Final 1-2-3

zz QUEZON CITY POLYTECHNIC UNIVERSITY
SECTION I SYSTEM BACKGROUND A. Company Background Surplus Shop an affiliate of SM Group is known as the fashion for less apparel store. It started in 1990, under the corporate name Surplus Marketing Corporation. It carries a wide selection of international branded export excess merchandise and ready to wear fashions which has grandly contributed to its popularity as shopping for loyal customers as well as a new generation of loyal customers. Currently it has a total of 29 branches in major SM malls nationwide. The following stores are Bacoor, Bacolod, Baguio, Batangas, Bicutan, Cagayan de Oro, Clark, Dasmarinas, Davao, Delgado, Fairview, Mandurriao, Lipa, Makati, Mall of Asia, Manila, Marikina, Masinag, Megamall A & B, North Edsa Main, Pampanga, San Lazaro, Southmall, Sucat, Sta. Rosa, Tarlac, Taytay and The Block. They have created also a fan page thru internet to further introduce whats in and what is the latest trend in store as well as the different Promotions. Before, they have used the old system of manual Inventory, manual ordering and receiving of merchandise as well as the manual encoding of counter procedure. As the years go by and the store expanded, they have created the computerized system. The old system was introduced for easy access and viewing of information with regards to inventory, merchandise movement, and information. They called the system RI
1|Page
or the RETAIL IDEAS. With this system they can manage the merchandise thru viewing the movement. The proponents of the study proposed a new system for the company to have more efficient system to manage the shop. The SSOMS Surplus Shop Operation Management System is a centralized system that would help manage retail cycle from sales, receiving through transferring, that connects with the selling assistant. SSOMS would definitely avoid variance to each transaction, help improve the quality of products, give accurate result for the inventory and properly control the movement, centralized management in surplus shop, viewing of merchandise movement; viewing of quality on hand and sales status from the chain and the system can provide backup files. It will have a log-in for the supervisor and managers a subsystem for selling assistant, a Controllable access with assigned users (Log-in for manager, supervisor and selling assistant).
Mission Where great fashion finds
2|Page
B. Organizational Directory 1. Organizational Chart
PRESIDENT
VICE PRESIDENT
ASSISTANT VICE PRESIDENT
OPERATION MANAGER
AREA MANAGERS PREMIER NORTH SOUTH CENTRAL
3|Page
BRANCH
STORE MANAGER
SUPERVISOR (MENS WEAR)
SUPERVISOR (LADIES WEAR)
SELLING ASSISTANT 1
SELLLING ASSISTANT 2
SUC 1
SUC 2
CA 1
CA 2
SUC 3
SUC 4
CA 3
CA 4
SC 1
SC 2
SC 3
SC 4
SC 5
SC 6
SC 7
SC 8
Figure 1.1: Organizational Chart of SURPLUS
4|Page
2.
Duties and Responsibilities
Operations Manager Responsible for the overall branches Reports to the assistant vice president
Area Manager Responsible for the area branches Receives reports from the store managers Reports to the Operations Manager
Store Manager Manage the Store Operations Sales and Customer Service Planner Monitors Merchandise and display Monitors Security of the Selling Area Observed Housekeeping
5|Page
Store Supervisor Take the lead in the display of merchandise Monitors merchandise per category Personalize Customer Service Report to the manager
Selling Assistant The Sales Champion (generated daily sales for at least 15,000 and above) Assist the Supervisor in the display Report to Supervisor
Cashier Responsible for the counter Provide good customer service
Sales Utility Clerk (SUC) Responsible for the maintenance of FSR (forward stockroom) Responsible for the receiving of merchandise thru delivery Monitors display of merchandise per department
6|Page
Sales Clerk (SC) Assist customer (generates daily sales of 15,000 and above) Maintains assigned area of responsibility Monitors merchandise
C. Objective of the Study General Objective The proposed system entitled SSOMS (Surplus Shop Operation Management System) aims to centralized the management system of the Surplus Shop from cashier, sales, inflows and outflows of the business and will automate the manual transaction of the business.
Specific Objective To improve the quality products in the Surplus Shop by having a good inventory management. To serve as the book reference for inventory history reports To enable movements of sales, inflows and outflows automatically. It would lessen the employee, lessen the error entry. To have a quick and efficient tracking (transfer out/transfer in/detail of order/details of each products
7|Page
To change traditional manual operation to automation. To avoid variance that makes the record complicated To view quality on hand by having a good book keeping record To trace the movement of deliveries in every transactions To properly control the movement of the returns and re-ordered products. To have accurate result for inventory to prevent aging product
To produce a system capable to monitor income and expenses of the business.
