Information and Communication Technology (0417) | Booking systems

📄 Study Notes: ICT Applications - Booking Systems (0417) 📄

Welcome to the chapter on Booking Systems! This is an incredibly relevant topic because you use booking systems almost every day—to catch a train, see a movie, or book a doctor's appointment.
In this section, we will explore how computers manage resources like seats, rooms, and tickets, making sure nobody buys the same ticket twice! Understanding this application is key to seeing how ICT manages complex real-world operations.

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6.5 Online Booking Systems (OBS)

A Booking System is an ICT application designed to manage appointments, reservations, and sales of fixed resources.
The syllabus specifically focuses on Online Booking Systems (OBS), which allow users to interact with the system remotely via the internet.

Characteristics of Online Booking Systems

Online booking systems rely on several key characteristics to function efficiently:

• Centralised Database: All available resources (e.g., airline seats, concert tickets) are stored in one central database.
• Real-Time Updates: When a resource is reserved or purchased, the central database is updated immediately. This prevents the problem of double-booking (selling the same seat to two different people).
• User Interface: They must provide a clear and intuitive front-end (website or app) for the user to search, select, and pay.
• Security: They require secure methods for handling sensitive data, especially payment information (usually involving encryption and SSL).

Uses of Online Booking Systems

Online booking systems are used across numerous industries to manage reservations effectively. The syllabus requires you to know these specific examples:

1. The Travel Industry:
   

   Example: Booking flights, hotels, or rental cars.
   OBS allows customers to select dates, compare prices across different airlines or hotels, choose specific seating (e.g., aisle or window), and complete the transaction instantly from anywhere in the world.

2. Concerts and Entertainment:
   

   Example: Purchasing tickets for a major music festival or theatre performance.
   These systems often use Graphical User Interfaces (GUI) to display venue layouts, allowing the user to click directly on the seat they wish to purchase. The system handles pricing tiers (VIP vs. standard seats) and ensures limited capacity is not exceeded.

3. Cinemas and Theatres:
   

   Example: Reserving seats for a specific movie screening time.
   Similar to concerts, cinema systems manage seat maps. They also handle complex variables like different ticket types (adult, child, senior) and ensure that once a seat is confirmed, it is marked as unavailable immediately for everyone else browsing the site.

4. Sporting Events:
   

   Example: Buying a season ticket or a single match day ticket for football or basketball.
   OBS manages stadium zones, ensures fans are segregated safely (if necessary), and handles high demand during major events, often queuing users digitally to manage the load on the server.

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Advantages and Disadvantages of Online Booking Systems

Like all ICT applications, OBS brings huge benefits, but also introduces challenges. You must be able to discuss these from both the customer's and the organisation's point of view.

Advantages (The Good News)

These systems save time, money, and provide great convenience:

• 24/7 Availability: Customers can make bookings at any time of day or night, regardless of time zones, without needing to visit a physical office.
• Global Reach: Organisations (like airlines or hotels) can reach millions of customers globally without needing agents in every country. This increases sales.
• Immediate Confirmation: Bookings are confirmed instantly via email or on-screen, removing uncertainty.
• Reduced Staff Costs: Less human interaction is needed, lowering the operating costs for the organisation (fewer call centre or counter staff required).
• Efficiency: The system eliminates human errors associated with manual data entry, such as handwriting mistakes or miscalculating prices.
• Easy Data Analysis: Organisations can track booking trends (e.g., peak times, popular destinations) easily, which helps with future planning and marketing.

Did you know? OBS is one of the biggest reasons why travel agents became less common. Customers can now do the comparison and booking work themselves instantly online!

Disadvantages (The Challenges)

Despite the convenience, online systems face technical, security, and access challenges:

• Requirement for Internet Access: Customers need a reliable internet connection and appropriate hardware (computer, smartphone) to use the system. This can exclude people without digital access.
• Security Risks: Since payment and personal data are transmitted online, the system is vulnerable to cyber threats like hacking, phishing, and credit card fraud.
• Costly Setup and Maintenance: Developing and maintaining a robust, real-time booking system requires significant initial investment and ongoing technical support.
• System Failure: If the central server or network goes down, the entire booking process stops. This can cause significant loss of revenue and customer frustration.
• Impersonal Service: Some customers prefer dealing with a human agent for complex or custom bookings, which OBS cannot provide easily.

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Key Takeaways Summary

Booking systems are critical ICT applications used widely in travel, entertainment, and sports. They are defined by their reliance on a centralised database and the ability to provide real-time updates, which eliminates double-booking. While they offer immense convenience and reduce organisational costs, the biggest concerns relate to data security and the potential for total system failure.