Information Systems Planning Document - Inventory System
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Information Systems Planning Document - Inventory System

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Spolier Marketing documentation

Spolier Marketing documentation
Information Systems Planning Document - Inventory System

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Information Systems Planning Document - Inventory System Information Systems Planning Document - Inventory System Document Transcript

  • Spoiler Marketing Information Systems Plan Spoiler Marketing Information System Plan by Arancillo, Wallen Mae Arlanza, Ella Mae Blancaflor, Jay Ann Marie Genegaban, Maureen Guardafavo, Mercy Joy BSIS – 3A West Visayas State University Institute of Information and Communications Technology Lapaz, Iloilo City 5000. September 21, 2010 Page |1
  • Spoiler Marketing Information Systems Plan Information System Plan I. Background • Company Profile Spoiler Marketing is headed by Mrs. Josefina C. Que and is located at Ledesma street Iloilo City. They are focusing on selling different spare parts and some accessories of different kinds of vehicles’ like tricycle, bicycle, motorcycle, cars and etc. The Spoiler Marketing has some branches at Sara, Leon and Pototan. The main product range of the company consist all types of spare parts for motorcycle industries. • Nature of the Business They are focusing on selling different spare parts and some accessories of different kinds of vehicles’ like tricycle, bicycle, motorcycle, cars and etc. The Spoiler Marketing has some branches at Sara, Leon and Pototan. The main product range of the company consist all types of spare parts for motorcycle industries. • Nature of the System When a customer buys their product, it is being tallied manually in the log book and the customer is given a receipt while they keep a duplicate of that receipt using a carbon paper. The recording of sales, purchases, expenses and inventory of the products is in a manual form. They then kept it in a rack for inventory purposes. They only have one private Accountant (who is base in the Iloilo City Hall) who computes and summarizes their monthly sales, purchases, expenses and inventory of their products. The Accountant then present the total amount of monthly expenses, sales, purchases, revenue and profit as well as the predicted income tax return they will pay. September 21, 2010 Page |2
  • Spoiler Marketing Information Systems Plan II. Detailed Results of the System • Present System Flow The Spoiler Marketing gets their stocks from Manila. They pay it by terms e.g. 60 days or 30 days, after a month or more depends on the given deadline of the Agents who distributes the products to them. They are focusing on selling different spare parts and some accessories of different kinds of vehicles’ like tricycle, bicycle, motorcycle, cars and etc. In every product they put 22 to 30 percent, 12 percent for the EVAT and 10 to 18 percent for their revenue. When a customer buys their product, it is being tallied manually in the log book and the customer is given a receipt while they keep a duplicate of that receipt using a carbon paper. The recording of sales, purchases, expenses and inventory of the products is in a manual form. They then kept it in a rack for inventory purposes. They only have one private Accountant (who is base in the Iloilo City Hall) who computes and summarizes their monthly sales, purchases, expenses and inventory of their products. The Accountant then present the total amount of monthly expenses, sales, purchases, revenue and profit as well as the predicted income tax return they will pay. • Problem of the Present System The following are the problems in their existing system: 1. Less efficient and effective Data management - Data and information (e.g. sales, purchases, expenses and inventory records) about the clients is saved into a file folder and next to be put into a rack or drawer. 2. Not a user friendly - User need to input the data manually by using materials such as pens and papers. It sometimes can lead errors while fulfill the Data. 3. High cost for data storing - The Company needs the cover the cost of pens, papers, drawers/racks and other materials to store data about their customer and suppliers / distributors. September 21, 2010 Page |3
