SOLIERA: Administrative Management System with

Intelligent Legal Text Analysis using SpaCy NLP for

Document Classification

CHAPTER 1

INTRODUCTION

1.1 Background of the Capstone Project

One of the most dynamic and customer-focused industries is

hospitality, which necessitates effective management of both back-end

administrative tasks and front-end guest services. The amount of

administrative work has greatly increased as hotels and restaurants grow

in size and complexity. These duties include scheduling facility use,

keeping track of personnel and visitor records, maintaining legal

paperwork, and preserving important operational information. These

duties frequently lead to inefficiencies, human error, and a lack of timely

access to crucial information when managed through manual processes

or disjointed systems, which can have a negative impact on service

quality and regulatory compliance.

The capstone project "SOLIERA: Administrative Management

System with Intelligent Legal Text Analysis using SpaCy NLP for

Document Classification" was designed to address these operational

issues. This system is designed as a subsystem of a larger Hotel and

Restaurant Management System, with a particular focus on optimizing

administrative functions through intelligent automation. The project aims

to modernize document handling and improve overall workflow efficiency

within hospitality administration by integrating Natural Language

Processing (NLP) technologies.

The use of SpaCy, an industrial-strength natural language

processing library, is one of the project's main advances. It enables the

system to evaluate, categorize, and extract pertinent data from

unstructured legal and administrative writings. This lessens the strain of

human sorting and lowers the dangers connected with data

mismanagement by allowing the system to automatically classify

documents like contracts, permits, policies, and visitor logs according to

their content (Singh, 2025). The intelligent document classification feature

of the system is particularly important for guaranteeing quicker file

retrieval and upholding operational and regulatory standards.

Current trends in the hospitality industry's digital transformation

also influenced the creation of this administrative subsystem. Hospitality

businesses are implementing AI-driven solutions to support back-office

operations and improve decision-making processes in response to

mounting demand to increase operational efficiency and satisfy growing

client expectations (Kraus et al., 2021). Applications for legal technology

are becoming more popular, especially in helping businesses automate

classification, improve compliance procedures, and manage

documentation workflows (Moursy, 2025).

This capstone project not only addresses the operational needs of

hotels and restaurants but also contributes to the academic discourse on

the application of artificial intelligence in hospitality administration. By

integrating NLP with a management platform, the system serves as a

prototype for intelligent administrative solutions and highlights the

potential of AI in transforming conventional practices within the service

industry.

1.2 Context and Scope

The hospitality sector, which includes lodging and dining

establishments, is distinguished by its strong need for coordinated service

delivery, regulatory compliance, and operational efficiency. Much of this

obligation is in the administrative realm, where everyday activities

including facility scheduling, document archiving, internal user

supervision, visitor recording, and legal compliance are carried out. These

procedures have historically been carried either by hand or with the use

of disjointed digital technologies, which has resulted in inefficiencies,

disjointed records, and a higher chance of error.

 This capstone project, titled SOLIERA: Administrative

Management System with Intelligent Legal Text Analysis using

SpaCy NLP for Document Classification, is designed to enhance

administrative workflows by automating and streamlining key functions

within hotel and restaurant operations. The system is developed as the

administrative subsystem of a comprehensive Hotel and Restaurant

Management System, focusing on internal processes rather than

customer-facing services.

The scope of the system includes five core modules that

collectively support the administrative needs of a hospitality

establishment.

The Visitor Management module allows for the digital logging and

monitoring of guests and walk-in clients, improving traceability and

security.

The Legal Management module integrates Natural Language

Processing (NLP) using the SpaCy library to automate the classification

and archiving of legal documents such as contracts, permits, and policies.

The User Management module provides administrative control

over staff accounts, roles, and access privileges, ensuring secure system

operations.
 The Document Management module is responsible for

organizing, storing, and retrieving internal files efficiently.

Lastly, the Facility Reservation module handles the scheduling

and allocation of function rooms, meeting spaces, and other reservable

areas within the establishment.

This project is based on the assumption that the target institution

has conventional computing infrastructure and secure digital storage. The

NLP-based legal classification features are now tuned for English-

language documents, which are widely used in administrative

communication. The system excludes modules such as point-of-sale,

customer booking, food ordering, and accounting, which are beyond the

administrative scope and meant for other subsystems in the entire Hotel

and Restaurant Management System.

The project's focus on these specified administrative modules

guarantees that development efforts are focused, realistic, and in line with

actual use cases in the hospitality industry. It lays the groundwork for

future improvements like multilingual support or integration with outside

platforms for compliance and government.

1.3 Problem Statement

 Legal departments and administrative offices frequently encounter

considerable obstacles in managing and arranging enormous amounts of

legal documentation. Contracts, agreements, case files, and legal

correspondences are often unstructured and must be manually classified,

which takes time and is prone to errors. Traditional administrative

systems lack intelligence skills for reading and categorizing legal texts,

resulting in inefficient document retrieval, compliance tracking, and

decision-making.

Without automated Natural Language Processing (NLP), legal

professionals must manually sift through documents to identify relevant

clauses, entities, or categories, which slows down workflow and increases

the risk of oversight. The absence of intelligent legal text analysis tools

also hinders the ability to maintain an organized, searchable repository of

legal documents.

This project aims to solve these problems by developing

SOLIERA, an integrated Administrative Management System equipped

with intelligent legal text analysis capabilities powered by SpaCy NLP.

The system will automate the classification of legal documents, enabling

faster access, better organization, and more accurate handling of legal

content, thereby enhancing productivity and reducing the administrative

burden on legal professionals.

1.4 Objectives and Goals

The general objective of this study is to design and implement a

centralized administrative management platform that supports efficient

visitor tracking, legal document handling, user access management,

document archiving, and facility reservation. This platform incorporates

SpaCy NLP to enable the automated analysis and classification of legal

and compliance-related documents, thereby reducing the dependency on

manual input and improving the accuracy of document organization.

The system is designed to provide administrators with a

streamlined interface that supports multiple operational workflows. These

include the monitoring and control of physical visits through the visitor

management module, structured handling of legal documentation using

intelligent text classification, robust management of system users,

systematic archival and retrieval of administrative documents, and

effective scheduling and reservation of facilities.

The goals of this project include improving institutional productivity,

strengthening data security, ensuring compliance with legal protocols, and

offering an intelligent backend system that supports automated insights

through NLP integration. These goals collectively aim to provide a

modern, scalable, and user-friendly solution tailored for administrative

environments requiring advanced document handling and process

automation.

1.5 Significance and Relevance

Administrative functions in the hospitality industry particularly hotel

and restaurant management are critical to assuring operational uniformity,

regulatory compliance, and organizational efficiency. As organizations

handle larger volumes of data and documents, the constraints of

traditional administrative operations become more evident. Inefficiencies,

inaccurate data, and fragmented information systems can all have a

negative impact on internal operations and service quality. In response to

these issues, automated and intelligent administrative systems have

developed as a key field of technology innovation.

The system is particularly significant for administrative employees

and managers since it decreases the workload of manual processing,

minimizes clerical errors, and improves the accessibility of organized

data. By automating common processes like document filing, visitor

logging, facility reservation, and user account management, SOLIERA

frees up staff time for higher-level decision-making and customer service

responsibilities. The intelligent legal document classification tool, powered

by SpaCy NLP, is particularly useful for compliance and legal

departments since it organizes permits, contracts, and policy papers

faster and more accurately, decreasing the risk of oversight or misfiling.

