Online Barber Shop Management with Appointment and Billing System for

Perfect Cut Barber Shop

Table of Contents

1. Introduction

Background of the Project

Objectives of the Project

Significance of the Project

Scope and Delimitations

Definition of Terms

2. Methodology

Conceptual Framework

System Development Methodology

Data Gathering Tools

3. Presentation of the System

Overview of the Existing System

Overview of the Proposed System

Process Model

Data Model

Data Dictionary

CHAPTER 1
 INTRODUCTION

Background of the Project

The world keeps changing because of new inventions. This tech stuff affects

everything we do, from work and school to hanging out with friends and having fun.

It's made us more productive and helped us find information easier. But there are

downsides too, such as feeling lonely, losing jobs to machines, and having less

privacy. To figure out how to use tech best in the future, we need to see how it's

affecting both regular people and businesses.

Auditya, Mochammad, and Achyar, Adrian (2021) noticed that more and more

people are using the internet and buying things online (E-commerce). In Indonesia,

the number of internet users went up from 42 million in 2010 to 55 million in 2011.

Also, global E-commerce sales increased by 21.1% in 2012 and are expected to go

up by 18.3% in 2013, especially in Asia-Pacific, which is growing by 30%. This

progress has greatly affected how businesses promote their products and services,

making it easier for customers to shop from their homes or mobile devices whenever

they want. This also helps build trust with customers who use their products or

services.

As technology becomes more prevalent, many people are starting to use it.

Businesses are also using technology, like the internet, to make important tasks like

managing inventory and employees easier. Beh Jun Yang and Rosziati Ibrahim

(2021) propose that using a mobile system to manage appointments can make hair

salons and other businesses work better, attract more customers, and stay ahead of
their competition. This system can also reduce mistakes caused by people and

improve overall customer satisfaction.

In the past, mostly women did hairdressing. They had different hairstyles to

look better. According to Ricciardelli, R. (2011), said that women historically styled

their hair to show femininity, beauty, and sexuality. Nowadays, men also care about

their hair to look good and follow trends. Men and women both need to care for their

hair. Ricciardelli, R. (2011) added that it's normal for men to focus on their hair for a

better appearance. They want to make a good impression for others so that people

choose to have their hair cut by the barbers.

In the old days, men would usually go to a barber to get their hair cut. Back

then, barbers were often found outside, usually under trees. This was because there

weren't many other places to get a haircut. But now, people have more choices.

They can still go to traditional barbers or go to modern barbershops. A barbershop is

a place for men to cut and style their hair and this place usually comes with some

facilities compared to the old-fashioned barbershop.

Perfect Cut Barber Shop was founded and opened on November 2023, by

Peter C. Junio and Christine Junio at 2nd Floor, JT Building, Roxas Boulevard, San

Carlos City, Pangasinan, Philippines. According to them “A hair salon for men. A

quality hair cut at a fair price. All about quality. Your hair deserves the best!”. The

Barber Shop offers more professionals service like Haircut with Shampoo, Haircut

and Shave, Perfect Cut Signature, Beard Sculping/Shave, Scalp Treatment, Facial

Mud, Hair Dye, Body Massage and Hair Art. Furthermore, the company has

experienced steady growth since opening and now offers a wide range of services to

its customers, providing its best to serve the average number of 20 – 30 persons
every day. They are also actively engaging with their customers through social

media, providing updates on new products and services. (Facebook Page: Perfect

Cut Barber Shop - San Carlos Branch).

The majority of its business processes are manual, using pen and paper and

Facebook for advertising the business. The appointment scheduling system they're

using is the Facebook booking functionality if you are verified as a business and

using phones. When a customer schedules an appointment, they list the names in a

notebook. There are multiple concerns about their current management system, like

using pen and paper or a notebook and social media to track its employees and

customers. This process uses a manual system, and the notebook can be misplaced

or destroyed due to natural causes, making it vulnerable to theft and causing privacy

issues.

According to Mislang J. K., et. al (2018) a Pangasinan State University, San

Carlos City campus Information Technology thesis, to overcome the deficiencies of

manual systems, many companies have automated their management systems. This

system is used to track or monitor the data workloads of the company. With an

Automated Management System, business relies on computers to do tasks that were

once performed manually, such as inventory check and product sales.

Muhammad, A. (2023), Appointment Scheduling Automation involves using

software to automate the appointment booking process, resulting in more efficient

schedule management, reduced manual labor, and time savings. This automation

can also provide automated appointment reminders, rescheduling, and cancellations

to enhance the overall customer experience. By adopting appointment scheduling

automation, businesses can improve efficiency, productivity, and customer

satisfaction. In this project, we will explore how appointment scheduling automation

can help bolster business scalability.

