The document proposes a solution to improve the information systems of a small travel and tour service. It recommends: 1) Creating a LAN by networking the 3 PCs and making one the file server; 2) Developing an interface between the client database and ticket/invoice software; 3) Backing up the systems daily and weekly. The proposal outlines steps to implement the LAN, integrate the software, and develop backup procedures to improve efficiency and protect critical business data.

1. A Proposal
Submitted to Fiat Voluntas Tua Travel and Tours
On August 12, 2004
William Turnley
Daryoush D. Farsi, PhD.
BSIS 310 – IS Theory and Practice
12 August, 2004

2. August 12, 2004
A PROPOSAL
PROBLEM STATEMENT:
We have a small travel and tour service which grosses approximately $475k per year. The
tours that the Service offers are specialized to religious and related historic sites. There is one annual
convention that is organized by the Service.
In order to sign up for a tour, a client must contact the Travel Service, either by phone or FAX.
The Service does have a website; however, input is not gathered from the website, it is only offered.
There are three PC’s. All are connected via router to a single internet account. Two of the
PC’s are “worker PC’s.” One “worker PC,” PC1, and the other “worker PC,” PC2, run a proprietary
ticketing and invoice program called Galileo. Galileo is a specialized program (once called Apollo),
owned by Galileo International and leased to travel agencies and tour companies in order to issue
airline tickets and invoices. This program is critical to the performance of the Travel Service. Both
“Worker PCs” need to be up and running in order to issue tickets and invoices, since PC1 also has the
print manager function. Using the Galileo system, PC1 also will be used to check and book airline
reservations. Lastly, PC1 holds all of the accounting deposit information. PC2 is mainly used to book
tours and create luggage tags for those taking a specific tour. The information on both PC1 and PC2
is not backed up.
Once a client has signed up for a tour, data is entered into the “data PC.” The “data PC,” (PC3)
which also is not backed up, contains all of the client, tour, and conference information. This would
include, but is not limited to, name, address, tours to be, or already taken, and monies paid.
Accounting is done using a work suite program such as Quattro Pro, or EXEL 2000. Since PC3
contains all of the client information, it is used for items such as name tags and mailers. (Why PC2
prints luggage tags is still a mystery!)
RECOMMENDATION:
I have 3 recommendations. First the whole system, i.e. PC’s 1, 2, and 3 should all be put on a
LAN. Using Windows 2003, or Linux, or even Windows XP Professional, PC3 would make the ideal
server, since all of the tables containing the client information already are on that PC. The server PC
should be the print manager and using the server’s Terminal Services, applications can be centralized.
This would be a nice benefit, since with the conditions as they are now, if either PC1 or PC2 is down,
the Travel Agency cannot print or issue airline tickets or invoices.
Secondly, I would install a Vb 6.0 application (approx 80% completed, though not tested) on
the server to run alongside the Galileo application. Galileo International offers application interfaces
which could be used to link the Ticketing (Galileo) and Client Management (Vb 6.0) systems. As
things are now, once a Client is entered into the Galileo system, i.e. to be ticketed, the Client has to be
re-entered onto PC3 for payment tracking, name and luggage tags. It would save a great deal of time
and reduce the potential for error, if the client data along with receivables and airline booking data just
had to be entered once. All program functions in this type of setup would greatly enhance efficiency
and improve profits.
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3. The last item on my list would be some type of daily incremental backup, with a full back up on
the weekends. Currently, none of the computers are backed up. If any of the 3 PC’s were to go down,
a portion of the Travel Service’s business process would go down with it. Though they have a hotline
number to the Galileo group, who can generate and print airline tickets and invoices, this Service
Agency’s situation is tenuous at best!
POLICY DEVELOPMENT AND ADOPTION:
Step 1. Network Creation
The office is equipped with all of the hardware necessary to create the LAN. The task would be
similar to networking a home. Using a standard router and a switch, or network hub, PC3 would
become the gateway. This PC would also be where major files would be stored and would also be the
printer server.
The network topography is shown on the attached Visio diagram, along with a diagram of how
the PC setup is now. As you can see from the proposed setup, the 3 PC’s would be set up in a token
ring topography. Access to Galileo would continue to be through the internet. Security issues will be
addressed using the router and Symantec’s Norton Internet Security Professional Firewall. . . .
Step 2. Interaction with Galileo International
Still to do is the program interface with Galileo. Currently, the Electronic Data Interchange
(EDI) protocol is used, by a specialized Galileo program on PC1. The company offers a program
interface.
I have yet to obtain the EDI to Visual Basic interface function. From what I have found on the
Web, an interface called Object Linking and Embedding (OLE) Select is the interface that I will need.
I also found that it will necessitate some education and training to apply the interface using Visual
Basic 6.0. At the Galileo site, they indicate that OLE Select has multi-session capabilities at either the
workstation or Server level.
The site also mentions FocalPoint©, which needs to be installed in order to communicate with
the Galileo International host. This program is already installed on PC’s 1 and 2. There may be some
licensing issues which will have to be addressed to install FocalPoint© on PC3.
The interface could possibly be obtained from the FocalPoint© program. I would ask Galileo
International in order to obtain the answer.