To automate inventory, sales income, expense and monthly and yearly reports.
D. Significance of the Study The proposed system aimed to benefit the surplus shop in their operational management such as managing the files, avoid variance, easy transactions, automatic update of inventory, and make the transactions easily. This proposed system will benefit the following:
First, the Management The Management would prevent some of the typical problems occurred in the shop. Like data entry error, Overstocked products, aging merchandise and avoid hiring lots of staff. It can also help them to leave burden from lots of paper works.
8|Page
Second, the Staff The staff could prevent lots of error in the transaction. It also gives an ease to them in their works. This system would help them in making their work easier, simpler and faster.
Third, the Proponents: This study will help the proponents to develop a company system, their logical and technical skills. They would gain experience and added knowledge for their next project proposal.
Lastly, the Future Researchers: For the future researchers, this proposed system could be used as their reference or guideline in having a study similar to this. It can give them lots of idea in making centralized system for their business and if they want a design or develop similar systems. This study would help other students like the proponents to their studies regarding this field. It could give knowledge at least on how it should be done.
9|Page
E. Scope of the Study Scope The Surplus Shop Operational Management System or SSOMS is made of effective tools for the functionality, accuracy, and user friendliness. It has a log in system for the manager and supervisor. The system will display the name of the user as well the date and time of log in. The SSOMS has a file tab for user configuration that only a manager can access to add, edit or delete the account of the user, A Log Off and Exit icon to end the process. The Transaction tab contains an order entity, An Edit product information for updating or changing some info about the products, An Edit supplier to add, edit and delete the suppliers Information. stock purchasing , Stock Receiving, Stock Re-order transactions, reports and help tab for easy access and eleven icons namely user configuration for changing passwords, order entry, edit product information, add supplier icon, stock reorder, stock receiving, report sales, report inventory, report account payable, and exit button to end the process.
Limitation The system is not online that is why it cannot do any online transactions. It also limited to the payroll and log in of the employee. For now, all the transactions are not accessible through the internet. The system does not support webpage.
10 | P a g e
F. Theoretical and Conceptual Framework
1.Theoretical Framework The proponents proposed a Surplus Shop Operational Management System. This technological innovation aimed to provide the pet stores ease and better service in every transaction. The system is developed by the proponents, as what is stated in the Waterfall Approach to System Development Life Cycle, Traditional Approach and Relational Database Management System (RDBMS). Traditional Approach The traditional approach includes may variations based on techniques use to develop information systems with structured and modular programming. This approach is often referred to as structured system development. A refinement to structured development, called information engineering (IE), is a popular variation. Structured analysis, structured design, and structured programming are the three techniques that make up structured approach. Sometimes these techniques are collectively referred to as the structured analysis and design techniques.
11 | P a g e
a) Structured Programming High quality programs not only produce the correct outputs each time the program runs but also make it easy for other programmers to read and modify the program later. Programs need to be modified. A structured program is one that has one beginning and one ending, and each step in the program execution consist of three programming constructs: A sequence of program statements A decision where one set of statements or another set of statement executes A repetition of a set of statements
b) Structured Design As an information system continued to become increasingly complex through the 1970s, each system involved many different functions. Each function performed by the system might be made up of dozens of separate program. The structured design technique was developed to provide some guidelines for deciding what set of programs should be what each program should accomplish, and how the program should be organized into a hierarchy.
12 | P a g e
c) Modern Structured Analysis Because the structured design technique requires the designer to know what the system should do, techniques for defining the system requirements were developed. The system requirements define what the system must do in great detail, but without committing to one specific technology and by differing decision about technology, the developers can sharply focus their efforts on what is needed, not on how to do it. If these requirements are not fully and clearly worked out in advance, the designers cannot possibly know what to design.
13 | P a g e
2.
