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Project Nalasyis

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Project Nalasyis

  1. 1. Gracie Glamour 2008 – Project Analysis Analysis The Problem Gracie Glamour is a high classed boutique, which sells high street fashion for all ages. Both head office and shop is located on Manchester’s Deansgate, where they receive all customer information. We have created a wide range of special offers in every department, and just this year we have introduced membership. Members who join receive catalogues showing all of the store’s products, so customers can order by post or phone. Customers would also receive gift vouchers and other promotions. Gracie Glamour employs a number of personnel that work in various departments; they also help with customer care, and with handling all products, before they are put on the rails. Sometimes special promotions are held within the store, such as around Christmas time and in the summer, where the shop may require more staff, and new products. The Manager Mrs G. Wolfe is the founder of Gracie Glamour. Her task is to ensure the smooth running of the store - from new designs, products and stock to staff well-being and customer membership. She needs to keep accurate records of all members in order to issue them with their membership cards. She also needs to keep all staff content and working, and to ensure members are happy to by their products. She also writes and sends out letters to customers telling them about customer membership. The head office is also trying to improve their image, as there are a lot of similar stores within the area. Gracie Glamour would like to attract many new customers and members but competition is fierce from the other shops; Mrs Wolfe has noted that similar shops have a logo that is included on all their documents, and that they have a web site to attract new customers and provide information to existing customers or members. Mrs Wolfe feels that she can improve the running of the store, and can make her job easier and less time consuming. The Current Situation Mrs. G. Wolfe keeps all her documents involving customer details and purchases in a filing cabinet. Each customer would have to fill in a form if they are willing to join the membership mailing lists, and to receive the catalogues including special offers. This form for new customers has been photocopied many times and is difficult to fill in, lacking clear instructions and proving difficult to read. A change are constantly being made on to the form, so they get rather messy over time, looking very unprofessional and gives the impression to Analysis – Page 1 of 7
  2. 2. Gracie Glamour 2008 – Project Analysis customers that it is not very professional nor organised. It takes her a long time to identify and write the list of members whose payments are overdue, or how many orders each customer has, and even longer to write to them all individually. Forms sometimes go missing for example when new customers join, or when customers order products, and special offers. Mrs. Wolfe tries to file them in alphabetical order but this does not really help the organisation. The store currently advertises by placing adverts in the newspapers and the occasional television advert. They pay a local printer to produce these adverts, into the papers – this can be quite expensive, and also appeals to a television studio that could help sponsor the organisation. All promotional letters are sent to all members rather than just a target group – Mrs. Wolfe realises that this is rather a waste of money for example writing to all customers to promote the many offers in store today. However she does not have the time to search her files for particular members, and new comers. One letter is produced, then photocopied and mailed. Envelopes have to be written by hand, which takes a long time and there are frequently mistakes. The store does not currently have a logo, and do not have a web site. Gracie Glamour does not currently own a computer, and Mrs. Wolfe does not have any experience in ICT. Staff timetables and notices are produced on a typewriter and hung on the office wall. Changes are scribbled over the original in pen. Staff shifts are difficult to alter as each department keeps their own registers – this causes problems if a member of staff leaves or are off sick. Reusability Mrs Wolfe specified that any new system must be reusable – she must be able to use it again the next week and for the next few years. Therefore she should be able to add and delete customers and staff and different stock within each department. Also update any forms or letters, and any solution must be a system. Sub-problems From the analysis above the following sub-problems can be seen: 1. Design a product/store logo. 2. Design a new form for customers to fill in giving personal details, and opinions on stores management. 3. Develop a new system for storing customer data, staff data and stock data. This system should then be able to produce various Management reports. 4. Produce personalised letters to inform customers about the Analysis – Page 2 of 7
  3. 3. Gracie Glamour 2008 – Project Analysis seasonal stock and offers. Links between problems The following diagram illustrates the links between the problems. heets searched an Promote Store, Logo for and attract Store new customers -Members Details Stored. -Department stock Details Stored. -Employee’s Personalised New letters to Letters to customer customers. stock forms And offers to existing members suppliers Details of each sub-problem 1. Design a store logo. Possible Solution 1: Deign a store logo by hand. Advantages: Not limited by the software and can meet any design easily. Disadvantages: May not look as neat or look as professional as if it was done on a computer. Possible Solution 2: Design a store logo on computer. Advantages: The logo would look professional, and would be Analysis – Page 3 of 7