From an organizational perspective, the system encourages

operational transparency and accountability. Real-time access to logs,

digital records, and reservation histories promotes traceability and data-

driven decision-making. The system's modular architecture also makes it

flexible and adaptable to a wide range of organizational sizes, from small

boutique hotels to large multi-branch hospitality organizations.

This system has broader implications than just one institution. It is

consistent with the increasing digitalization trends in the hotel and service

industries, where there is a greater emphasis on integrating intelligent

technology to handle back-office activities. As the sector faces increased

pressure to satisfy regulatory standards and enhance internal efficiency,

systems like SOLIERA can serve as a model for modernizing

administrative activities using technology.

This study contributes to the academic field by demonstrating a

practical application of artificial intelligence in administrative contexts. It

serves as a model for integrating NLP technologies into real-world

management systems, offering both functional solutions and a foundation

for future scholarly exploration in hospitality technology, administrative

informatics, and legal document automation.

The system responds to both institutional and industry-wide calls

for greater administrative efficiency through digital innovation, making it a

relevant and timely contribution to the evolving landscape of hospitality

management systems.

1.6 Structure of the Document

This capstone document is divided into five comprehensive

chapters that present the research, design, development, and evaluation

of the SOLIERA Hotel and Restaurant Management System:

Administrative Management System with Intelligent Legal Text Analysis

and Document Classification using SpaCy NLP. This subsystem is

designed to improve administrative efficiency in hospitality organizations

by automating and streamlining visitor monitoring, legal document

handling, user management, document archiving, and facility

reservations. The integration of Natural Language Processing (NLP) with

the SpaCy library allows for intelligent classification and processing of

legal texts, tackling complicated documentation difficulties within

administrative processes.
 Chapter I provides the foundational context of the study. It

introduces the background, institutional and industrial relevance, and the

specific administrative problems faced by hotel and restaurant

management systems. The chapter presents the objectives and goals of

the project, discusses its significance to various stakeholders, and

concludes with an overview of the structure of the document.

Chapter II focuses on the business process architecture that

guides the design and implementation of the administrative subsystem. It

identifies the key workflows within hospitality operations that are

supported by the system, including those related to legal documentation,

facility scheduling, and personnel management. Existing business

processes are modeled and compared against proposed automated

processes, allowing for a clear visualization of efficiency gains,

compliance improvements, and workload reductions. The chapter

demonstrates how process optimization aligns with operational goals in

the hospitality sector.

Chapter III presents the development process used to build the

system. It describes the application of the Agile Scrum methodology,

including sprint cycles, role assignments, backlog management, and

collaborative iteration. This chapter documents each stage of

development, from initial prototyping to final implementation, highlighting

how user requirements were translated into functional modules. It also

outlines the challenges encountered during system construction and the

strategic decisions that guided the evolution of the project.

Chapter IV details the system’s technical implementation and

evaluation. It describes the architecture, tools, and technologies used to

develop the administrative subsystem of the SOLIERA Hotel and

Restaurant Management System. Each modulevisitor management, legal

management, user management, document management, and facility

reservation—is explained in terms of functionality and integration. A

special focus is placed on the SpaCy-based NLP component within the

legal management module. This chapter also includes testing strategies,

usability assessments, and validation results to measure system

performance against its intended objectives.

Chapter V concludes the capstone by summarizing the research

findings and technological contributions of the project. It reflects on the

system’s impact on administrative workflows in hotel and restaurant

environments and evaluates the effectiveness of the adopted design

approach. The chapter also outlines limitations of the current system and

proposes future enhancements, such as broader NLP capabilities, third-

party database integration, and scalable deployment for multi-site

hospitality enterprises.
 This structured document provides a coherent and scholarly

presentation of the development and integration of an intelligent

administrative subsystem within the SOLIERA Hotel and Restaurant

Management System, demonstrating its potential to modernize hospitality

operations through automation and intelligent document processing.

REVIEW OF RELATED LITERATURE

2.1 Agile Scrum Methodology Overview

The Agile Scrum methodology is a methodology that enables a

team to handle a project more effectively by dividing it into multiple

phases. Each phase facilitates ongoing collaboration with stakeholders to

encourage continuous enhancements throughout the process (Peek,

2024). This framework integrates inspection and adaptation at consistent

intervals, enabling teams to perpetually enhance their interactions,

minimize time to market, and elevate customer satisfaction via ongoing

feedback loops. Scrum's focus on transparency and collaboration

cultivates a more involved and motivated team atmosphere, which can

result in increased productivity and improved outcomes.

The responsibilities, artifacts, and events of Scrum function

cohesively within the sprint. The product owner establishes the trajectory
of product development by setting a product goal, utilizing insights from

stakeholders and users. They pinpoint and articulate segments of value

that can be delivered to progress towards the product goal (Schwaber &

Sutherland, 2020).

Agile Scrum has proven effective in academic software

development projects in the Philippines, enhancing both student

collaboration and stakeholder satisfaction (Ng & Cruz, 2021). Agile Scrum

proved especially valuable in this project due to its emphasis on working

software and customer collaboration. As the administrative subsystem

involved diverse functionalities and required accuracy in legal document

classification, the iterative nature of Scrum enabled continuous testing,

validation, and user feedback, ensuring that the final product met both

functional and quality expectations.

2.2 Enterprise Architecture Concepts

Enterprise Architecture (EA) is a strategic discipline that enables

organizations to align their business goals with information systems,

ensuring operational coherence, integration, and long-term sustainability.

Among the various EA frameworks, the Zachman Framework is

distinguished for its rigor, clarity, and multidimensional structure. This

research adopted the Zachman Framework due to its suitability for

modular and stakeholder-driven systems such as the SOLIERA Hotel and

Restaurant Management System Administrative Subsystem with

Intelligent Legal Text Analysis using SpaCy NLP.

Developed by John Zachman, the framework conceptualizes

enterprise systems through a matrix of six fundamental questions: What,

How, Where, Who, When, and Why. These are analyzed across six

perspectives: Planner, Owner, Designer, Builder, Subcontractor, and

Functioning System (Cio, 2023). This format allows for the decomposition

of system architecture into clear, manageable components, each

reflecting a distinct stakeholder viewpoint and architectural concern. The

framework’s strength lies in its ability to describe complex systems in a

highly structured yet adaptable format, making it suitable for modular

developments such as administrative systems in the hospitality industry.

In the context of the administrative subsystem, the Zachman

Framework facilitated comprehensive documentation of the core

modules, including legal document management, facility reservation,

visitor tracking, and user access control. For instance, the “What” axis

mapped business entities such as documents, users, and reservations,

while the “How” axis described system processes such as SpaCy-

enabled legal text classification and workflow automation. The “Who” axis

addressed user roles and access levels, ensuring that personnel

responsibilities aligned with their system privileges. This architectural

clarity ensured that each sprint iteration in the Agile Scrum methodology

remained traceable to business needs and architectural integrity.

