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Shop title / product title
Information Technology Studies ProjectDocumentation
Project Title : Toy Shop Operations SystemStudents Name : Abdul Mateen Bin Mohd. RauffStudent ID : 0701G59793Group : K1Lecturers Name : Mrs. Sukhminder Kaur
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1.0 Problem Definition
We are toys, is a toy shop which utilizes a manual ledger and record system to
keep track of all sales transactions that occur. This current method is inefficient as
it is time consuming and prone to human error. Another drawback of the manualsystem is that with every passing day, more and more storage space is needed to
store the recent transactions.
1.1 Aim
The aim of the We are toys database is to keep accurate and efficient records
of all sales transactions of their customers when toys are purchased as well asto record stock movement, employees wages, toy information and operational
costs. This is essential as it will provide a good measure of protection against
erroneous information which could end up in a false representation of the
businesses performance.
1.2 Problems/Needs
With a toy store, there is a high turnover rate, thus needing large amounts of
data to be recorded in a time efficient method with minimal errors. This being
said, it is essential to upgrade the manual system to a computerized one, as themanual system can cause many differences in data which could lead to the
results being inaccurate and defective.
1.3 Causes
The manual ledger and record system is inefficient and confusing to use whenthere are large numbers of sales daily. Another factor is the presence of human
error as inaccurate data entered will produce inaccurate and unreliable
information. In addition to this, the retrieval of data to refer to will be a
tedious process as they have to be retrieved manually.
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2.0 Analysis
2.1 Outcomes
2.1.1 Data Entry Screen
The We Are Toys, toy shop has 2 transaction forms which connects two other forms and
enables the user to enter or alter data for a transaction that has occurred. The first dataentry screen in the database is the Sales data entry Form and the transaction details of a
sale are recorded into it, and will then be stored later on in the Sales Table. Secondly,
there is the Sales Details data entry form, and this form allows the staff to record the
other details of the transaction such as quantity sold, and this will also be later stored inthe Sales Details Table.
Sales Form
This form is the most utilized form as it will be used on a day to day basis for the
recording of sales transactions that occur. This form links the Staff Table to theCustomers Table, acting as a many to many relationship. The Sales form contains fields
of CustomerID, StaffID, Date and SalesID. The data for these fields are to be entered
manually by the user.
Sales Details Form
This form acts as a bridge for the Sales Table and the Toy Table. As naturally, one salecan contain many different toys, and one type of toy can be sold repeatedly, a many to
many relationship is the best fit. The sales details table acts as a resolving table and
rectifies the many to many relationship. The sales details table contains fields such as theSalesID, ToyID, and the QtySold. It enables the quantity of toys sold to be entered for
each sale.
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2.1.2 Simple Outcomes
Firstly, the simple outcome is a query where there are no calculations or groupings, but
rather retrieves information from separate tables and combines them into one to give an
accurate view of the happenings of the business. There are two simple outcomes in thisrelational database which are the Employee Dealings and the Supplier Dealings.
Employee Dealings
This simple outcome gathers the list of staff members who attended to the customers on a
particular date, which has been sorted according to the StaffID in an ascending order.
This query enables a business to review their employees performance. This queryincludes three different tables, which are the Staff Table, Sales Table and the Customer
Table. The records the query contains are the StaffID, StaffName, Date, CustomerID,
CustName.
Supplier Dealings
This simple outcome shows the list of suppliers which supplies toys to the business, and
they are sorted according to SuppID in an ascending manner. This query enables a the
user to be able to track stock to their individual supplier in the event of a problem with
the stock. This query is built up of two tables which are the Supplier Table and the Toytable. The records in this query are the SupplierID, SuppName, ToyID and the Toyname.
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Stock
This query calculates the remaining stock after sales. This query is used so that the staff
will be able to re-order a new stock of item when the older stocks are dwindling.
Sales Profit Function
This query calculates the Total Income, Total Cost and the Total Profit for each salestransaction that occurs. This enables the user to be able to review the performance of
his/her business. This query requires the price and the cost from the Toy table and the
QtySold from the Sales Details table. The Total Income is calculated by multiplying the
Price and the QtySold. The Total Cost is calculated by multiplying the Qtysold with theCost and the Total Profit is calculated by deducting the Total Cost from the Total Income
figures. This query will display the SalesID, ToyID, Toyname, Cost, Price, QtySold,
Total Income, Total Cost and the Total Profit fields. This table will be sorted according to
the SalesID in an ascending order.
