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Ski Club United Reservation System

Ski Club United (SCU) is a not-for-profit member-oriented organization that operates a Ski Lodge in Vermont and wants to create a reservation system as an upgrade to their existing website for the organization. There are 100 members of the club. The current website is available to the general public. This upgrade will be available to members only.

The lodge is a ten bedroom building with four beds in each room configured as two bunks beds. Each room is normally occupied by people of the same gender. At the request of the members a room can be assigned to a mixed group. If a member (or guest brings a child, the child must be assigned to a same gender room.

Only active members may reserve rooms at the lodge. They may bring 2 guests, but the reservations and payment for these guests must be made by the member.

In the new system the members can reserve rooms in three ways, at one of the weekly meeting, via telephone to the reservationist, or online. Online reservations must be approved by the reservationist. Special requests will be honored when possible. After 6:00 PM on the Wednesday prior to the upcoming weekend only the reservationist will be allowed to enter reservations into the system for the upcoming weekend (including Thursday). Members may continue to make online reservations for other future dates.

The members will also have access to their information in the database and may modify it. The requested changes are submitted online for the database and must be approved by the Director of Membership before they are finalized in the database.

Payment is limited to credit card, direct debit to the members bank account, or from the members account in the database.

The cost of the bed for members is the same for adults and children in their family. Children 6 and under are free, but they do occupy a bed. Guests pay a surcharge for their accommodations. Weekday charges are lower than weekend charges as meals are included on weekends. Meals are provided in the lodge for Friday and Saturday dinners and Saturday and Sunday breakfasts. No meals are provided on other days or times. Rooms are assigned by gender unless a special request is made.

When the reservation is accepted, an email will be automatically generated back to the member that requested the reservation confirming the date(s), name(s) of the people staying, and total cost of the stay including taxes. The email must also give cancellation information including the date of early cancellation along with the penalties before and after that date.

Cancellations will be processed when received. A cancellation penalty will be assessed and the remaining amount will be added to the members account in the database.

Refunds to the member will be made only at the end of the ski season.

The reservation agent will be notified of the cancellation and an automatic confirmation e-mail will be sent to the member.

A table of room assignments for the upcoming weekend will be sent by email to the lodge on the Friday morning before the upcoming weekend. This table will be posted on the bulletin board at the lodge. Also, a count of reservations for the weekend will be sent by email to the cook.

Each room is given a work assignment for the weekend. These work assignments are included in the room assignment table.

Reports and Utilities are also required. You must define these items.

The project is to create a secure access to the reservation/membership update process system of the existing website, to develop the methodology for the new reservation system and calendar database and the process that handles the updates to the member database. You are only required to plan the project, not build it.