To further reinforce architectural robustness, this project also

referenced The Open Group Architecture Framework (TOGAF), a widely

accepted enterprise architecture methodology. While Zachman provided a

descriptive and stakeholder-focused structure, TOGAF contributed a

prescriptive approach through its Architecture Development Method

(ADM). TOGAF’s four architectural domains—Business, Application,

Data, and Technology—offered a complementary view that helped guide

the implementation and integration phases. For example, the Business

Architecture defined how each administrative service supported core

hotel and restaurant operations. The Application Architecture ensured

proper modularization and communication between subsystems. The

Data Architecture secured centralized and accessible records. The

Technology Architecture provided the infrastructure and platforms for

reliable system delivery.

Recent research supports the relevance of both frameworks in

enterprise system development. Gerber et al. (2020) emphasized that

Zachman enhances transparency and accountability by allowing

stakeholders to view the same system from multiple dimensions.

Similarly, Van der Merwe (2020) noted Zachman’s effectiveness in public

and service-based domains, while TOGAF’s structured methodology

ensures process discipline and continuous alignment with evolving

business requirements.

By integrating the Zachman Framework and referencing TOGAF’s

architectural guidance, this project achieved a balanced architectural

strategy that combines stakeholder-centric clarity with methodological

rigor. This approach ensured the SOLIERA system was logically

coherent, well-documented, and scalable for future enhancements such

as AI integration and system interoperability.

2.3 Microservices Architecture

Microservices architecture has emerged as a critical architectural

paradigm in modern software engineering, owing to its emphasis on

modularity, scalability, and service autonomy. Unlike monolithic design,

which develops and deploys all system functionalities as a cohesive

codebase, microservices architecture promotes the breakdown of

programs into discrete, independently deployable services. Each service

encapsulates a specific business feature, works independently, and

communicates with other services using lightweight protocols like

RESTful APIs (Bouttier, 2021).

 The SOLIERA: Hotel and Restaurant Management System -

Administrative Subsystem with Intelligent Legal Text Analysis using

SpaCy NLP was developed using a microservices design to solve the

system's complicated, multi-functional nature. The administrative

subsystem consists of several modules, including legal management,

visitor monitoring, facility reservation, document archiving, and user

account control. Designing each of these features as an independent

service helped modular development, service-level scalability, and fault

isolation—all of which are critical for assuring the maintainability and

performance of enterprise-grade systems.

The microservices architecture enables technological

heterogeneity by allowing the incorporation of specialized tools and

frameworks when needed. In the case of SOLIERA, the legal document

classification module necessitated the use of Python-based SpaCy NLP

libraries, whereas other components, such as the user management or

reservation system, could be implemented using programming languages

or frameworks more appropriate for their functional scope. This

technological flexibility contributed to the system's adaptability and

extensibility.

Empirical evidence supports the strategic use of microservices in

enterprise systems. Söylemez et al. (2023) found that microservices

improve system resilience and scalability in scenarios that need modular

expansion and real-time service orchestration. Fadatare (2025) evaluated

a hotel management system built on microservices and containerization

using Docker, comparing its performance against traditional monolithic

architecture. Results indicated that while monolithic systems offered lower

latency under certain conditions, microservices provided greater

throughput, modularity, and easier scaling, especially when

accommodating peak loads.

A prominent local application of microservices architecture is

detailed in the Healthcare Information Management System (HIMS)

created at the University of Science and Technology of Southern

Philippines (USTP). The HIMS enables scalable teleconsultation services,

real-time digital health records, and electronic personal health record

(PHR) modules (Maureal et al., 2024).

These findings support the architectural decisions taken in the

SOLIERA project, where administrative efficiency and intelligent

automation were primary design goals.

2.4 DevOps and CI/CD

The use of DevOps and CI/CD proved critical in speeding up

development, enhancing collaboration, and ensuring stable deployments

of administrative functions. DevOps encourages a cohesive workflow

between development and operations teams by focusing on automation,

monitoring, and continuous improvement throughout the software

lifecycle. According to Hanif and Tiaharyadini (2023), DevOps speeds up

time-to-market and increases deployment frequency by decreasing

friction between traditionally compartmentalized teams. This cultural and

procedural transformation allowed the project team which included

programmers, analysts, and documentation specialists to interact more

effectively using integrated tools, shared repositories, and synchronized

sprint activities.

Continuous Delivery (CD) complements CI by automating the

release process, allowing new code to be delivered to production-like

environments at any time. Ali (2023) shows that CD is a dependable

technique for quickly and reliably putting new features into production,

aided by deployment pipelines and automated quality gates. Within

SOLIERA, this approach enabled the smooth delivery of important system

features such as visitor monitoring and facility reservation modules,

ensuring that new changes reached stakeholders swiftly for assessment

and comment.

This paradigm also includes traceability and auditability, which are

critical in enterprise-level systems. Each deployment in SOLIERA was

paired with a version-controlled artifact and documented by the document

expert, allowing for full change tracking and compliance with institutional

procedures. As Mowad, Fawareh, and Hassan (2022) discovered in the

Accelerate study, exceptional DevOps teams achieve both speed and

stability without sacrificing reliability, an important balance for SOLIERA

given its administrative and legal duties.

The systematic use of DevOps and CI/CD approaches enabled the

SOLIERA (Administrative Subsystem) project to maintain consistent

delivery, high-quality outputs, and flexible development workflows. These

approaches ensured that the subsystem met the complex and changing

needs of hotel and restaurant administration operations by enabling rapid

iteration and dependable deployment.

2.5 Relevant Studies and Research

The development of SOLIERA's Administrative Subsystem is

closely aligned with local and worldwide scholarly works that investigate

administrative automation, document classification using NLP, and

microservice-based system architectures. SpaCy's integration for

intelligent legal text analysis, as well as the system's modular

architecture, reflect current trends in both academic and practical

software development, notably in the enterprise and hospitality domains.

 Several studies conducted locally have highlighted the growing

need for intelligent information systems in administrative and hospitality

sectors. Peramo, Cheng, and Cordel (2021) introduced Juris2vec, a word

embedding model specifically trained on Philippine Supreme Court

decisions. This model enables more nuanced semantic understanding of

legal terms, which can significantly enhance automated legal document

classification, such as in the SOLIERA Administrative Management

System's intelligent legal management module. Similarly, Ng and Cruz

(2021) investigated an Agile methodology application in a capstone

program within a Filipino IT education setting, highlighting Scrum's

adaptability to changing customer needs, which confirms SOLIERA's

Agile-based development process.

Another significant local study, Lapuz et al. (2023), created a web-

based database system for reservation and venue management that

incorporates data visualization, proving the power of digital tools to

streamline administrative workflows and improve decision-making

processes. Building on these findings, the SOLIERA Administrative

Subsystem incorporates a similar reservation and facility management

module that uses dynamic scheduling and automated tracking features to

optimize resource utilization and support evidence-based administrative

planning in hotel and restaurant environments.

 Most notably, Jewdaly, Costales, and Costales (2024) looked into

the role of disruptive digital technologies in the Metro Manila hotel

business, focusing on the strategic integration of automation and

intelligent systems to increase market reach and improve administrative

performance. Their findings highlight the importance and timeliness of the

SOLIERA subsystem in improving operational agility in the local

hospitality industry.

On the international front, a variety of studies provide foundational

insights that reinforce the architectural, technological, and functional

decisions behind the development of the SOLIERA Administrative

Subsystem. These works span areas such as intelligent legal text

analysis, microservices architecture, and hospitality-specific

administrative automation.