Net Revenue
This query calculates the total amount of money that is generated through sales. This
query utilizes the Price from the Toys table and the Qtysold from the Sales Details table.
The net revenue is calculated when the Qtysold is multiplied with the price. This querywill display the ToyID, Toyname, Price, Qtysold and the Net Revenue.
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2.1.4 Statistical Outcomes
Firstly, a statistical outcome is a query that has a total attached to its field, such as the
sum of a group of figures, or the average or a group of figures. There are 5 different
statistical outcomes in this database, and they are the Sumofrevenue, Sumoftotalcost,Sumofsalary, Quantity Sold, and Quantityonhand.
Quantityonhand
This query calculates the sum of toys that the business has left on hand, or in stock. It
enables the user to be able to track the stock levels efficiently. The figures in this query
will also be later used to calculate the remainder of toys after sales. This query displaysthe ToyID, Toyname and Sumofqtyonhand.
Quantity Sold
This query calculates the sum of toys sold. This allows a user to be able to double check
the profit figures or stock levels, and will be later used to calculate the remainder of toysafter sales. This query displays the ToyID, Toyname and the SumofQtySold.
Sumofsalary
This query calculates the sum of money paid to the staff as their salary, and this enables
the user to monitor the expenses of the business. This query will also be used to calculate
net expenses and later on, the net profit made by the business.
SumoftotalCost
This query calculates the sum of the total purchasing costs of the business, and it allows a
user to track purchasing expenses efficiently. This query will be used later on to calculate
net expenses and later on, the net profit made by the business.
SumofRevenue
This query calculates the sum of the total revenue generated by the business, and it allowsthe user to monitor the businesses revenue and performance more efficiently. This query
will be used later on to calculate net profit made by the business.
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2.2 Elements
2.2.1 Data and Processing
2.2.1.1 Simple Outcomes
Employee Dealings
Find: List of StaffID AND Staffname AND Date AND CustomerID AND Custname.
Sort: By StaffID in an ascending order.
Supplier Dealings
Find: List of SupplierID AND Suppname AND ToyID AND Toyname
Sort: By SupplierID in an ascending order.
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2.2.1.2 Complex Outcome
Staff Age
Calculate: Age with the formula Age: Int((Date()-[DOB])/365)
Find: StaffID AND Staffname AND gender AND DOB
Sort: By StaffID in an ascending order
Staff Salary
Calculate: EPF with the formula EPF: [Salary]*0.09 AND SOCSO with the formulaSOCSO: [Salary]*0.02 AND TotalSalary with the formula TotalSalary: [Salary]-([EPF]+
[SOCSO])
Find: StaffID AND Staffname AND Salary
Sort: By StaffID in an ascending order
Net Profit
Calculate: Net profit with the formula TotalIncome: [SumofTotalProfit]-[Net Expenses]
Find: Net Expenses (complex outcomes) AND SumofTotalProfit (statistical outcomes)
Net Expense
Calculate: Net expenses with the formula Net Expenses: [SumOfTotalCost]+
[SumOfTotalSalary]
Find: SumofTotalSalary (statistical outcomes) AND SumofTotalCost (statistical
outcomes)
Stock
Calculate: Remainder with the formula Remainder: [Qtyonhand]-[SumofQtySold]
Find: ToyID AND Toyname AND Qtyonhand AND SumofQtySold (statistical
outcomes)
Sort: By ToyID according to ascending order
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Net revenue
Calculate: Net revenue with the formula TotalProfit: [Price]*[QtySold]
Find: ToyID AND Toyname AND Price AND QtySold
Sort: By ToyId in an ascending order
Sales Profit Function
Calculate: Total Income with the formula Total Income: [Price]*[QtySold] AND Total
Cost with the formula Total Cost: [Cost]*[QtySold] AND Total Profit with theformula Total Profit: [Total Income]-[Total Cost]
Find: SalesID AND ToyID AND Toyname AND Cost AND Price AND Qtysold
Sort: By SalesID in an ascending order
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2.2.1.3 Statistical Outcomes
Quantity Sold
Calculate: SumOfQtySold by selecting Sum in Total Column in design view
Find: ToyID AND Toyname AND QtySold
Sort: By ToyID in an ascending order
QuantityonHand
Calculate: SumOfQtyOnHand by selecting Sum in Total Column in design view
Find: ToyID AND Toyname AND QtyOnHand
Sort: By ToyID in an ascending order
Sumofrevenue
Calculate: SumOfRevenue by selecting Sum in Total Column in design view
Find: Total Profit (From Complex Outcomes)
SumofTotalCost
Calculate:SumOfTotalCost by selecting Sum in Total Column in design view
Find: Total Cost (From Complex Outcomes)
SumoftotalSalary
Calculate: SumOfTotalSalary by selecting Sum in Total Column in design view
Find: Total Salary (From Complex Outcome)
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2.2.2 Software
Referring back to the problem mentioned earlier in the documentation, the manual ledgerand record system is inefficient as it is very prone to errors and may cause maintenance
issues as the numbers of transactions keep increasing. In addition it is also tedious and
time consuming to record down every sale manually, and to search for a desired sale.Therefore the use of a computerized database system is overall more time efficient, user
friendly.