The developers developed is an Online Barber Shop Management with

Appointment and Billing System for Perfect Cut Barber Shop for them to become

competitive in the business field. The system has Appointment Registration and

Payment Module, which involves the customer to appointment first and wait for the

appointment approval. What the developers developed is an Online Barber Shop

Management with Appointment and Billing System an advantage of a greatly

simplified process for both the customer and business owner. Online Barber Shop

Management with Appointment and Billing System for Perfect Cut Barber Shop is a

web-based project develops the software covers all the aspects of management and

operations of Barber Shop.

Objectives of the Project

The goal of the study is to promote the business of Perfect Cut Barber Shop,

so that it can stay current with rapidly changing technologies and use them to

improve the company overall. Due to technology advancing, this client

organization has been searching for a cost-effective and time-saving software

solution to help them manage their activities more efficiently. The main goals of

this project are to improve customer satisfaction and reduce manual processes.

This software solution will offer a user-friendly, reliable, and effective web-based

system for handling appointments, managing users, and managing financial

transactions.
Significance of the Project

The study, “Online Barber Shop Management with Appointment and Billing

System for Perfect Cut Barber Shop” offers significance to the following:

Company - It will boost the marketing of the business as this study will help

the company use technologies for the growth of the company, build credibility and

improve the quality of service.

Owner - This study benefits the owner to have a better way in managing the

business, employees/staff and their customer with ease and lessen the manual work

by automating it.

Employees - The employees can handle the customer and work better with

enthusiasm because of the improvement of the overall business.

Customers - Having an online appointment can save so much time for the

customers so that they won’t have to line up anymore, they can view online the

available services offered by the Salon with prices. They will have other options on

paying line online payment using Gcash in the counter after service for their comfort.

The website is user-friendly, so it is easy to navigate for them.

Researcher - The researcher has developed their research skills. The ability

to analyze information from different sources and attention to detail, improving

writing and interpretation skills as well as time management skills.

Future Researchers - This study will help as a guide that provides valuable

information to the future researchers who study similar topics, it will broaden their

knowledge and they can use it for the development of their study.
Scope and Delimitations

Scope

The scope of this study involves developing a website with distinct access

levels for both customers and owners of a barber shop. For customers, the website

will enable them to search for services, book appointments by providing necessary

information, view service details and prices, and schedule appointments through a

booking page. On the other hand, the owner's module will include a dashboard

displaying current services, pending, and verified requests, an appointment list for

managing customer bookings, a service list for managing available services, a user

list for managing system users, and settings for updating website details.

Limitations

However, due to the absence of user accounts for customers, they will not

have the ability to edit or remove their booked appointments once confirmed.

Additionally, the system will not support online payments such as debit or credit

cards, nor will it facilitate product advertisements or online selling. It is not designed

to function as an online store, so it will not include features for selling products

through the website.

In summary, this study aims to develop a specialized website for a barber

shop that allows customers to book appointments conveniently and enables owners

to manage services, appointments, users, and website settings efficiently. While the

system does not support online payments or product sales, it focuses on

streamlining appointment booking and management processes for improved

customer and owner experience.

Definition of Terms

Appointment - an arrangement to meet someone at a particular time and place.

Appointment Scheduling Automation - a tool that streamlines the booking process

for businesses, organizations, or individuals.

Asia Pacific - The Asia–Pacific is the region of the world adjoining the western

Pacific Ocean

Auditya, Mochammad, and Achyar, Adrian (2021). - refers to a group of authors

who conducted a study or research in the specified year.

Automated - operated by largely automatic equipment.

Barbershop - a shop where men can get their hair cut.

Beh Jun Yang and Rosziati Ibrahim (2021) - refers to a group of authors who

conducted a study or research in the specified year.

Company - a type of business structure that is a separate legal entity from its

owners.

Customers - a person or organization that buys goods or services from a store or

business.

Ecommerce - a method of buying and selling goods and services online.

Employee - a person employed for wages or salary, especially at nonexecutive

level.
Facebook - a social networking site that makes it easy for you to connect and share

with family and friends online.

Gcash - allows users to send and receive money, pay bills, buy load, and shop

online.

Global Ecommerce - Global ecommerce is the process of selling products or

services online across geopolitical borders to customers in foreign countries.

Hairdressing - custom of cutting and arranging the hair, practiced by men and

women from ancient times to the present.

Internet - a global computer network providing a variety of information and

communication facilities, consisting of interconnected networks using standardized

communication protocols.