In the field of Natural Language Processing (NLP), Castiglione et

al. (2023) studied the use of SpaCy for part-of-speech tagging in

complicated legal documents inside the EU cybersecurity legal

framework. Their research proved SpaCy's versatility in customizing

preprocessing pipelines for legal-specific language, which helps

SOLIERA's use of SpaCy to classify and organize hospitality-related legal

documents. SpaCy's noun-chunk parsing and multi-word tokenization

have been used with BERT embeddings to tag entities such as hotel
names and places in the tourist area, demonstrating their usefulness for

named entity recognition. These techniques are immediately applicable to

SOLIERA's document module, especially for automating metadata

generation and indexing for facility or contract records.

Complementing the NLP perspective, studies also emphasize the

impact of microservices and CI/CD in enterprise systems. Al-Debagy and

Martinek (2020) detailed how a microservices architecture improves

maintainability and scalability principles that underpin SOLIERA’s modular

design. Similarly, Mowad et al. (2022) and Hanif and Tiaharyadini (2023)

demonstrated that CI/CD pipelines in DevOps reduce operational risks

and deployment time, guiding SOLIERA’s adoption of continuous

integration for frequent system updates.

In terms of hospitality administrative systems, Singh, Singh, and

Kaur (2023) proposed a modular hotel management framework that

divides front-desk operations, room management, and financial services

—similar to SOLIERA's compartmentalized design for user management,

visitor tracking, and reservation modules. Meanwhile, a case study from

The Open Group described how a hotel chain used microservices in its

central reservation system (CRS) to provide parallel deployment, elastic

scaling, and continuous service delivery. These design concepts are

consistent with SOLIERA's goal of providing seamless, scalable

administrative tasks for hospitality organizations.

All of these studies provide actual evidence in favor of the

methodological and technological decisions made in the SOLIERA

(Administrative subsystem). The project directly addresses the practical

difficulties of administrative procedures in the hotel and restaurant

management industry while reinforcing its basis in current scholarship by

combining best practices from regional innovations and international

research.

2.6 Integration of Information Systems Enterprise Environment

The integration of information systems into an enterprise

environment is a key activity that allows multiple departments, modules,

and processes to operate together in a coherent framework. The

Administrative subsystem of the SOLIERA Hotel and Restaurant

Management System (HRMS) is critical in orchestrating communication,

approval workflows, and data sharing throughout the organization.

This integration enables essential operational components such as

human resources, logistics, hotel and restaurant management, legal

management, and intelligent categorization modules to connect and

synchronize effectively. The Administrative subsystem collects employee

access data from Human Resources, manages facility and role

assignments, performs user authentication, processes internal requests,

and organizes document storage and legal compliance. It also functions

as a central center for processing and monitoring resource reservations,

visitor logs, delivery tracking, and legal documentation. This lowers

redundancy, increases transparency, and assures operational alignment

across departments.

Integration has organizational and technical obstacles in spite of

these advantages. Interconnection is challenging because multiple

systems frequently employ different data structures, protocols, or security

standards. Thorough planning and strong technical frameworks are

necessary to guarantee data protection, uphold access rules, and

accomplish real-time synchronization between modules. For example,

legal management systems need to follow stringent compliance

guidelines, which calls for automated, precise, and safe data handling

solutions.

In order to address these issues, the SOLIERA system uses a

shared, access-controlled database to provide a centralized

administrative architecture. The Administrative core is fed into by or

communicates with all subsystems, allowing for standardized processes

and coordinated administration. By adding Natural Language Processing

tools like SpaCy, legal classification becomes more automated,

increasing accuracy and compliance.

System integration is accomplished using API-driven

communication, modular design principles, and role-based access control

methods. These approaches ensure that each subsystem functions

independently while contributing to the enterprise's information flow. As a

result, integration enhances service consistency, improves data quality,

and promotes scalability and agility in the changing organizational

landscape.
Figure 1: Integration of Information System
METHODOLOGY

3.1 Agile Scrum Methodology in the Project

The development of the SOLIERA Administrative Subsystem

adopted the Agile Scrum methodology as its primary framework for

project management and system implementation. Agile Scrum was

chosen due to its iterative and incremental nature, which allowed the

project team to remain flexible, adaptive, and responsive to evolving

requirements and stakeholder feedback.

The project was divided into several sprints, each of which lasted

weeks. The team used Sprint Planning sessions to assign roles and

responsibilities, prioritize activities from the Product Backlog, and specify

the scope of deliverables for each Sprint cycle. All of the functional and

non-functional needs of the subsystem, including modules for legal

administration, visitor monitoring, document archiving, facility reservation,

and user management, were included in the Product Backlog, which was

assembled by the Product Owner.

To coordinate work, spot possible roadblocks, and encourage open

communication amongst positions like programmers, system analysts,

and document specialists, daily Scrum sessions were held. The team was

able to solve problems in real time and promote accountability through

these quick stand-up meetings. The team displayed the current build to

stakeholders at the conclusion of each Sprint, enabling early feedback

and functional validation. By using a feedback loop, the system was able

to adapt to the needs of users and the goals of the company. Sprint

Retrospectives were also conducted by the team to assess what worked,

what could be improved, and what steps could be taken to improve

subsequent Sprints. These ongoing reflections improved team

cohesiveness and allowed for process development.

The team was able to stay aware of project velocity and progress

by using Scrum artifacts like the Product Backlog, Sprint Backlog, and

Charts. Furthermore, Agile principles enabled the gradual release of

features, enabling the testing of individual modules such as the facility

reservation interface and the intelligent legal document classifier.

3.2 Roles (Scrum Master, Product Owner, Development Team)

The success of the SOLIERA Administrative Subsystem heavily

depended on the effective collaboration and clear role distribution among

team members. Each individual was assigned a specific role based on

their strengths and expertise to ensure the efficient execution of tasks

throughout the system development life cycle. Below is a detailed

breakdown of each team member’s role and their respective

responsibilities in the capstone project:

Table 1: Roles and Responsibilities

Role Name Responsibilities

Product - Managed and prioritized the

Owner Product Backlog.

- Translated stakeholder

needs into functional user

stories.

- Collected feedback during

reviews and refined backlog

accordingly.

Scrum Jonathan Evora - Organizes and leads Scrum

ceremonies such as daily

stand-ups, sprint planning,

sprint reviews, and

retrospectives.

- Removes obstacles and

impediments that hinder the

development team’s

progress.

- Monitors sprint progress and

ensure timely delivery of

 tasks and milestones.

Project Michael Petras - Oversaw the entire project

Manager timeline and deliverables.

- Coordinated task

assignments and

communication among

members.

- Managed risks and ensured

adherence to milestones.

Programmer Ernesto Piquero - Developed and implemented

Jr.
the system modules

including legal management,

facility reservation, and

visitor tracking.

- Handled coding, debugging,

and system integration

tasks.

System Rosely Moral - Designed system

Analyst architecture and workflows.

- Translated user

requirements into functional

 specifications.

- Collaborated closely with the

programmer to ensure

system consistency.

Business Arjay Cubol - Conducted requirement

Analyst analysis and stakeholder

interviews.

- Ensured the system aligned

with business processes and

objectives.