Moreover, a computerized database system would ensure that data redundancy will be
minimized as data are to be integrated into a single, logical structure which ensures that
the data will only be recorded in one specific location. This also decreases the need for
large storage spaces.
In addition, the computerized database system ensures data integrity. In the manual
ledger, once data is altered, the corresponding records have to be altered to suit, but when
using a computerized database all respective records linked to the transaction will beupdated simultaneously. A database also has validation features where there are rules
which allow the entering of wrong data to be reduced.
To further ease operations, a database such as this allows users to share data, for example
an authorized user can view the system through a main server.
In conclusion, the data in the computerized system is data independent, which means that
data or records can be changed due to the separation of data descriptions
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Hardware
To run the database software smoothly, efficiently and effectively, there are a fewhardware devices that will be required. Firstly, of course a personal computer is required
with the basic devices such as the mouse, speakers, keyboard, printed, modem and CD-
ROM drives. A server is also required in order to enable the employees to view the datain the database. To run the system with no errors resulting from the lack of storage space
of processing power, the minimum and recommended requirements of the system is listed
below.
Minimum Requirements
Processor : Intel Pentium 233-Megaherts (MHz)Memory : 128MB RAM
Hard Disk : 180MB available storage space
Drive : CD-ROM Drive
Operating System : Microsoft Windows 2000 with Service Pack 3Display : Super VGA (800 x 600)
Recommended Requirements
Processor : Pentium III
Memory : 256 RAMHard Disk : Optional Installation Files Cache (recommended) requires an
additional 200 MB of storage space
Drive : CD-ROM DriveOperating System : Microsoft Windows XP Professional Edition
Display : LCD Display
Recommended Peripherals
A personal computer which includes a Monitor, Mouse, Keyboard, Speakers, CDROMDrive, Floppy Disk Drive, Ports, Modems, Printer, Scanner, Microphone, Headset and
other enhancement peripherals
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Design of the New Information System
3.1 Tables and Relationships.
Each table which is created has a specific name which is created by the user in order to be
able to reference it to a file in the database. A table has a function to keep track ofrespective data which is entered into the database.
Customers Table
The Customer Table contains fields such as the CustomerID, CustName, Address,
Contact, Gender, Email, Excust and Picture.
CustomerID is the primary key in the Customer Table which uniquely identifies each
customers that purchases toys.
Custname contains records of each customers name.
Address contains records of each customers residence address in order to be able to mailthem the latest toy brochures.
Contact contains records of each customers hand phone number so that they can be
contacted in the occasion of an unpaid debt or for a promotional package.
Gender contains records of each customers sex.
Email contains records of each customers Email address so that they can be contacted
F.O.C.
Excust contains records of customers who visit the outlet repeatedly.
Picture contains the picture of each customer.
Sales Table
The Sales Table contains fields such as SalesID, Date, StaffID and CustomerID.
SalesID is the primary key, which uniquely identifies each sales transaction
Date contains records of the dates when each sale was carried out
StaffID is the foreign key which creates a relationship by linking the Staff Table and theSales Table
CustomerID is another foreign key that creates a relationship by linking the Sales Table
and the Customer Table
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Sales Details Table
The Sales Details Table contains fields such as the SalesId, ToyID and the QtySold. Thistable has no primary key as it is a resolving table
SalesID is the foreign key which creates a relationship by linking the Sales Table and theSales Details Table.