Manual Process - involve human effort and rely on personal skills, while automated

processes use technology and machines to complete tasks more efficiently.

Mislang J. K., et. al (2018) - refers to a group of authors who conducted a study or

research in the specified year.

Muhammad, A. (2023) - refers to a group of authors who conducted a study or

research in the specified year.

Owner - a person who owns something.

Perfect Cut Barber Shop - a barber shop business.

Peter C. Junio and Christine Junio – owner of the Perfect Cut Barber Shop.

Researcher - a person who carries out academic or scientific research.

Ricciardelli, R. (2011) - refers to a group of authors who conducted a study or

research in the specified year.

Salon - an establishment where a hairdresser, beautician, or couturier conducts

business.

Social Media - is digital technology that allows the sharing of ideas and information,

including text and visuals, through virtual networks and communities.

Technology - the application of scientific knowledge for practical purposes,

especially in industry.

Website - collection of web pages and related content that is identified by a common

domain name and published on at least one web server.

 CHAPTER 2

METHODOLOGY

Conceptual Framework

The group chose to use the Input-Process-Output (IPO) model as a

foundational framework in this study to help achieve the expected goal. This decision

was made to allow for a clearer visualization of the end result and to increase the

likelihood of a successful design implementation. The IPO model provides a

structured approach for mapping and understanding the flow of data and actions

within a system.

Figure 1 Conceptual Design

System Development Methodology

https://indevlab.com/blog/what-is-agile-development/

Figure 2 Agile Software Development

The proponents of this study employ Agile Software Development, a

methodology that emphasizes adaptability, continuous improvement, and quick

iteration. Agile focuses on incorporating user and owner feedback to modify the

system, increase system stability, and ensure its relevance to stakeholders. By

breaking down the development process into smaller, manageable phases, Agile

allows for faster delivery of the system, making it more affordable and satisfying for

users.

Overall, Agile Software Development is chosen for its ability to deliver a

system that is responsive to changing needs, continuously improving, and meeting

user expectations in a timely and cost-effective manner.

Agile Software Development has six phases: Requirements, Design,

Development, Testing, Deployment, and Review. A discussion of each step

 follows:

Project Requirements Phase

In starting a project, one needs to plan and research the prerequisites needed

in order to prepare before working on it. The group started looking for a stakeholder

on March 15, 2024, and found the Perfect Cut Barber Shop—San Carlos Branch.

They went there on March 22, 2024, and gathered background information. Also, the

group did an initial interview and discovered some problems regarding its manual

tasks. On that day, the group got approval from the owner and signed the formal

letter. From then on, the group started executing the plan. The group also prepares

the software and hardware requirements that would be used in developing the

system, as well as the inputs of the end users.

These are all the things the group needs to prepare in order to come up with a

successful working system for our stakeholders.

Project Design Phase

During this project's design phase, the group decided on the simple

architecture and construction of the website design. The design is the first thing the

end users will see when they access the website, so it should satisfy the viewer's

eyes, be user-friendly, and be easy to navigate. Furthermore, it’s important that all

the modules work as intended because a well-functioning website is the result of a

well-designed system.
Project Development Phase

The systematic use of resources and information in carrying out a project to

achieve its goals and objectives taking into account the requirements prepared to

equip the study and the system’s design, the development starts now. In this phase,

the actual software coding happens. Using front-end development tools like Hyper

Text Markup Language (HTML), which provides structure and meaning to online

content, utilizing Cascading Style Sheets (CSS) to style and design the layout of web

pages, and MySQL is efficient for creating the database for fast storing and retrieving

data that can hold a large amount of information from the end users of the system.

This results in a working system that is to be tested and used later.

This initial plan can be expanded or modified as needed during the

development process.

Project Testing Phase

In this phase, the group tests each part of the system to find any bugs or

errors. It's important to check the finished product thoroughly to spot areas that need

improvement and prevent future issues. The group will also observe how different

parts of the system work together because every module and function should work

correctly and as a whole. A system that has been thoroughly tested is reliable, free of

errors, and achieves its goals, making it satisfying for users.

Project Deployment Phase

The information system is now ready for end users to use. At this stage, the

system will be handed over to the owner of the beneficiary company. The group will

conduct thorough explaining sessions with the owner and their employees, guiding

them through every aspect of the system. This includes demonstrating how to use

different features, explaining system functionalities, and addressing any questions or

concerns that may arise. The goal is to ensure that the owner and their team are fully

equipped and comfortable with the system.

