IMAT5205 - Wide World Tour Management System (TMS) - Business Management Assignment Help

Assignment Task:

Wide World Coach Tours:
 
Wide World Tour Management System (TMS):
 
Wide World Coach Tours operates coach tours of varying durations, mostly in the UK but a. to European cities. The company operates a fleet of coaches and maintains a list of associates as drivers and as tour leaders; most but not all associates are self-employed. Administrative staff and booking agents are employed by Wide World, as are the managers of the 20 branches throughout the UIC. Wide World publishes tour information on their website and In brochures which are sent to Places like libraries as well as to previous customers and in response to requests. Bookings can be made online or in branches, or by post to the company's headquarters.

There are existing systems to deal with scheduling of drivers and coaches once a tour has been organised and booking numbers are known and to handle enquiries and bookings for places on coach tours. There is a simple database which stores tour information, for use within the website, but it will need to be expanded. Tour leaders currently plan their tours offline and input outline information, enough to support website enquiries and bookings, but there is the increasing need for tour leaders to be able to plan their tours interactively within the system, with better access to up-to-date lists of venues and hotels where discounts have been negotiated. Better information would a. help branch and customer service staff when answering booking enquiries. Wide World has concluded that it is time for a new system to work alongside the existing systems.

Tours can take one of several formats. In the UK, tours are offered for one day, three days or one week. Tours to European cities are available for seven or ten days. Daytrips last one day, although some day trips involve early starts and late finishes; the price for a day trip includes the coach fare, a visit to a venue such as stately homes or museums, and a meal at a suitable cafe or restaurant; sometimes the meal is at the main venue. Some day trips include more than one venue. Daytrips longer than six hours also include a coffee or tea break. Longer trips include visits to a number of major venues, meals and overnight stays in 3-star hotels or inns. Tours to Europe also include any ferry or train fares and charges.

Daytrips are led by the tour leader and typically include one driver. Longer trips, however. are led by the tour leader together with one or two other tour guides; these trips sometimes include two drivers. At present, most of the costing details for a tour are handled in a set of spreadsheets but the new system is intended to incorporate this information and do away with the need for separate spreadsheets. Finance reports will be required, to help with managing tour costs (expenses, and booking receipts (income). 
 
Functional Requirements:

The main users will be: 
• Tours Manager - has overall responsibility and can carry out any Tour Leader's duties in their absence.

• Tour Leaders - are responsible for planning all aspects of specific tours. Each Tour Leader can lead several tours. A tour leader is responsible for pricing a tour so that it makes a small profit.

• Branch Manager - supervises a branch, and can carry out a Clerical Assistant's duties. A branch manager is responsible for balancing costs and receipts in their branch

• Team Administrator - supervises the headquarters tour support office, and can carry out a Clerical Assistant's duties

• Clerical Assistants - maintain all the basic records of tours, tour guides, drivers, venues, hotels, catering establishments, customer enquiries, bookings, invoices and payments. Clerical assistants can be found in branches as well as headquarters

• Finance Officer - is responsible for balancing costs and receipts overall

The main system tasks are:

• Clerical Assistants record new tours, itineraries and venues and can edit them if their details change. Clerical Assistants assign drivers to each tour, using the information provided by the Tour Leader. This can happen when the tour record is created, or it may happen at a later time.

• Tour Leaders can view their own tours, and can make updates but not create new tour entries. Tour Leaders are responsible for adding itinerary and venue details on their tours and updating the cost estimate, either at the same time or separately. Clerical Assistants can also carry out these tasks using the information provided try the Tour Leader.

• Clerical Assistants record payments for customer bookings, both deposits and balances. The Tour Leader must check that all customers have paid in full before the start date of their tour.

• Clerical Assistants record new venue invoices. Tour Leader must approve each invoice on the system before it can be paid. The Mur Leader may update the tour cost estimate at the same time. Venue payments are sometimes required in advance; any advance payments in excess of El.,500 must be approved (on the system, by the Finance Officer before the payment can be made.

• Payments are processed through a link to the separate accounting system. The new system will record payments for budget monitoring purposes, but other steps in processing the transaction (e.g. production of cheques, will be handled by the accounting system

• The Tour Management system will produce a variety of reports giving information on tour plans, budgets and spending to date. Tour Leaders can view these reports for their own tours; Branch Managers can view them for their own branches. The Tours Manager and Finance Officer can view there for all tours. 

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