- Provided support in

validating functional outputs.

Document Alfred Pasinag - Drafted and compiled

Specialist technical documentation.

- Maintained formatting and

documentation standards.

- Prepared user manuals and

project deliverables

3.3 Sprint Cycles (Planning, Standups, Review)

 To manage the iterative development of the SOLIERA

Administrative Subsystem, the project team used organized sprint cycles

that followed the Agile Scrum approach. These sprints provided a time-

bound framework that encouraged disciplined progress, stakeholder

feedback integration, and continuous improvement.

Sprint planning occurred at the beginning of each two-week sprint

cycle. During these sessions, the team reviewed the prioritized backlog of

projects that were aligned with the subsystem's module roadmap,

focusing on Visitor Management, Legal Document Automation with

SpaCy NLP, Facility Reservation, Document Management, and User

Access Control.

The planning process entailed breaking down user stories into

technical tasks, calculating effort with narrative points, and delegating

roles based on expertise and workload. The team also identified cross-

functional dependencies and hazards that could impact module

integration. This enabled the SOLIERA development team to commit to a

well-defined sprint goal, ensuring alignment with both technical feasibility

and administrative system priorities.

During these meetings, the development team prioritized backlog

items, estimated task complexity, and identified the primary module for
delivery. The planning phase emphasized modular integration and

scalable implementation across all administrative components.

Table 2: Sprint Retrospective

Sprint Module Sprint Goal

Sprint 1 Document Set up document upload, storage

Management schema, and search index

Sprint 2 Facility Develop reservation request form and

Reservation calendar view integration

Sprint 3 User Implement user role assignment and

Management approval workflows

Sprint 4 Legal Integrate SpaCy NLP to classify and

Management store legal clauses

Sprint 5 Visitor Enable real-time logging and retrieval of

Management visitor entries

3.

4 Scrum Artifacts (Product Backlog, Sprint Backlog)

Key Artifacts used during development

•Product Backlog: A prioritized list features and enhancement.

INFORMATION SECURITY

User User
Requirement Revised
Story User Stories Story Status
Reference Priority
Number Priority

As an admin, I
want to manage
user accounts so
IS-01 that access is High SEC-UM-01 High
restricted to
authorized
personnel.

As a user, I want to
log in with my
credentials to
IS-02 High SEC-UM-02 High
access system
functionalities
securely.

As an admin, I
want to enforce
IS-03 password Medium SEC-UM-03 Medium
complexity for all
user accounts.

As a system, I want
to log failed login
IS-04 High SEC-UM-04 High
attempts for
auditing purposes.

As a system, I want
to implement user
IS-05 Medium SEC-UM-05 Medium
session timeouts
for inactive users.

IS-06 As an admin, I Medium SEC-UM-06 Medium

want to view audit
 logs to track
system access
history.

As a user, I want to
receive notification
IS-07 Medium SEC-UM-07 Medium
when my password
is changed.

As an admin, I
want to assign and
IS-08 restrict user roles High SEC-UM-08 High
(e.g., staff,
reviewer, admin).

As a system, I want
to encrypt sensitive
IS-09 High SEC-SYS-09 High
data during storage
and transmission.

As a system, I want
to block users after
IS-10 High SEC-UM-10 High
multiple failed login
attempts.

EIS STANDARD

User User
Requirement Revised
Story User Stories Story Status
Reference Priority
Number Priority

As an admin, I
want to generate
EIS-01 Medium EIS-FR-01 Medium
monthly reports
on facility usage.

EIS-02 As a legal High EIS-LM-02 High

reviewer, I want to
 access a list of all
classified legal
documents.

As a system, I
want to maintain
EIS-03 version control for Medium EIS-DM-03 Medium
uploaded
documents.

As an admin, I
want all actions to
EIS-04 High EIS-SYS-04 High
follow audit trail
standards.

As a manager, I
want reports on
EIS-05 user login Medium EIS-UM-05 Medium
frequency and
activity logs.

As a user, I want
restricted access
EIS-06 High EIS-UM-06 High
to only assigned
modules.

As a system, I
want to follow
EIS-07 standard backup Medium EIS-SYS-07 Medium
procedures for
stored data.

As a legal officer, I
want consistent
EIS-08 Medium EIS-LM-08 Medium
formatting of
classified outputs.

EIS-09 As a system, I Medium EIS-DM-09 Medium

want to auto-
 generate logs for
document activity
(upload, edit,
delete).

As an admin, I
want a dashboard
showing
EIS-10 High EIS-SYS-10 High
compliance
indicators for each
module.

INTEGRATION

User User
Story Story Requirement Revised
Number User Stories Priority Reference Priority Status

As a system, I
want to integrate
the document
upload with SpaCy
NLP for
INT-01 classification. High INT-DM-01 High

As a user, I want
the visitor log to
update the
analytics
dashboard in real-
INT-02 time. Medium INT-VM-02 Medium

As an admin, I
want facility
booking
notifications to
INT-03 trigger email alerts. Medium INT-FR-03 Medium
 As a system, I
want user roles to
dynamically control
access across
INT-04 modules. High INT-UM-04 High

As a user, I want to
download auto-
generated reports
INT-05 in PDF format. Medium INT-SYS-05 Medium

As an admin, I
want visitor logs to
connect with
security clearance
INT-06 systems. Medium INT-VM-06 Medium

As a legal
reviewer, I want to
link documents
with classification
INT-07 tags. High INT-LM-07 High

As a user, I want
real-time updates
across the
dashboard when
new reservations
INT-08 are made. Medium INT-FR-08 Medium

As a system, I
want to sync data
with cloud backup
for disaster
INT-09 recovery. Medium INT-SYS-09 Medium

INT-10 As a legal officer, I Medium INT-LM-10 Medium

want classification
 labels to appear
across all modules.

UI/UX

User User
Story Story Requirement Revised
Number User Stories Priority Reference Priority Status

As a user, I want a
dashboard to show
pending tasks in
UX-01 each module. High UX-SYS-01 High

As an admin, I
want to manage
user roles from a
clean and simple
UX-02 interface. Medium UX-UM-02 Medium

As a user, I want to
filter legal
documents by
category or status
UX-03 easily. Medium UX-LM-03 Medium

As a user, I want a
mobile-friendly
design to access
the system from
UX-04 tablets. Medium UX-SYS-04 Medium

As a facility staff, I
want a calendar
view for
UX-05 reservations. Medium UX-FR-05 Medium
 As a visitor desk
officer, I want a
quick-entry form
UX-06 for visitor logs. Medium UX-VM-06 Medium

As a user, I want
clear
success/failure
messages when
UX-07 submitting forms. High UX-SYS-07 High

As a legal officer, I
want color-coded
UX-08 classification tags. Medium UX-LM-08 Medium

As a user, I want
tooltips and icons
to help navigate
UX-09 the system. Medium UX-SYS-09 Medium

As a reviewer, I
want notification
popups for new
UX-10 document uploads. Medium UX-DM-10 Medium

ANALYTICS

User User
Requirement Revised
Story User Stories Story Status
Reference Priority
Number Priority

As an admin, I
want a dashboard
ANA-01 showing total High ANA-SYS-01 High
users, visitors,
and reservations.

ANA-02 As a legal Medium ANA-LM-02 Medium

reviewer, I want to
 track the number
of documents
processed weekly.