  • Spoiler Marketing Information Systems Plan 4. Takes a lot of time - Process of finding and processing Data and information (e.g. sales, purchases, expenses and inventory records) will take a lot of time and sometimes error can be occur during the processes. 5. No Backup and Recovery - Since storing data is only using physical materials, there will no backup system for the data if disaster happens. 6. Inconsistent Data - When the same data are stored in multiple locations, inconsistencies data are inevitable. For example, several of the files are piled up only in one rack. Suppose that there is an address change for one of the suppliers. If the files are to be consistent, this change must be made simultaneously (and correctly) to each of the file containing the supplier address data item. Since the files are controlled by different users, there is a strong likelihood that some files will reflect the old address, while others reflect the new address. • System Objectives 1. Make the management system more efficient 2. Provide a comfortable and easily services for client 3. Make the services become more faster 4. Provide a back up system for the data stored. 5. To save space 6. Reduce the cost of maintenance and data saving process. 7. Make the management system more efficient, data consistency, and provide a comfortable and easily services for clients. 8. To easily track down the Spoiler’s Marketing purchases, expenses and inventory records 9. To optimize the security and validity of the number of supplies, sales, purchases, expenses every month. September 21, 2010 Page |4
  • Spoiler Marketing Information Systems Plan III. System Alternatives The following are the proposed system alternatives: • Point of Sale System We propose to use Point of Sale System to provide the following benefits to Spoiler Marketing: 1. Security protection (enabled password lock system) 2. Inputs the product and price easily and faster using bar coding system 3. Automatically prints receipt for the customer 4. Will ensure consistency in terms of maintaining accurate inventory controls at each location. Disadvantages of Point of Sale System 1. Could be problematic if the software encountered a serious problems caused by the program source code. The retrieval of the data will be difficult and it will take time to recover the system and go back to operation. 2. If you do not already own POS hardware, you will need to purchase it separately. 3. If you go with a software-based point of sale system, you will need to continue updating it with new versions from the manufacturer or Software Company. 4. In addition to the complications and costs that come with these updates, you may need to invest in hardware updates as well. By using the POS (point of sale system) System, the Spoiler Marketing personnel easily computes the product price and quantity using the bar coding system. The personnel will scan or input the barcode of the product and print out the receipt with the total amount purchased by the customer. Each product is scanned using its barcode that is read by the barcode scanner. The barcodes of each product are stored in the database. September 21, 2010 Page |5
  • Spoiler Marketing Information Systems Plan Table 1. Cost Assumptions of Point of Sale System Software Developer Php 1000.00 / day Tester Php 800.00 / day Network Administrator Php 800.00 / day POS Expert Php 40,000.00 Metrologic MS3580 QuantumT Scanner Php 14000.00 POS Receipt Thermal Printer Php 8,736.00 Computer sets (two) Php 20,500.00 each One Additional personnel(computer literate) Php 250.00 / day • Retain to Manual Inventory System The second proposed system would be to continue using the Manual Inventory System. However, this would not rectify any of the problems faced by Spoiler Marketing. If these problems are not resolved, Spoiler’s Marketing efficiency will stagnate and will be impossible to achieve the growth and expansion required. Table 2. Cost Assumptions of Retaining to Manual Inventory System Receipt stub and Stamps Php 100.00 File rack and cabinets Php 20000.00 Carbon papers Php100.00 Bond papers and folders Php 1000.00 • Web- based Point of Sale System We propose to use Point of Sale System to provide the following benefits to Spoiler Marketing: September 21, 2010 Page |6
