Information Systems Planning Document - Inventory System

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 P a g e | 1


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.



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.



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.



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.



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:

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





Metrologic MS3580 QuantumT Scanner Php 14000.00

POS Receipt Epson TM-U220 Printer Php 8,736.00

D-Link DI-804HV 4-Port Broadband Router Php 3,300.00 - Php 3,500.00

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

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


Customer

Create receipts

Record payment And item quantity.

Cashier Received payments

Transaction cancelled

Issue receipt

Purchase order

Check order status

YES NO


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

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

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

2010

September

2010

October

2010

Task

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

WBS Task Status Start Date Finish Date W. Days

%

1 Add Macro description 1

- 2/15/08 2/23/08 6 80%

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 description 2

- 2/24/08 3/15/08 15 73%

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%



Organizational Chart


Owner

Stockman

Cashier

Supervisor

Employees Employees

Stockman

Supervisor

Employees

Cashier

Stockman

Supervisor Supervisor

Employees

Cashier

Stockman

Cashier

Spoiler Marketing Company

Accountant CashierStockman

EmployeesBranches

IloiloPototanSaraLeon


Present data flow diagram


CustomerOrder 1

Ask products

Product name Clerk Product name 2

Check status Stocks

ProductStatus

ProductName

3Confirm status

ProductStatus

ProductStatus

4Confirms order

Payment 5

Pays order CashierPayment 6

Records purchase

7Performs billing

8Issue receipt

Stocks

Receipt

Purchase info

Bill info

Bill info

Accounting record

Purchase info


Proposed data flow diagram

Context diagram

Level O Data flow diagram


Customer Cashier0Automated Inventory

System

Order Payment


Transaction table



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 2008Application used to built the system Visual studio 2008

Hardware Recommendation

Metrologic MS3580 QuantumT ScannerPhp 14000.00

Receipt Thermal Printer Php 8,736.00

D-Link DI-804HV 4-Port Broadband RouterEthernet Broadband VPN Router with 4-Port Switch (for connecting the client and database server

Php 3,300.00 - Php 3,500.00

LAN Cables (for connecting the client and database server

Php 3000.00

Globe DSL Broadband (optional) Php 995.00 / month

Computer set(mouse and keyboard , 2GHz, 2gb DDR2, Intel core-duo chipset, 520gb HD, DVD-writer)

Php 20,000 * 2 = Php 40,000





Entity Relationship Diagram


Payment

AmountPaymentGross selling priceDate

#*Order_num

Order

*Order_num

Order_date

#*Cust_ID

#*Prod_barcode

Product

Prod_name

Prod_description

Prod_qty

Prod_price

*Prod_barcode

Prod_type

Prod_size

Customer

*Cust_id

Cust_name

Cust_address

Cust_phone

#*Order_num

Orders

Paid

Contains

Compose of


Database Design

State Transition Diagram

Use Case Diagram

Use Case Description



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 Stringmsg = MsgBox("Are You Sure You Want To Submit?", vbYesNo + vbQuestion, "Message")If msg = vbYes Then frmCustomerTransact.Hide frmreceipt.ShowElse Exit SubEnd IfEnd Sub



Private Sub Command3_Click() List1.Clear List2.ClearEnd Sub

Private Sub Command4_Click()Dim strQuantity As String List1.AddItem Text1.Text strQuantity = InputBox("Please Enter Quantity", "Message", "0") List2.AddItem strQuantityEnd Sub

Private Sub Form_Load()

End Sub

Main page


End Sub

Private Sub frmCustomerTrans_Click()frmCustomerTransact.ShowEnd Sub

Private Sub frmExit_Click()Unload MefrmLogin.ShowEnd Sub

Private Sub frmNew_Click()

End Sub

Receipt



Private Sub Command1_Click()Dim Option1 As StringDim 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 SubElse Exit SubEnd IfEnd Sub


End Sub

Private Sub Frame1_DragDrop(Source As Control, X As Single, Y As Single)

End Sub

Private Sub Label2_Click()

End Sub



Sample Documents( like receipt, stock card, time card and the like)

Budget Proposal

Spoiler Automated inventory System budget proposal





Metrologic MS3580 QuantumT Scanner Php 14000.00 Receipt Thermal Printer Php 8,736.00D-Link DI-804HV 4-Port Broadband RouterEthernet Broadband VPN Router with 4-Port Switch (for connecting the client and database server

Php 3,300.00 - Php 3,500.00


Php 3000.00



Globe DSL Broadband (optional) Php 995.00 / monthCost Benefit Analysis

Table1. Client estimated cost / timeItem Pieces Estimated cost

Metrologic MS3580 QuantumT Scanner

1 Php 14000.00

Receipt Thermal Printer 1 Php 8,736.00

D-Link DI-804HV 4-Port Broadband RouterEthernet Broadband VPN Router with 4-Port Switch (for connecting the client and database server

1 Php 3,300.00 - Php 3,500.00


10meter Php 3000.00

Globe DSL Broadband (optional)

1 Php 995.00 / month

Computer set(mouse and keyboard , 2GHz, 2gb DDR2, Intel core-duo chipset, 520gb HD, DVD-writer)

2 Php 20,000 * 2 = Php 40,000

Table2. Group estimated cost / timeExpenses Cost PurposeInternet & research Php 2000.00 (load of smart bro

kit)Research purposes, finding 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




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Information Systems Planning Document - Inventory System

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