Step 3. Client and Travel Event Management
The Visual Basic application that is being proposed is quite simple. Tours, Retreats, and
Conferences will be kept track of as Events. When a Client is added into the application, they will be
associated with an upcoming event. The application will also keep track of whether all the appropriate
fares are paid.
I have attached a Visio Diagram of the program functions and a picture of the Access database
relationship model is shown below.
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4. The application is “menu driven.” Each function includes adding and updating Clients and
Events, generating reports, luggage and name tags. A screen print of the startup screen follows:
To work with travel Clients, the User may “click” Clients and the following screen will be
displayed. Under Client Operations, the User may Add, Remove, Delete, or Change a Client. This is
the screen where the Accounting form would be invoked to enter payments and book travel.
The account screen is where payments and event “bookings” will be entered. This screen will
be used to interface with Galileo. The screen will show the Client Name and the Event Type. The
cost, taxes and total due will be shown, along with any other fees.
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5. Any other events that the Client has participated in will also be shown in the window on the
right. Rather than the “Print Receipt” button shown below, the button will say “Book and Print,”
which will send data to Galileo for flight reservations and tickets. An invoice will also be printed.
The screen will actually be the most complex to code, since the interaction with Galileo will
take place here. The key thing to remember is that, with the networking, only a single of the “worker”
computers need to be up and running. And, most importantly, the transaction can be completed with
the firewall enabled.
If the tour advisor needs to work with Events, they would “click” Events (on the Greeting
Screen), and the following screen will be shown. A date would then be entered. Any events matching
that date would be shown in the labeled box. The event may be selected from there. If an Event date
is entered and a matching event is not found, the advisor will receive a prompt to enter a new event,
change the event date to search for.
As shown in the picture below, events also may be added, changed, or deleted.
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6. The reporting screen, which is “under construction,” will print the luggage and name tags,
along with groups and departure schedules. It is shown below.
The plan is to select the Client and the Event. From there, a button will be added to print the
luggage and name tags, along with itineraries.
This screen may also be used for notification of upcoming events and overdue bills.
Step 4. Backups and Maintenance
The backups will be scheduled to run on Sunday mornings. This is a good time since the
Proprietor will be at Mass.
IMPLEMENTATION PLANNING – TIMELINES:
Systems Analysis – This item is explained above under PROBLEM STATEMENT.
Systems Design – The design is briefly described above under POLICY DEVELOPMENT
AND ADOPTION – Step 3. A Visio attachment of the program flow is attached
Programming – Still in progress for the main project. The Client Accounting screen and the
Reporting Screen are those two still outstanding. Since the Client Accounting screen will be the
screen that triggers the booking of travel, the printing of the invoice/itinerary, and the addition of the
client data to the event, it will take some time to code and test. Interaction with Galileo International
will be necessary for this code. The Reporting screen is straightforward. Buttons will be added for
lists of clients subscribing to a particular event, scheduled events and monies outstanding. Using
Access tables, queries may also be run ad-hoc.
Also, as time goes by, and new thoughts and ideas are had, maintenance will be scheduled and
performed.
Testing – This will be done modularly. The business is small enough to set up a parallel
system. Each program form will be tested for errors and completeness. Of course, we cannot print
tickets and invoices, but that is easy enough to change in the Accounting form.
Conversion – Conversion will be minimal since a parallel system will be in place. Current
Clients will have to be added to events; however, this can be done in a short time.
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7. Production and Maintenance – The system will come with a 5 year warranty. I will correct
any problems that surface and keep the language updated to make it more efficient when possible.
After 5 years any changes made may require a nominal fee.
FUNDING DETAIL:
To be determined
SOURCES OF FUNDING:
To be determined
DETAILS:
To be determined
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8. Fiat Voluntas Tua Travel and Tours
Current Network Topography
Mainframe Internet
Galileo
International
Modem
Router
Norton Personal Firewall
PC3 Must be disabled to issue tickets!
Norton Anti-Virus
PC1
Airline Ticket Printer
Norton Personal Firewall
Invoice/Itinerary
Printer
PC2
William Turnley
Daryoush D. Farsi, PhD.
BSIS 310 - IS Theory and Practice
4 August 2004

9. Fiat Voluntas Tua Travel and Tours
Mainframe Internet Proposed Network Topography
Galileo
International
Modem
Router
Norton Internet Security
Professional
Firewall
PC3 PC1
Token-ring
or LAN
Invoice/Itinerary
Printer
Ticket Printer PC2
William Turnley
Daryoush D. Farsi, PhD.
BSIS 310 - IS Theory and Practice
4 August 2004

10. Fiat Voluntas Tua Travel and Tours
Proposed Client, Events and Report
Program Overview
Greeting
Make a Selection . . .
Work with Clients Who/What would you
Work with Events like to work with?
Create a Report
Clients Events Reports
Clients Events Reports
1) Add a Client 1) Add an Event 1) Event Master List
2) Change a Client 2) Change an Event 2) Name & Luggage
3) Delete a Client 3) Delete an Event Tags
3) Itineraries
4) Accounts Receivable
Has the Client
been Booked? Yes
No Back to
Greeting
1) Book Travel, i.e.
Galileo William Turnley
2) Add Client to Daryoush D. Farsi, PhD.
Event list BSIS 310 - IS Theory and Practice
4 August 2004