  • Spoiler Marketing Information Systems Plan 1. Real-time POS solution. 2. Compatible with most computers as long as they are connected to the Internet (perfect for businesses that already own POS hardware) 3. POS solutions often customizable to suit your business needs 4. Costs a fraction of traditional POS Systems (ideal for independent retailers) 5. Software hosted on secure servers and in multiple data centers, so your information will always be backed up Disadvantages of Web- based Point of Sale System 1. Could be problematic with a slow Internet connection 2. If you do not already own POS hardware, you will need to purchase it separately 3. Web-based POS Systems often come with monthly fees. By using the web – based POS (point of sale system) System, the Spoiler Marketing personnel easily computes the product price and quantity using the bar coding system still. The personnel will scan the product to compute its price using its barcode and print out the receipt with the total amount purchased by the customer. Stock rooms records can be viewed so that the suppliers can provide supplies and equipment to various internal offices and departments. These "clients" can now view available inventory and (optionally) place orders remotely for required items. They can authorize their supplier’s to view their inventory and place orders (via a shopping cart) which are then processed and shipped by the warehouse. Order and shipping status can be check at any time by the owner or his clients. Table 3. Cost Assumptions of web – based Point of Sale System Software Developer Php 1000.00 / day Tester Php 800.00 / day September 21, 2010 Page |7
  • Spoiler Marketing Information Systems Plan Network Administrator Php 800.00 / day POS Expert Php 40,000.00 Metrologic MS3580 QuantumT Scanner Php 14000.00 POS Receipt Epson TM-U220 Printer Php 8,736.00 D-Link DI-804HV 4-Port Broadband Php 3,300.00 - Php 3,500.00 Router LAN Cables Php 3000.00 Globe DSL Broadband Php 995.00 / month Computer units (two) Php 20,500.00 each One Additional personnel(computer literate) Php 250.00 / day IV. Systems Analyst Recommendation The Systems Analyst recommends that using “Point of Sale System” is better than to retain the Manual Inventory System. In the Point of Sale System it easily inputs the product and price faster using the bar code scanner and automatically prints receipt using receipt printer for the customers’ receipt. With the use of Point of Sale System the computing process is faster and easier and secured as well. It will ensure consistency in terms of maintaining accurate inventory controls at each location. This system lessens the time for accessing data. The Point of Sale System V. Detailed System Flow The proposed Automated Inventory System for Spolier marketing As the customer walks into the spoiler marketing , he / she asks a product to check its status, the person on the counter checks on the product record by using the product name , then , the September 21, 2010 Page |8
  • Spoiler Marketing Information Systems Plan product is being passed form the data store. If the product is available, then the customer takes the order otherwise he / she cancels the order. The customer then goes to the cashier to have the payment. The cashier input the purchase information in the inventory. After having the inventory, the cashier performs billing, the issue the receipt to the customer. System Flowchart Check order Customer status YES N O September 21, 2010 Page |9
  • Spoiler Marketing Information Systems Plan Purchase order Transaction cancelled Cashier Received Create receipts payments Record payment And item quantity. Issue receipt VI. Proposal Summary The Automated Inventory System that we are to develop helps to make the process management become more efficient and easier. It is a Solution designed with an optimized and systematic Automated Inventory System that has a user – friendly interface as well as a systematic and automated approach for easier handling and this improvement of the Data Management System. This project demonstrates the efficient and effective data and inventory September 21, 2010 P a g e | 10