Project Review Phase

Feedback from the end users is to be expected after deploying the final

product. It will contain different opinions, such as a satisfying experience,

suggestions, and critics. Both good and bad reviews help improve the system, so we

value honest feedback.

Data Gathering Tools

Data gathering tools are important in the software development life cycle as

they form the foundation of the entire process. Gathering accurate and

comprehensive user requirements is essential for building a successful system that

meets the needs of its users effectively. Without clear and well-defined requirements,

it becomes challenging to develop a high-quality product that aligns with user

expectations.
 The following requirement gathering techniques were used to gather their

requirements:

 Interview

By using interview, it can get clear idea about currently on-going manual

process. We talk to people at different levels to learn what they need and make

sure the system meets everyone's requirements.

 Observation

Observation is about studying users in their usual setting. When an analyst

observes users, they can see how processes flow, notice any difficult or awkward

steps, find areas where users face challenges, and spot chances to make things

better. Observation can be done passively, where the observer watches without

interacting much, or actively, where the observer engaging with users by asking

questions or seeking clarification while observing.

 Document Analysis

Before creating the system, the group need to look at books, bills, and

other documents used in the manual system. This helps us understand how the

business works and what's important in its processes.

 These techniques ensure that our system is designed to address real-

world challenges and provide a ideal experience for users.

CHAPTER 3

PRESENTATION OF THE SYSTEM

Overview of the Existing System

The group stakeholders currently rely on a manual appointment management

system for their day-to-day activities. The client maintains paper records for each

appointment made by their customers. The appointment booking process occur in

three ways: customers can message the Facebook page, contact an employee by

phone, or visit the physical location to schedule appointments. Additionally, the client

maintains the personal details of their customers within this manual system.

However, the manual system lacks mechanisms to manage customer

complaints or gather suggestions for future improvements. This limitation makes it

challenging to address customer feedback effectively and implement changes based

on their input.

The manual system also presents operational challenges. Retrieving

information from the system is unmanageable due to the lack of a proper retrieval

mechanism. All payments are recorded manually in books, making it time-consuming

and error-prone. In situations where timely access to information is crucial, the

manual system falls short in providing efficient solutions. Furthermore, generating

timely reports through the system is difficult, impacting the client's ability to analyze

data and make informed decisions quickly.

 Overall, the existing manual system poses challenges in terms of managing

appointments, handling customer information, addressing feedback, processing

payments, and generating timely reports.

Overview of the Proposed System

Process Model

https://blog.logrocket.com/product-management/what-is-iterative-incremental-development-process-examples/

Figure 3 Iterative and Incremental Development

The process model will outline the key stages and activities involved in

developing and maintaining the group information system.

Requirements Gathering and Analysis

 Identify stakeholders (owners, employees, customers) and their needs.

 Gather requirements for appointment management, billing, customer

information, and system functionality.

 Analyze gathered requirements to ensure they are clear, feasible, and aligned

with business objectives.

System Design

 Design the user interface for the online booking system, including

appointment scheduling, service selection, and payment processing.

 Design the backend system for managing appointments, customer

information, billing.

 Create database for storing customer details, appointment records, and

financial transactions.

Development

 Implement the front-end components using HTML and CSS to create an

interactive and user-friendly interface.

 Develop the backend functionality using PHP for server-side scripting, MySQL

for database management.

Testing

 Conduct unit testing to ensure each component functions correctly and meets

its specifications.

 Conduct user acceptance testing (UAT) with stakeholders and real users to

validate system functionality, usability, and performance.

Deployment

 Deploy the system, ensuring all configurations and settings are in place.

 Teach the user (owners, employees) on using the system effectively for

appointment management, billing, and customer interaction.

Maintenance and Support:

 Provide ongoing maintenance and support for the system, including bug fixes,

updates, and enhancements.

 Respond to customer inquiries, complaints, and suggestions for system

improvements.

This process model outlines the key stages from requirements gathering to

maintenance and support for the group Online Barber Shop Management and Billing

System.

Data Model

The data model is an abstract model which shows physical and logical

representation of the system entities and their relationships. This modeling method

used to design the Entity Relationship diagram and Use Case Diagram to the

system.
 By using Entity Relationship Diagrams and Use Case Diagrams, will be able

to design for the proposed system under process modeling method.

Entity Relationship Diagram for the System

This Diagram illustrates the interrelationships between entities of the project

and also helps to understand the entire model.

Figure 4 Entity Relationship Diagram for Perfect Cut Barber Shop

Use Case Diagram

Use case diagram is a graphical representation of user’s interaction with the

system. It depicts different types of system users and various ways they interact with

the system.

Data Dictionary