Conceptual Framework
(Waterfall Model)
Planning
System Analysis
Design
Implementation
Update Requirements
Maintenance
14 | P a g e
In the requirements of analysis phase the first step encompassed the tasks that go into determining the needs or conditions to meet for a new or altered product, taking account of the possibly conflicting requirements of the various stakeholders, such as beneficiaries or users. This step was critical to the success of the development project. The requirements must be actionable, measurable, testable, related to identified needs or opportunities, and defined to a level of detail sufficient for system design. Unless you know what you want to design, you cannot proceed with the project. Not only big projects, but even a small code of adding two integer numbers also needs to be written with the output in mind. Here, in this stage, the requirements which the software is going to satisfy are specified. All requirements are presented to the team of programmers. If this phase is completed successfully, it ensures a smooth working of the remaining waterfall model phases, as the Team is not burdened to make changes at later stages because of changing requirements. In the Analysis or the specification phase, the second step was the documentation that described the requested behavior of the proposed system. The documentation determined the needs of the system users as well as the requested properties of inputs and outputs. The proponents consulted the SURPLUS SHOP Megamall Branch regarding how they would like the system to behave and the way that the users could interact with it, along with the inputs that it needs and the outputs that it would supply. T Involves planning and analyzing gathered information to undergo a design proposal. The system specification is produced from the detailed definitions of (a) and (b) above. This document
15 | P a g e
should clearly define the system function. And we have used the Traditional approach in the system analysis.
In the system and software design phase, well, here the actual work begins. Every type of resource which will be required for the smooth designing of the software is mentioned here in this phase. What type of database will be required, what type of data should be supported, etc. are some of the important aspects that are decided in this phase. The algorithm of the process in which the software needs to be designed is made in this phase. This algorithm forms the backbone for the actual coding part in the next phase.
The system specifications are translated into a software representation. The Design Manager at this stage is concerned with: Interface representations, DFD with Automation System Boundary, System Flowchart/Design Class Diagram, Structure Chart, and Database Design. The hardware requirements are also determined at this stage. By the end of this stage should the software engineer should be able to identify the relationship between the hardware, software and the associated interfaces. Any faults in the specification should ideally not be passed 'down stream'.
With the coding complete, the testing department now comes into scene. It checks out if there are any flaws in the designed software and if the software has been designed as per the specifications. A proper execution of this stage ensures that the client, for whom the software has been designed, will be satisfied with the work. If there are any flaws, the
16 | P a g e
problem is reverted back to the design phase. In the design phase, the changes are implemented and then its succeeding stages, coding and testing are again carried out. The output of this stage should be well designed software which is at par with the algorithm designed. The designs are translated into the software domain a) detailed documentation from the design phase can significantly reduce the coding effort. b) Testing at this stage focuses on making sure that any errors are identified and that the software meets its required specification. The maintenance phase, the work of software development does not end with the handing of the software to the client. The software designers may have to constantly provide support to the client to resolve any of the issues which may arise. There may be some flaws which get detected during the actual implementation of the project. During the maintenance phase, support and debugging is provided for all such problems. This is usually the longest stage of the software. In this phase the software is updated to: a) Meet the changing customer needs b) Adapted to accommodate changes in the external environment c) Correct errors and oversights previously undetected in the testing phases d) enhancing the efficiency of the software. Observe that feed back loops allow for corrections to be incorporated into the model. For example a problem/update in the design phase requires a 'revisit' to the specifications phase. When changes are made at any phase, the relevant documentation should be updated to reflect that change. In the updating requirements, in Changing times may require that the product requirements be changed. The users may be expanding into other fields and it may want
17 | P a g e
new features to be added over to the existing software. Hence, it is very important that the updated requirements be taken from the client. This requires the entire product life cycle to start all over again. G. Definition of Terms
Activity diagrams - are graphical representations of workflows of stepwise activities and actions with support for choice, iteration and concurrency.
A Risk Matrix - is used in the Risk Assessment process; it allows the severity of the risk of an event occurring to be determined.
Actors - one who takes part; a participant Attributes - is a characteristic of a person, thing, and etc.
Automation Boundary is a line drawn around one or more processes on a data flow diagram, thus grouping them to form a single program or procedure; a set of automation boundaries defines a family of alternative solutions
Computer Software - or just software, is a collection of computer programs and related data that provide the instructions telling a computer what to do and how to do it.
18 | P a g e
Tools that is essential in the creation of the system and its
documentation. Database - is a system intended to organize, store, and retrieve large amounts of data easily. It consists of an organized collection of data for one or more uses, typically in digital form.
Refers to the data storage of the proposed system.
Data Flow Diagram - is a graphical representation of the "flow" of data through an information system. DFDs can also be used for the visualization of data processing (structured design).
Refers to the sequencing of processes in the Surplus Shop Operation
Management System Design Phase is the phase which starts with the requirement document delivered by the requirement phase and maps the requirements into architecture. Is the phase wherein the team constructed the interface of the Surplus Shop Operation Management System, with it showing the flow or sequence of every process.
Economic Feasibility Study (EFS) - should demonstrate the net benefit of the proposed application in light of the benefits and costs to the agency, other state agencies and the general public as a whole.