  • Spoiler Marketing Information Systems Plan management. It uses less of time for accessing data or information about the client and at the same time makes the process become faster. The objectives of the study are the following: make the management system more efficient, data consistency, and provide a comfortable and easily services for clients. An optimized and systematic Automated Inventory could easily track down the Spoiler’s Marketing purchases, expenses and inventory records to improve cash flow, visibility, and decision making. It will also optimize the security and validity of the number of supplies, sales, purchases, expenses every month. Appendices This part will include all the diagrams, charts and other sample documents like forms, receipts and the like. (Follow the order given below when submitting your documents) • Gantt Chart (Calendar of Activities) • Work Breakdown Schedule September 21, 2010 P a g e | 11
  • Spoiler Marketing Information Systems Plan • Organizational Chart • Present DFD • Proposed DFD • Transaction Table • Software Recommendation (OS, Front-end, Back-end and other software needed) • Hardware Recommendation (including the necessary peripherals ) • Entity Relationship Diagram • Database Design • State Transition Diagram • Use Case Diagram • Use Case Description • Source Code (portion of the program only) • Sample Documents( like receipt, stock card, time card and the like) • Budget Proposal • Cost Benefit Analysis Gantt Chart (Calendar of Activities) July September October 2010 2010 2010 Task September 21, 2010 P a g e | 12
  • Spoiler Marketing Information Systems Plan Planning of the Proposed System Project discussion Data Gathering Defining Module Selection of Software Platform Layout Planning and System Analysis Detailed Analysis of Modules Programming of Core Modules System Testing and Implementation Software Evaluation Documentation Work Breakdown Schedule Spoiler Marketing inventory system September 21, 2010 P a g e | 13
  • Spoiler Marketing Information Systems Plan WBS Task Status Start Date Finish Date W. % Days 1 Add Macro - 2/15/08 2/23/08 6 80% description 1 1.1 Add task description Suspended 15/02/08 19/02/08 3 100% 1.2 Add task description Delay 20/02/08 23/02/08 3 60% 2 Add Macro - 2/24/08 3/15/08 15 73% description 2 2.1 Add task description Completed 24/02/08 04/03/08 7 100% 2.2 Add task description In progress 05/03/08 07/03/08 3 60% 2.2 Add task description Deleted 05/03/08 15/03/08 8 60% September 21, 2010 P a g e | 14
  • Spoiler Marketing Information Systems Plan Organizational Chart Owner Spoiler Marketing Company Branches Employees Leon Sara Pototan Iloilo Stockman Accountant Cashier Employees Employees Employees Employees Supervisor Supervisor Supervisor Supervisor Cashier Cashier Cashier Cashier Stockman Stockman Stockman Stockman September 21, 2010 P a g e | 15
  • Spoiler Marketing Information Systems Plan Present data flow diagram Product Product name Name Order 1 Clerk Product name 2 Customer Stocks Ask products Check status Product Product Status Status Product Status 3 Confirm status Stocks Purchase Payment info Payment 6 4 5 Cashier Records Confirms order Pays order purchase Purchase info Accounting record Bill info Receipt 8 7 Issue receipt Performs billing Bill info September 21, 2010 P a g e | 16
  • Spoiler Marketing Information Systems Plan Proposed data flow diagram Context diagram Order Payment Customer 0 Cashier Automated Inventory System Level O Data flow diagram September 21, 2010 P a g e | 17
  • Spoiler Marketing Information Systems Plan Transaction table September 21, 2010 P a g e | 18
  • Spoiler Marketing Information Systems Plan Hardware and Software Specification Software Recommendation Front – end Client Server, Database Server , Application server Operating system Windows XP (client) Windows 2003 server Edition( server) Windows 7 (application server) Back – end MySQL , Microsoft SQL Server 2008 Application used to built the system Visual studio 2008 Hardware Recommendation Php 14000.00 Metrologic MS3580 QuantumT Scanner Receipt Thermal Printer Php 8,736.00 D-Link DI-804HV 4-Port Broadband Router Php 3,300.00 - Php 3,500.00 Ethernet Broadband VPN Router with 4-Port Switch (for connecting the client and database server LAN Cables (for connecting the client and Php 3000.00 database server Globe DSL Broadband (optional) Php 995.00 / month Computer set Php 20,000 * 2 = Php 40,000 (mouse and keyboard , 2GHz, 2gb DDR2, Intel core-duo chipset, 520gb HD, DVD-writer) September 21, 2010 P a g e | 19
  • Spoiler Marketing Information Systems Plan September 21, 2010 P a g e | 20