ToyID is the foreign key which creates a relationship by linking the Sales Details Tableand the Sales Table.
QtySold contains records of each quantity of toy sold during a transaction. This field is
essential in the calculation of the TotalCost and TotalRevenue queries.
Staff Table
The Staff Table contains fields such as the StaffID, Staffname, Address, DOB, IC,Salary, Gender, Picture.
StaffID is the primary key in the table which uniquely identifies each staff member
Staffname contains records of each staff members name
Address contains records of each staff members residence address
DOB contains records of each staff members date of birth, which will later be used tocalculate the staffs age.
IC contains records of each staff members identification card number
Salary contains records of each staff members salary earned at the end of the month, and
will later be used to calculate total expenses.
Gender contains records of each staff members sex.
Picture contains records of each staff members picture.
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Suppliers Table
The Suppliers Table contains fields such as the SupplierID, SuppName, SuppAdd andContact Number.
SupplierID is the primary key of the table, and it uniquely identifies each supplier thatbrings goods into the business.
SuppName contains records of each suppliers name
SuppAdd contains records of each suppliers business address.
Contact Number contains records of each suppliers contact number.
Toys Table
The Toy Table contains fields such as the ToyID, Toyname, SupplierID, Price, Cost,QtyonHand, and Picture.
ToyID is the primary key of the table, and it uniquely identifies each toy that is in the
businesss stock.
Toyname contains records of each toys brand name or trade name
SupplierID contains records of each toys supplier
Price contains records of each toys selling price
Cost contains records of each toys cost price
QtyonHand contains records of the quantity available of each toy in the businesss stock
levels.
Picture contains records of each toys picture
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Table Relationship Diagram
The diagram above illustrates the relationships that occur in the We Are Toys databasesystem, as you can see, the primary key StaffID in the staff table is linked to the sales
table by a One-to-Many relationship. The CustomerID in the customers table is also
linked to the sales table by a One-to-Many relationship. The primary key SalesID in thesales table is linked to the sales details table by a One-to-Many relationship. The sales
details table which acts as a resolving table, has a Many-to-One relationship with the
primary key ToyID in the toys table. The Suppliers table primary key SupplierID has aOne-to-Many relationship with the toys table.
Table Relationship
Staff to Sales One-to-Many
Customers to Sales One-to-Many
Sales to Sales Details One-to-Many
Sales Details to Toys Many-to-OneToys to Supplier Many-to-One
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Data Dictionaries - Customers Table
Staff Table
Fields Data Type FieldLenghts
DefaultValues
ValidationChecks
Input Masks RequiredValues
Comments
StaffID Text 7 - - "ST"0000;0;_ Staff Identification
Number
Staffname Text 50 - - - Staff Name
Address Text 50 - - - Staff
Address
DOB Date/Time - - - - Staff DOB
IC Text 15 - - 000000\-00\-0000;0;_
IdentificationNumber
Salary Currency - 0 - - Staff Salary
Gender 50 - - - Staff Gender
Picture OLEObject
- - - - Staff Picture
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Fields DataType
FieldLenghts
DefaultValues
ValidationChecks
InputMasks
RequiredValues
Comments
CustomerID Text 6 - - C0000;0;_ Customer
IdentificationNumber
CustName Text 50 - - - Customer Name
Address Text 50 - - - Customer
Address
Contact Text 13 - - 000\-000\-
0000;0;_
Customers
contact number
Email Text 50 - - - Customers email
address
Gender Text 10 - - - Customers
gender
ExCust Yes/No - - - - Stores check for existing
customer
Picture OLE
Object
- - - - Customers
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Sales Table
Fields Data Type Field
Lenghts
Default
Values
Validation
Checks
Input Masks Required
Values
Comments
SalesID Text 6 - - "S"0000;0;_ SalesIdentification
Number
Date Date/Time - - - - Date Of Sale
StaffID Text 6 - - "ST"0000;0;_ Staff
IdentificationNumber
CustomerID Text 6 - - C0000;0;_ Customer Identification
Number
Sales Details Table
Fields Data
Type
Field
Lenghts
Default
Values
Validation
Checks
Input
Masks
Required
Values
Comments
SalesID Text 6 - - "S"0000;0;_ Sales
Identification
Number
ToyID Text 6 - - \T0000;0;_ Sales
IdentificationNumber
QtySold Number - 0 - - Quantity Sold
Suppliers Table
Fields Data
Type
Field
Lenghts
Default
Values
Validation
Checks
Input Masks Required
Values
Comments
SupplierID Text 8 - - "Sup"0000;0;_ Suppliers
IdentificationNumber
SuppName Text 50 - - - Suppliers
Name
SuppAdd Text 50 - - - SuppliersAddress
ContactNumber Text 13 - - 000\-000\-
0000;0;_
Suppliers
Contactnumber
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Toys Table
Fields Data
Type
Field
Lenghts
Default
Values
Validation
Checks