19 | P a g e
Enlist - to engage (programs or a program)
Event is an action that is usually initiated outside the scope of a program and that is handled by a piece of code inside the program.
Event Table - is a table of data that is typically written to the log file for each scenario and also appears in the Analysis window.
Flowchart - is a type of diagram that represents an algorithm or process, showing the steps as boxes of various kinds, and their order by connecting these with arrows.
Human resources - is a term used to describe the individuals who make up the workforce of an organization, although it is also applied in labor economics to, for example, business sectors or even whole nations.
Manpower present or needed by a system.
Interface is a point of interaction between components, and is applicable at the level of both hardware and software.
The visual or the environment of Surplus Shop Operation Management
System. Link - a fastener that serves to join or connect; "the walls are held together with metal links placed in the wet mortar during construction"
20 | P a g e
Log-in - the process by which a computer user logs in
Operational Cost - is a measure of how well a proposed system solves the problems, and takes advantage of the opportunities identified during scope definition and how it satisfies the requirements identified in the requirements analysis phase of system development.
Shows the required monetary value of a certain system in order for it to
function.
Operational Feasibility - is a measure of how well a proposed system solves the problems, and takes advantage of the opportunities identified during scope definition and how it satisfies the requirements identified in the requirements analysis phase of system development.
is a study that displays the operational factors that may determine the
possibility of the implementation of a proposed system.
Organizational Chart - is a diagram that shows the structure of an organization and the relationships and relative ranks of its parts and positions/jobs.
Hierarchy of position among members of the team
21 | P a g e
Organizational Feasibility - is a measure of how well a proposed system solves the problems, and takes advantage of the opportunities identified during scope definition and how it satisfies the requirements identified in the requirements analysis phase of system development. A study that states the function of each member in the team. Describes
his/her role and responsibility.
Programming language - is an artificial language designed to express computations that can be performed by a machine, particularly a computer.
Password - is a secret word or string of characters that is used for authentication, to prove identity or gain access to a resource (example: an access code is a type of password). The password should be kept secret from those not allowed access.
Refers to the Employee ID that serves as the password or pass code of
every employee. Pert Chart (Program Evaluation Review Technique) is a project management tool used to schedule, organize, and coordinate tasks within a project.
This study; displays the organization or management of every task under
the development phases.
22 | P a g e
Planning Phase is the phase that involves creation of a set of plans to help guide your team through the execution and closure phases of the project.
The phase wherein the team discuss preparations including the duties and
responsibilities of the members.
Relational database - matches data by using common characteristics found within the data set. The resulting groups of data are organized and are much easier for many people to understand.
Connection or linking from one data to another
Risk Analysis Matrix - is used in the Risk Assessment process; it allows the severity of the risk of an event occurring to be determined. A risk is the total of each of the hazards that contribute to it. The study that displays the list of situations that may be encountered throughout
the development and implementation of the proposed system.
Resource Feasibility - This involves questions such as how much time is available to build the new system, when it can be built, whether it interferes with normal business operations, type and amount of resources required, dependencies.
23 | P a g e
Retrieving Data - the specific method would depend on the type of storage device and the operating environment.
Schedule Feasibility - shows the likelihood and ability to complete a program on time.
Sign up - to agree to be a participant or recipient by signing one's name; enlist
System - A group of interacting, interrelated, or interdependent elements forming a complex whole.
System Analysis is the study of an activity or procedure to determine the desired end, and the most efficient method of obtaining this end.
System Scope are the current systems that the required application package is expected to replace or interface with. The description contains a table that describes the functionality of each system, and relates systems to business activities that are supported and business objects that are managed (from the Business Scope).
Declares the capabilities or the things or processes that can be done by
the Surplus Shop Operation Management System.
24 | P a g e
Technological Feasibility - is carried out to determine whether the company has the capability, in terms of software, hardware, personnel and expertise.
Study that states the technology or material resources required for the Surplus
Shop Operation Management System to function as planned.
Table Relation -is a set of data elements (values) that is organized using a model of vertical columns (which are identified by their name) and horizontal rows. A table has a specified number of columns,
Technical Feasibility - Once the technical feasibility is established, it is important to consider the monetary factors also. Since it might happen that developing a particular system may be technically possible but it may require huge investments and benefits may be less. For evaluating this, economic feasibility of the proposed system is carried out.
Trigger - the event that causes the use case to happen.
Transaction - comprises a unit of work performed within a database management system (or similar system) against a database, and treated in a coherent and reliable way independent of other transactions.