  • Spoiler Marketing Information Systems Plan Entity Relationship Diagram Product Order Customer Compose of *Order_num Prod_name Orders Order_date Prod_description *Cust_id #*Cust_ID Prod_qty Cust_name #*Prod_barcode Prod_price Cust_address Contains *Prod_barcode Cust_phone Prod_type #*Order_num Prod_size Paid Payment Amount Payment Gross selling price Date #*Order_num September 21, 2010 P a g e | 21
  • Spoiler Marketing Information Systems Plan Database Design State Transition Diagram Use Case Diagram Use Case Description September 21, 2010 P a g e | 22
  • Spoiler Marketing Information Systems Plan Source Code (portion of the program only) Login form Private Sub Command1_Click() ' Codes For Login adoLogin.Refresh '<--- start Do Until adoLogin.Recordset.EOF If adoLogin.Recordset.Fields("username").Value = txtUsername.Text And adoLogin.Recordset.Fields("password").Value = txtPassword.Text Then frmLogin.Hide frmMainPage.Show Exit Sub Else adoLogin.Recordset.MoveNext End If Loop '<--- End ' Error Message if username/Password is invalid MsgBox "Username/Pasword is invalid", vbCritical, "Message" End Sub Private Sub txtUsername_Change() End Sub Customer transaction Private Sub Command2_Click() Dim msg As String msg = MsgBox("Are You Sure You Want To Submit?", vbYesNo + vbQuestion, "Message") If msg = vbYes Then frmCustomerTransact.Hide frmreceipt.Show Else Exit Sub End If End Sub September 21, 2010 P a g e | 23
  • Spoiler Marketing Information Systems Plan Private Sub Command3_Click() List1.Clear List2.Clear End Sub Private Sub Command4_Click() Dim strQuantity As String List1.AddItem Text1.Text strQuantity = InputBox("Please Enter Quantity", "Message", "0") List2.AddItem strQuantity End Sub Private Sub Form_Load() End Sub Main page Private Sub Form_Load() End Sub Private Sub frmCustomerTrans_Click() frmCustomerTransact.Show End Sub Private Sub frmExit_Click() Unload Me frmLogin.Show End Sub Private Sub frmNew_Click() End Sub Receipt September 21, 2010 P a g e | 24
  • Spoiler Marketing Information Systems Plan Private Sub Command1_Click() Dim Option1 As String Dim Option2 As String Option1 = MsgBox("Are You Sure You Want To Print?", vbYesNo + vbQuestion, "Message") If Option1 = vbYes Then MsgBox "SuccessFully Printed", vbInformation, "Message" Option2 = MsgBox("Do You Wish To Have Another Transaction?", vbYesNo + vbQuestion, "Message") If Option2 = vbYes Then Unload Me frmCustomerTransact.Show Else Unload Me frmMainPage.Show End If Exit Sub Else Exit Sub End If End Sub Private Sub Form_Load() End Sub Private Sub Frame1_DragDrop(Source As Control, X As Single, Y As Single) End Sub Private Sub Label2_Click() End Sub September 21, 2010 P a g e | 25
  • Spoiler Marketing Information Systems Plan Sample Documents( like receipt, stock card, time card and the like) Budget Proposal Spoiler Automated inventory System budget proposal Software Developer Php 1000.00 / day Tester Php 800.00 / day Network Administrator Php 800.00 / day POS Expert Php 40,000.00 Metrologic MS3580 QuantumT Scanner Php 14000.00 Receipt Thermal Printer Php 8,736.00 D-Link DI-804HV 4-Port Broadband Php 3,300.00 - Php 3,500.00 Router Ethernet Broadband VPN Router with 4- Port Switch (for connecting the client and database server LAN Cables (for connecting the client and Php 3000.00 database server Globe DSL Broadband (optional) Php 995.00 / month Cost Benefit Analysis Table1. Client estimated cost / time September 21, 2010 P a g e | 26
  • Spoiler Marketing Information Systems Plan Item Pieces Estimated cost 1 Php 14000.00 Metrologic MS3580 QuantumT Scanner Receipt Thermal Printer 1 Php 8,736.00 D-Link DI-804HV 4-Port 1 Php 3,300.00 - Php 3,500.00 Broadband Router Ethernet Broadband VPN Router with 4-Port Switch (for connecting the client and database server LAN Cables (for connecting the 10meter Php 3000.00 client and database server Globe DSL Broadband 1 Php 995.00 / month (optional) Computer set 2 Php 20,000 * 2 = Php 40,000 (mouse and keyboard , 2GHz, 2gb DDR2, Intel core-duo chipset, 520gb HD, DVD-writer) Table2. Group estimated cost / time Expenses Cost Purpose Internet & research Php 2000.00 (load of smart bro Research purposes, finding kit) resources, downloading and installing the programming software that we will used Photocopy Php 300.00 Legally important documents for our client bound for database includes the price list of products Printing Php 500.00 For the documentation process and other documents Fair Php 300.00 Going back and forth for the client September 21, 2010 P a g e | 27