cegielski 2011). Therefore, they determine the performance of the business as well as the related fees charged for various services offered to the clients. The table below shows estimates of the monthly and yearly costs accrued in the normal running of the business.— Cost overhead Monthly ($) Yearly ($) Salary for 2 administrative staff 400 4800 Costs for internet modem subscription 50 600 Costs of obtaining the license 100 1200 Electricity bill for computer systems 50 600 The above cost estimates are effective for the operations of the business. The expected profit margin from the daily operations of the business largely outweighs the associated costs as outlined in the table above. The use of information system has further contributed to the cost effectiveness of operating the system and provided a positive long-run effect on the entire business. Recommendations The recommendation which will enable the systems to grow as the business expands regards the adoption of flexible system structure and appointment of an expert operator. A flexible system structure usually corresponds to that which aligns its operations depending on the dynamics of the business environment. It adapts to the industry changes and usually aims at striking a balance that would remain profitable to the business amidst changes in the environment (Talwar 2006). Besides, this report suggests for the hiring of a qualified information system specialist with experience and ability to manage and operate the various suggested information systems. The use of an expert ensures that the business benefits from the functional contributions of such systems and also allow for the possibility of expansion of the systems in the changing environment. References Acton, Q. A. 2012. Issues in hospitality, travel, and tourism. Gunasekaran, A. 2007. Modeling and analysis of enterprise information systems. Hershey, PA: IGI Pub. Heijden, J. G. M. 2009. Designing management information systems. Oxford: Oxford University Press. Oz, E. 2009. Management information systems. Boston, Mass: Thomson/Course Technology. Rainer, R. K., & Cegielski, C. G. 2011. Introduction to information systems. Hoboken, N.J: Wiley. Talwar, P. 2006. Travel and tourism management: (in 4 volumes). Delhi: Isha Books. Tomak, K. 2005. Advances in the economics of information systems. Hershey, PA: Idea Group Pub. Read More