As a manager, I
want to view user
ANA-03 activity logs and Medium ANA-UM-03 Medium
performance
metrics.

As a user, I want a
graphical report of
ANA-04 Medium ANA-FR-04 Medium
reservation trends
over time.

As an admin, I
want to export
ANA-05 Medium ANA-SYS-05 Medium
analytics data to
Excel.

As a security
officer, I want to
ANA-06 High ANA-VM-06 High
see visitor volume
by day/time.

As a legal officer, I
want document
ANA-07 Medium ANA-LM-07 Medium
classification rates
per category.

As an admin, I
want to filter
ANA-08 analytics by date Medium ANA-SYS-08 Medium
range and
department.

ANA-09 As a system, I Medium ANA-SYS-09 Medium

want to display
monthly data
 trends in bar/line
charts.

As a manager, I
want to analyze
ANA-10 user login and Medium ANA-UM-10 Medium
activity frequency
per module.

•Sprint Backlog: Task selected for the current sprint, including subtask
and estimated effort.

INFORMATION SECURITY

User
Reference Point Team
Story User Stories Task
Requirements (Hour) Member
Number

Design user
Manage user Backend
IS-01 management SEC-UM-01 5 hrs
accounts Dev
module

User login Develop

Backend
IS-02 with secure login SEC-UM-02 6 hrs
Dev
credentials module

Password Implement
Backend
IS-03 complexity password SEC-UM-03 4 hrs
Dev
enforcement rules

Setup login
Failed login Backend
IS-04 attempt SEC-UM-04 3 hrs
logging Dev
logger

IS-05 Session Add session SEC-UM-05 4 hrs Backend

timeout expiration Dev
 logic

Design log Full

Audit logs for
IS-06 viewer for SEC-UM-06 5 hrs Stack
admin
admin Dev

Password
Trigger email Backend
IS-07 change SEC-UM-07 3 hrs
alert Dev
notification

Create role-
Assign user Backend
IS-08 based access SEC-UM-08 6 hrs
roles Dev
control

Encrypt
Data Backend
IS-09 sensitive SEC-SYS-09 6 hrs
encryption Dev
fields in DB

Lock account
Add lockout Backend
IS-10 after failed SEC-UM-10 5 hrs
feature Dev
logins

EIS STANDARD

User
Reference Point
Story User Team
Task Requirement (Hour
Numbe Stories Member
s )
r

Generate
monthly
Design report Backend
EIS-01 facility EIS-FR-01 4 hrs
layout Dev
usage
reports
 Access
Create restricted Fronten
EIS-02 classified EIS-LM-02 5 hrs
doc access d Dev
legal docs

Version Build file

Backend
EIS-03 control for versioning EIS-DM-03 6 hrs
Dev
uploads system

Full
Audit trail Apply logging
EIS-04 EIS-SYS-04 6 hrs Stack
compliance standards
Dev

Login
Query login Backend
EIS-05 frequency EIS-UM-05 4 hrs
statistics Dev
reports

Restricted
Role-based Backend
EIS-06 module EIS-UM-06 5 hrs
module gating Dev
access

Backup
Automate DB
EIS-07 procedure EIS-SYS-07 6 hrs DevOps
backup
compliance

Implement
Classificatio Fronten
EIS-08 document EIS-LM-08 3 hrs
n template d Dev
templates

Log
Document Backend
EIS-09 upload/edit/delet EIS-DM-09 5 hrs
activity logs Dev
e events

Design
Compliance Fronten
EIS-10 compliance EIS-SYS-10 7 hrs
dashboard d Dev
summary UI

INTEGRATION
User
Reference Point Team
Story User Stories Task
Requirements (Hour) Member
Number

Integrate Build NLP Full

INT-01 SpaCy NLP pipeline INT-DM-01 8 hrs Stack
with upload connection Dev

Visitor log
Sync visitor Backend
INT-02 sync to INT-VM-02 5 hrs
logs Dev
dashboard

Facility
Set up email Backend
INT-03 booking INT-FR-03 4 hrs
notification Dev
email alerts

Apply Full
Role-based
INT-04 middleware INT-SYS-04 6 hrs Stack
API access
for roles Dev

Facility + Connect
Backend
INT-05 calendar calendar with INT-FR-05 6 hrs
Dev
sync reservation

Analytics +
Link data Backend
INT-06 Visitor stats INT-ANA-06 5 hrs
pipeline Dev
integration

Upload NLP output Full

INT-07 system + storage INT-LM-07 7 hrs Stack
legal tagging integration Dev

Reservation Push
Backend
INT-08 + notification notifications INT-FR-08 4 hrs
Dev
system integration

Centralize Full
Unified user
INT-09 auth for all INT-UM-09 6 hrs Stack
login
modules Dev
 PDF reader Build file Full
INT-10 + NLP auto- reader-NLP INT-DM-10 7 hrs Stack
classifier connector Dev

UI//UX

User
Reference Point
Story Team
User Stories Task Requirement (Hour
Numbe Member
s )
r

Design main
Dashboard Fronten
UX-01 user UX-01 6 hrs
overview d Dev
dashboard

Mobile Add
Fronten
UX-02 responsivenes responsive UX-02 5 hrs
d Dev
s styles

Implement
Sidebar Fronten
UX-03 sidebar with UX-03 4 hrs
navigation d Dev
icons

Legal Add
Fronten
UX-04 document embedded UX-04 4 hrs
d Dev
preview UI viewer

Build
Calendar
calendar Fronten
UX-05 reservation UX-05 5 hrs
picker d Dev
view
component

Add thumbs
User feedback up/down + Fronten
UX-06 UX-06 3 hrs
buttons comment d Dev
field

UX-07 Confirmation Design UX-07 4 hrs Fronten

 popups for
modals delete/confir d Dev
m

Add ARIA
Accessibility Fronten
UX-08 labels and UX-08 5 hrs
support d Dev
contrast tools

Visitor entry
Redesign Fronten
UX-09 form UX-09 3 hrs
form layout d Dev
improvement

Create toast
Real-time Fronten
UX-10 notifications UX-10 4 hrs
notifications UI d Dev
UI

ANALYTICS

User
User Reference Point Team
Story Task
Stories Requirements (Hour) Member
Number

User
Create chart Frontend
ANA-01 statistics ANA-01 5 hrs
widgets Dev
dashboard

Reservation Line chart by Frontend

ANA-02 ANA-02 4 hrs
analytics day/week/month Dev

Visitor
Build heatmap Frontend
ANA-03 frequency ANA-03 6 hrs
view Dev
heatmap

Document
Create upload Frontend
ANA-04 upload ANA-04 4 hrs
trend graph Dev
trends

ANA-05 Legal case Pie chart based ANA-05 5 hrs Frontend

 type
on classification Dev
breakdown

Search Track and

Backend
ANA-06 keyword display search ANA-06 3 hrs
Dev
logs queries

Login time Visualize login Frontend

ANA-07 ANA-07 4 hrs
distribution peaks per hour Dev

Facility
Bar graph actual Frontend
ANA-08 reservation ANA-08 5 hrs
vs scheduled Dev
vs usage

Most
Generate doc-
accessed Backend
ANA-09 type usage ANA-09 3 hrs
document Dev
report
types

Analytics Full
Build export
ANA-10 export to ANA-10 6 hrs Stack
function
Excel/PDF Dev

•INCREMENT: The current version of the system that is functional and

potentially deployable.