Input Masks Required
Values
Comments
ToyID Text 6 - - \T0000;0;_ Toy
IdentificationNumber
ToyName Text 50 - - - Toy Name
SupplierID Text 8 - - "Sup"0000;0;_ SuppliersIdentification
Number
Price Currenc
y
- 0 - - Selling Price
Cost Currenc
y
- 0 - - Cost Price
QtyonHand Number - 0 - - Quantity on
handPicture OLE
Object- - - - Picture of
toy
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The illustration above shows the customers tables before any changes have been made
Changes were made by deleting the information in the custname and address fields in thekey field 00017.
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As you can see, the changes in the table correspond to the changes made to the form. Keyfield 00017 has been altered.
The staff data entry form before any changes have been made.
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The staff table before any changes has been made
The staff form after two fields were deleted. The fields were the Staffs DOB and IC.
The corresponding change to the deletion of the fields from the form in the source table.
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The toys data entry table before any changes have been made.
The toys table before any changes have been made
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The toys data entry form, two changes have been made. The price and cost ot the item
have been deleted.
The deleted fields in the toys data entry form have also been deleted in the toys table.
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The Sales Data Entry Form before any changes have been made
The Sales Table before any changes have been made
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A new record, SalesID22 has been added along with other information in the fields in thetable such as Date, StaffID and CustomerID.
A new record S0022 has been created in the sales table in relation to the record created inthe sales form.
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The Sales Details Data Entry Form before any changes were made.
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The Sales Details table before any changes were made.
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The corresponding Table, which is the Sales Details table under the SalesID S0001, the
fields of ToyID and QtySold have also been deleted.
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The Supplier Data Entry Form before any changes was made.
The Supplier Table before any changes have been made to it
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The Suppliers Data entry form, the fields of SuppName and ContactNumber have beendeleted.
In the corresponding Suppliers table, the fields of SuppName and ContactNumber have
been deleted for the same Sup0003 record.
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The above shows the relationship links between the Staff Table, the Sales Table and the
Sales Details Table.
It shows that the Staff with the ID of ST0001 which is Abdul Mateen has managednumerous sales such as S0001, S0003, S0010 and so on. In S0001, it also shows that in
both occasions, one of each toy was sold.
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The above shows the customers table, which shows the relationship between it and the
Sales Table and the Sales Details Table.
It shows that the customer with the ID 00001, Jack Johnson has a SalesID of S0001 when
he purchased his goods. That is Toys with the ToyID T0001 and T0002, each of which
one unit has been purchased,
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The Supplier Table shown above is linked to the Toy table which is also linked to theSales Details Table.
The Supplier with the IS of Sup0001 or Toy Barn has supplied various toys to the WeAre Toys toyshop. Such as T0001, which is the tickle me else and so forth. It also shows
the amount of the toy that has been sold since it was delivered. With the SalesID of
S00001 selling one unit to a customer.
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The Sales Details Table acts as a resolving table and therefore cannot contain different
tiers of information like the previous tables.
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The list of Employee Dealings, shown above can be used to track the performance of acertain staff member, or even to track the frequency of customers. This query will later be
used to produce the Employee Dealings Report.
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Supplier Dealings
The illustration shows the supplier dealings query which consists of the supplier table andthe toys table. The fields which are deemed relevant are added and will also be added to
the report. In this case, the relevant fields are the SupplierID, SuppName, ToyID and the
Toyname. This Query allows a user to know which toys are supplied by a particularsupplier.
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The above is a list of suppliers dealings which is sorted in an ascending order accordingto the SupplierID. This query will be used to produce the Supplier Dealings Report.