  4. 4. Gracie Glamour 2008 – Project Analysis easy to edit and print. Disadvantages: May be expensive due to software required for designing logo, and it may be difficult to use the software. Chosen Solution: The best solution is to produce the logo on the computer. This would be much more professional and will be easy to meet the performance criteria. The logo would have to be eye catching and attractive so that it would be easily noticed and recognised. Although it may be expensive to print the logo, it will be worth the logo looking professional. Outputs: Store logo that is attractive and recognisable to the shop. Inputs: The name of the store and maybe a small picture or font that would represent the style of clothing theme and products. Desired Outcomes: -Logo will contain an attractive style of writing, and a matching colour scheme -Must be clear to read. -Must contain remembered picture of the store. Performance Criteria: Must be attractive and would it be easily recognised by customers? 2. Design a new form for new coming members to fill in when giving personal details. Possible Solution 1: To deign a new form for customers to fill in when giving personal details on the computer. Advantages: Looks professional and would have logo of the shop on top, and would be easy to edit. Disadvantages: Expensive to print, programme may be hard to use. Possible Solution 2: To design a new form for customers to fill in when giving personal information by hand. Advantages: Would be cheap. Disadvantages: Unprofessional, harder to edit. Chosen Solution: The best solution is to produce a data capture form by computer. Although It may cost more to produce, it would look much more professional to the customers and gives the store a good impression to the customers. Outputs: Professional looking and easy to make. Inputs: Details of the customers such as name, address, Analysis – Page 4 of 7
  5. 5. Gracie Glamour 2008 – Project Analysis and Date of birth. Desired Outcomes: To have a personal information sheet, which requires all information needed to become a member of the store. Performance Criteria: Is the personal details information sheet professional looking and useful? 3. Design a reusable system that can store and gather information about guests and members and can then be used to send letters to those people. Possible Solution 1: To deign a new form for customers to fill in when giving personal details on the computer. Advantages: Looks professional and would have logo of the shop on top, and would be easy to edit. Disadvantages: Expensive to print, programme may be hard to use. Possible Solution 2: To design a new form for customers to fill in when giving personal information by hand. Advantages: Would be cheap. Disadvantages: Unprofessional, harder to edit. Chosen Solution: The best solution is to produce a data capture form by computer. Although It may cost more to produce, it would look much more professional to the customers and gives the store a good impression to the customers. Outputs: Professional looking and easy to make. Inputs: Details of the customers such as name, address, and Date of birth. Desired Outcomes: To have a personal information sheet, which requires all information needed to become a member of the store. Performance Criteria: Is the personal details information sheet professional looking and useful? 4. Develop a new system to store all of the important information. I will develop a system on a database to store all of the details and information. Advantages: Easy to access for the staff. Disadvantages: Information uneasy to collect by the store, and may get lost travelling around the store to different staff and through the manager. Chosen Solution: The best solution to use for storing information is developing a system on a database to store Analysis – Page 5 of 7
  6. 6. Gracie Glamour 2008 – Project Analysis information on the computer, this way it’s easier to access by all the staff in the store, and information and details will not get lost. Outputs: An easy to use system Inputs: New customers, current customers, amount of supplies Desired Outcomes: Correct information dent to correct customers. All details stored correctly without any mistakes. Names and addresses transferred between the store and office accurately Performance criteria: Is the system easy to use, saves, adds and deletes records? 5 Produce a personalised information letter to inform customers about sales in store, and any outstanding payments Possible Solution 1: The first possible solution to use would be to produce a personalised letter on the computer Advantages: Would look professional, important and will make the job easier. Disadvantages: Would be expensive to print. Possible Solution 2: To create a letter by hand. Advantages: Would be cheap. Disadvantages: Unprofessional, harder to edit, and wouldn’t look important/ sophisticated. Chosen Solution: I have decided to choose solution 1, so that the letters would look untidy, and knowing that it was made on computer, automatically makes it professional. Outputs: A letter produced to look professional and showing its important to the customers about their outstanding payments and new sale in store. Inputs: Store logo, and information about how to book an appointment and when. Desired Outcomes: A letter, which informs customers and new members about the store. Performance Criteria: Does the letter look professional? Performance Criteria for the whole system  The system should make Mrs G Wolfe’s job easier. Analysis – Page 6 of 7
  7. 7. Gracie Glamour 2008 – Project Analysis  The system should be reusable  The system should be a friendly system  It should be easy to transfer information between different parts of the system.  It should be easy to access  It should be easy for the staff to find in formation the need for the appointments they have throughout the week.  It should be easy to find information on what the customers like, and whether they have any outstanding payment.  The system should be easy to find out what is in stock, and when the store needs more stock. Analysis – Page 7 of 7

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