3.5 Microservices Architecture

The SOLIERA Administrative Management System is designed using a

Microservices Architecture to ensure scalability, modularity, and
maintainability. This architectural approach enables the system to
separate each functional module into independent services that can
operate, scale, and be deployed individually without affecting the entire
application. This allows for more flexible development and easier
integration of intelligent features such as NLP-powered legal text
analysis.
Each core module of the system is developed as a distinct microservice,
responsible for its specific domain logic and data management. The
following outlines the microservices used in the SOLIERA system:

# Microservice Functionality

Uploads, stores, classifies, and manages

Document
1 documents with version control and NLP-
Management
based tagging.

Classifies legal texts using SpaCy NLP;

NLP Processing
2 performs entity extraction and smart tagging
Service
of document contents.

Logs actions such as document uploads,

3 Audit Log Service
edits, and classifications for traceability.

Notification Notifies users when documents are approved,

4
Service classified, or shared.

Routes client requests related to documents

5 API Gateway
to the appropriate services.

Facility Handles room/resource booking, approval

6
Reservation workflow, and reservation conflict checking.
 Notification Sends updates for reservation approvals,
7
Service cancellations, and schedule reminders.

Visitor Registers visitor entries/exits, generates

8
Management badges or QR codes, and stores logs.

Records visit-related actions such as entry,

9 Audit Log Service
check-in, and exit logs.

Manages legal documents and uses NLP

1 Legal
microservice for intelligent classification into
0 Management
legal categories.

Handles user accounts, authentication,

User
11 password security, and role-based access
Management
control (RBAC).

Secures access by issuing tokens and

1 Authentication
authenticating user credentials for all
2 Gateway
modules.

5. Benchmarking and Secondary Research

We studied administrative systems commonly used by hotels and
restaurants to identify:

 Common features and system modules

 Best practices in hospitality automation
 Industry standards for document handling, visitor tracking, and
reservation management
 Intelligent legal document classification using NLP

Oracle
Room SOLIERA
Features Hospitality Cloudbeds
Raccoon (Proposed)
OPERA

Document

Upload &✅ ❌ ❌ ✅

Management

Facility

Reservation ✅ ✅ ✅ ✅

Workflow

Visitor Log and

✅ ❌ ❌ ✅
Management

Legal ❌ ❌ ❌ ✅ (via SpaCy

Document NLP)

Classification
(NLP)

User Account &

Access ✅ ✅ ✅ ✅

Management

Notifications &
✅ ✅ ✅ ✅
Alerts

Version Control
❌ ❌ ❌ ✅
for Documents

Smart Search &

❌ ❌ ❌ ✅
Tagging

Audit Trail /
✅ ✅ ❌ ✅
Action Logging

Dashboard for

Admin ✅ ✅ ✅ ✅

Operations

Legend:
✅ = Fully Supported

❌ = Not Supported or Not Available

The comparison above shows that while existing systems like

OPERA and Cloudbeds provide strong reservation and user management
features, they lack document-focused capabilities such as version control
and legal classification through NLP. SOLIERA aims to bridge that gap by
introducing intelligent legal text processing, document versioning, and
comprehensive administrative features tailored for hotel and restaurant
operations.

3.6 DevOps Implementation

3.7 Integration Approach for Information Systems

The integration approach for SOLIERA: Administrative

Management System with Intelligent Legal Text Analysis using
SpaCy NLP for Document Classification focuses on establishing
seamless interaction among the system's various modules while
maintaining scalability, flexibility, and performance.

1. Integration Strategy
SOLIERA adopts a Microservices-based integration approach.
Each core module—Document Management, Facility Reservation, Visitor
Management, Legal Management, and User Management—operates as
an independent service but is interconnected through RESTful APIs. This
allows the modules to communicate efficiently and independently,
promoting modularity and service reusability.

2. Communication Protocols and Data Sharing

RESTful APIs: The primary method of communication between services.
JSON Format: Used for data exchange between client and server.
Asynchronous Messaging (Optional Kafka or RabbitMQ): For
services like notifications and logging, where real-time performance is
needed without affecting primary system processes.

3. Integration Flow Overview

Module Integrated With Integration Purpose

For document upload,

Document NLP Service, User
classification, and access control
Management Management
based on roles.

Classifies uploaded legal texts and

NLP Document & Legal
enhances retrieval with intelligent
Processing Management
tagging.

Sends confirmation/reminder
Facility Notification Service,
emails and validates booking
Reservation User Management
access by role.

Authenticates admin users and

Visitor User Management,
stores entry/exit logs for security
Management Audit Log Service
compliance.

Document Accesses classified legal

Legal
Management, NLP documents and auto-categorizes
Management
Processing new uploads.

Centralized authentication,
User
All Modules authorization, and role-based
Management
access control.

Notification Facility Reservation, Notifies users about reservations,

Service Document document approvals, and user
 Management account updates.

Records all user actions for

Audit Log
All Modules traceability and system
Service
accountability.

4. Security in Integration
 Authentication & Authorization: Token-based security using JWT
for API access.
 Role-Based Access Control (RBAC): Ensures only authorized
roles can access certain module functionalities.
 API Gateway: Acts as a gatekeeper to validate and route requests
securely to the appropriate microservice.
5. Advantages of the Integration Approach
 Scalability: Services can be updated or scaled independently
without affecting the entire system.
 Maintainability: Each module can be maintained or debugged in
isolation.
 Resilience: Failure in one module does not directly impact others
due to loose coupling.

3.8 Introduction to TOGAF and the Four Architectural Domains

The Open Group Architecture Framework (TOGAF) is an

internationally acknowledged methodology for enterprise architecture that

provides a systematic and organized approach to the design, execution,

and management of intricate information systems.

 Created by The Open Group, TOGAF acts as a strategic

instrument for aligning an organization’s technological capabilities with its

business goals. Its framework is especially beneficial in extensive

enterprise settings, where the requirements for interoperability,

modularity, and scalability are crucial for maintaining sustainability and

adaptability to change.

TOGAF is built around four basic architectural domains: business

architecture, application architecture, data architecture, and technology

architecture. Each domain contributes to the development of a unified

enterprise architecture by addressing diverse but connected aspects of

an organization's structure and activities. These domains were used

throughout the development of the SOLIERA Administrative Subsystem to

provide architectural coherence, maintainability, and integration across all

administrative modules.

The Business Architecture domain is concerned with articulating

the organizational strategy, business functions, governance frameworks,

and high-level processes. In the instance of SOLIERA, this domain was

used to specify how administrative modules like Visitor Management,

Legal Management, and Facility Reservation help hotel and restaurant

management achieve their operational goals. These components were

integrated into institutional workflows to reduce administrative tasks,

increase transparency, and improve service delivery efficiency.

The Application Architecture domain defines the various apps and

their interconnections, which allow business processes to be executed.

The SOLIERA Administrative Subsystem included Document

Management, User Management, and the SpaCy-powered Legal Text

Classification module. Each application was designed as a modular

component, allowing for independent scaling while maintaining cohesive

interoperability via service interfaces and centralized control methods.

This modularity reflects TOGAF's emphasis on maintainability and

adaptability.