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Above is a sample of the Suppliers Dealing Report.
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Complex Outcomes
Staff Age
The above is the Employee Age query which consists of the Staff Table. The need for
only one table is due to the only variable needed to calculate the age of the staffs is thestaffs DOB. It is sorted in ascending order in relation to StaffID and will later be used to
prepare the Employee age report.
The above shows the list of records in the employees age query.
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Above is a sample report of the Employees Age.
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Employee Salary
The query above consists of the Staff table only, as the fields required to calculate the
staffs salary are all found in that table. There are numerous calculations in this query for
example, the EPF and SOCSO calculations which determine the staffs final salary. Thisquery will later be used to calculate total expenses and to create a report.
The above shows the list of records in the employee salary query.
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Data Flow Diagram for Staffs Salary
The above is a sample report of the Employees Salarys.
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Net Expense
The query illustrated consists of two statistical outcome tables which are,SumofTotalCost and SumofTotalSalary. These two queries will be used in the calculation
of the businesses net expenses. The net expense will then be used to calculate the
businesses net profit.
The above shows clearly, the net expense query.
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Net Profit
The query above shows the net profit function which consists of the sumofrevenue tableand the net expenses table. The fields of Net Expenses and Sumoftotalprofit are used to
calculate how much the business has made or loss over a period of time and it will be
used to generate a report.
The query above shows the total profit earned by the business, the end figure is in
brackets as they have made a loss.
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Stock
The query above shows the Stock Control which includes the Quantityonhand, Quantity
Sold and toys table. The fields of ToyID, Toyname, Qtyonhand, SumofQtySold will beused as relevant information to the query and the specific fields of Qtyonhand and
SumofQtySold will be used to calculate the remainder of stock available in the business.
This will be later created into a report.
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The above shows the list of records in the stock card query.
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The above is a sample report of the stock card
Sales Profit Functions
]
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The query above consists of the toys and sales details, and basically contains information
about the Total Income, Total Cost and total Profit from every sales transaction thatoccurs in the business. The fields used in this query are the SalesID, ToyID, Toyname,Cost, Price and QtySold. The information in this query will be used to create the sales
profit report.
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Name :
StudentID :
The above shows the list of records of Total Income, Total Cost and Total Profit for each
sales transaction.
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Name :
StudentID :
The above is a sample of the sales profit function report. The total income, total cost and
total sales profit have been added up and recorded at the page footer.
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Name :
StudentID :
Net Revenue
The query above shows the Net revenue query which includes the Toys and Sales Details
tables. The fields of Price and QtySold are used to calculate the amount of revenue
generated. Information will be sorted according to ToyID in an ascending order.
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Name :
StudentID :
The above shows the list of records of the net revenue query.
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Name :
StudentID :
Quantity of toys in hand
The query above shows the quantity of toys on hand query, which includes the Toystable. The field Qtyonhand from the toy table will be summed up in this query and will be
later used to calculate the stock cart.
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Name :
StudentID :
The above shows the list of records for the quantity of toys on hand query.
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Name :
StudentID :
Changes
The picture field was removed from the customer table as it seemed unnecessary and
overall space consuming and inefficient. The reason behind this is that the toy shop dealswith many different customers, in other words, it has a high turnover rate, and to record a
picture of every customer would seem space consuming and time consuming.
Also a border has been added to every form to separate the navigation bar from the main
body of the form. The company logo has also been added to every form, report and themain page.
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Name :
StudentID :
Main Page
The illustration above shows the main page of the database, it utilizes a tab control to
separate the main page into different sections.
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Name :
StudentID :
Evaluation
The relational database of the We Are Toys, Toy Shop can be considered to be fully
working. The various forms and buttons are fully functional and the user interface has
been designed to keep the navigation and actions to a bare simplicity so that many user
can adapt to using this system. Reports can be generated and located easily from the mainpage and user are able to add new record flawlessly. In general, the relational database
has meet the needs for the We Are Toys, Toy Shop.
However, as time passes, the database can improve with adaptive maintenance and
additional requirements can be added when the resources are available. This
improvements include the elimination of redundant data over time as well asenhancements to the user interface system to make it even more user friendly that it
already is. Modifications of the queries could enable more complicated calculations so
that the relational database can be more productive in the near future.