The Data Architecture domain is responsible for the organizing,

storage, administration, and governance of data assets within the

company. For SOLIERA, this entailed creating unified data models and

repositories to store visitor records, facility reservations, legal documents,

and user access credentials. Data normalization, secure access controls,

and adherence to data governance standards were prioritized, ensuring

that the subsystem's information assets were accurate, consistent, and

easily available throughout all modules.

The Technology Architecture domain defines the hardware,

software, and networking infrastructure necessary to support the business

system's application and data layers. This design was implemented by

SOLIERA using cloud-based deployment, RESTful web services, and

secure authentication mechanisms. While containerization technologies

were not used in this project, the system was designed to support

DevOps-oriented CI/CD pipelines, resulting in streamlined updates and

continuous improvement practices. This infrastructure enabled the system

to adjust dynamically to changing organizational and technology needs.

The SOLIERA Administrative Subsystem developed a balanced

and forward-looking architectural strategy by utilizing TOGAF's

architectural domains. This methodical approach supported the

development of modular subsystems, made it easier to clearly align

business requirements with IT capabilities, and guaranteed the solution's

scalability and sustainability. TOGAF offered the methodological basis for

creating a strong administrative platform that could adapt to user needs

and institutional expansion in the hospitality sector, where flexibility and

integrated service management are essential.

REQUIREMENTS ANALYSIS

4.1 Stakeholder Identification

4.2 Requirements Gathering Techniques

 In designing the SOLIERA Administrative Subsystem, it was critical

to ensure that all system features were grounded in the actual needs and

operations of the hospitality environment. To accomplish this, we adopted

a systematic approach to requirements gathering, relying on practical,

observation-based, and stakeholder-informed methods. Rather than using

generalized surveys or Joint Application Development (JAD) sessions,

which may not reflect the nuances of daily administrative work, we

focused on more direct, context-driven techniques.

One of the main approaches employed involved carrying out

comprehensive interviews with essential personnel from the hotel and

restaurant management sectors. This group comprised facility

coordinators, legal clerks, front-desk employees, and IT administrators.

The purpose of these interviews was to collect direct insights regarding

their workflows, challenges, and expectations from a digital system. The

interviews were designed to be semi-structured, facilitating both directed

conversation and open-ended feedback, which was particularly effective

in pinpointing user pain points such as delays in facility approvals or

challenges in finding archived legal documents.

In order to gain a clearer insight into formal processes, we

undertook a thorough examination of the current documentation, which

included visitor logs, reservation forms, administrative memos, legal filing

templates, and user access sheets. These documents provided tangible

proof of the execution of administrative tasks and assisted in recognizing

patterns, data fields, and compliance requirements that needed to be

incorporated into the system. For example, the legal management module

was directly influenced by the filing structure and metadata present in the

existing case records.

In addition to interviews and document reviews, the team spent

time observing how administrative tasks were performed on-site. This

allowed us to capture real-world interactions, such as how front-desk staff

process visitor entries or how document archiving is handled physically.

These observations helped in identifying inefficiencies and informal

workarounds that may not surface in interviews. The resulting workflow

models formed the basis for the system’s user experience design,

ensuring that the digital processes would be both intuitive and realistic.

Following the collection of preliminary requirements, the team

created working prototypes of the main system components and showed

them to users for assessment. Creating a feedback loop was the goal of

these talks, not just showcasing a product. Users' feedback on the

system's handling of notifications, form input, and navigation was very

helpful. The Facility Reservation and Document Management modules

were iteratively improved using this feedback to better match real

workflows.

The team placed a strong emphasis on stakeholder participation,

depth, and relevance in their requirements gathering process. The team

were able to develop a precise and useful understanding of system

requirements by integrating observational research, document analysis,

interviews, and iterative prototyping. The design of a resilient and

adaptable administrative subsystem that is suited to the operational

realities of the hospitality industry was made possible by the solid

foundation this methodology provided.

4.3 User Stories and Use Cases

In line with Agile development practices, we formulated user

stories to capture the system’s functional requirements from the

perspective of end-users. These stories were developed during sprint

planning sessions based on feedback from stakeholders and iterative

consultations. Each story aligns with specific features across the

SOLIERA Administrative Subsystem, ensuring that user needs are

translated into system functionality.

To visually represent these interactions, we have developed use

case diagrams for the SOLIERA Administrative Subsystem. These

diagrams illustrate the relationships between actors and the functionalities

they interact with across the system modules.

These use case diagrams guided our development sprints, user

interface planning, and system validations, ensuring alignment with the

actual workflow of administrative personnel in hotel and restaurant

enterprises.
Figure 2: Administrative Sub-System
Figure 3: Use Case Diagram (Legal Management)
 Fi

gure 4: Use Case Diagram (Document Management)

 F

igure 5: Use Case Diagram (Visitor Management)

 Fi

gure 6: Use Case Diagram (Facility Reservation)

 Fig

ure 7: Use Case Diagram (User Management)

4.4 Functional Requirements for Integration

The following are the detailed integration-related functional

requirements for the SOLIERA system. These requirements ensure
seamless communication and data exchange among all modules in a
secure and efficient manner:
1. API-based Module Communication
 Description: All modules must expose RESTful APIs to enable
data exchange with other modules.
 Purpose: Allows Document Management, Facility Reservation,
Visitor Management, Legal Management, and User Management
to communicate independently without tight coupling.
2. Centralized Authentication and Authorization
 Description: All requests between modules must pass through a
centralized Authentication Gateway using JWT tokens.
 Purpose: To enforce security, manage user roles, and ensure that
only authorized modules or users can access protected services.
3. Real-Time Notification Integration
 Description: The Notification Service must integrate with all
modules to send alerts (e.g., document status updates, reservation
approvals, visitor check-ins).
 Purpose: Keeps users informed across system activities in real
time.
4. Document Classification via NLP Integration
 Description: The Document Management and Legal Management
modules must be integrated with the SpaCy-based NLP
Processing Service.
 Purpose: To automatically classify legal documents, extract
named entities, and apply smart tags for retrieval.
5. Audit Log Integration
 Description: All modules must log user actions to a centralized
Audit Log Service.
  Purpose: Enables traceability and accountability across system
operations for compliance purposes.
6. Facility and Visitor Synchronization
 Description: Facility Reservation and Visitor Management must
be able to exchange scheduling data.
 Purpose: Prevents overlaps or conflicts between scheduled
events and expected visitor entries.
7. Role-Based Data Filtering
 Description: All module responses must return data based on the
requesting user’s role and permissions as defined in the User
Management service.
 Purpose: Ensures sensitive data is only accessible to authorized
users (e.g., admins vs. general staff).
8. Modular Deployment Compatibility
 Description: Each module must be able to run and integrate
independently as a microservice (via Docker or similar).
 Purpose: Supports DevOps CI/CD pipeline and future scalability of
the system.
9. API Error Handling and Fallback
 Description: When a module's API fails to respond, fallback
mechanisms should be in place to prevent full system failure.
 Purpose: Ensures system reliability and improves user
experience.
10. Data Consistency Verification
 Description: Data exchanged between modules (e.g., user data,
document tags, reservation details) must be validated and
consistent across the system.
 Purpose: Prevents data mismatches and integrity issues in cross-
module operations.