25 | P a g e
User Interface Design - is the design of computers, appliances, machines, mobile communication devices, software applications, and websites with the focus on the user's experience and interaction.
is the visual or environment aspect of the Surplus Shop Operation
Management System which the employees of Surplus will encounter.
Use Case - in software engineering and systems engineering is a description of a potential series of interactions between a software module and an external agent, which lead the agent towards something useful.
SECTION II SYSTEM PLANNING

A.
Problem Definition 1. Problem Description All business that established is primarily want to gain more profit. There is a big
competition in different type of business and now as the lifestyle of people has been gradually change, technology comes into our life in every way. Developing every business in a techie world help them a lot in making each transactions easily. Everyone is in hurry
26 | P a g e
and the competition for giving the customer a reliable, fast and good service is one of the assets of every business. Imagine a business still using a manually operations for their business it will take too long to finish one at a time transactions and instead of staying and patronizing the business the customer will surely go and find other good services that they could have. In that case, Surplus Shop is not using a manually system but still as the
environment of business change the company need to develop better ways to improve their operational management to ensure the business still on a good condition in terms of their giving and offering services to their customer and to their respective company. The Surplus Shop is a total fashion discount store known for its export-excess merchandise, consist of practical dressing of mix and match pieces from top to bottom. Since started the Surplus Shop made used of retail system/point of sale as common business have. They need make a Store request worksheet or SRW forms has used to documents the transfer and ordering of merchandise to the central warehouse. There are still lots of transactions needed to do manually and it gives a lot room of error that can make the business unprofitable. To have an edge to other competitors the business need to innovate their existing system. The proponents of this study proposed a project that called Surplus Shop Operational Management System that will give solutions to the started problem. It is a centralized system that for sure guarantees to lessen or avoid errors for the shop.
2. Anticipated Business Benefits
27 | P a g e
The benefits that obtained by running the SSOMS on the Surplus Shop SM Megamall branch are the following:
To avoid variance To control aging merchandise To easily make merchandise order To view easily the merchandise movement Less environmental conflicts Available anywhere Low cost support and maintenance Reduce errors caused by manual process Usable from inexpensive Computer units Ensured fast and efficient transfer of data Enhances computer-based system of the Surplus Shop To have easy access on the physical inventory system To properly control the movement of merchandise. To have accuracy on the merchandise transferring and receiving
3.
Systems Capabilities
28 | P a g e
The SSOMS created for surplus shop to centralize their existing system. It has a capability of point of sale system and inventory system. This system is made of visual basic.net and sql. The system will help the shop to improve operations management and functionality, accuracy.
The proposed system has the following capabilities: SUBSYSTEM User Account CAPABILITIES It is efficient and effective way of managing records through a secured database. It can maintain history of user employee. It provides employees log-in report. Preparing and updating the schedule for daily operations. Allows adding, disable, editing and recording employee. Sales It provides sales report. It can provide history of customer transaction for customer query. It can maintain history of transaction to support analysis of sale forecast of market demand. It can produce transaction summary report which is printable. Inventory Monitoring stocks availability. It can produce summary report of the products that flow in and
29 | P a g e
out in the business which is printable Allows adding, deleting, editing and recording product item. Manage record products. Identifies slow and fast moving product item. Produce inventory report. It can track the available stocks.
Table 2.1: Systems Capabilities
B. Project Schedule 1. Work Breakdown Structure Phases, activities, and tasks 1.0 Project Planning Phase 1.1 Define the problem 1.1.1 Meet with owner 1.1.2 Describe the problem 1.1.3 Anticipate business benefits 1.1.4 System capabilities 1.2 Produce Project Schedule 1 1 1 1 3 2 0.0.0 1.1.1 1.1.2 1.1.3
Duration in days
Number of resources
Predecessor task
30 | P a g e
1.2.1 Develop Work Breakdown Structure 1.2.2 Develop PERT 1.3 Confirm Project Feasibility 1.3.1 Do Risk Analysis 1.3.2 Evaluate Economic Feasibility 1.3.3Evaluate Technological Feasibility 1.3.4 Evaluate Schedule Feasibility 1.3.5 Evaluate Operation Feasibility 1.3.6 Evaluate Cultural/ Org. Feasibility i. Evaluate Resource Feasibility 1.4Staff the project 1.4.1 Distribution of task to staffs 1.5 Launch the project
1 1
2 2
1.1.1,1.1.2,1.1.3, 1.1.4 1.2.1
1 1 3 1 2 1 1 1
1 2 3 1 2 2 2 1
1.1.3 1.1.4 1.1.4 1.2.2 1.3.3,1.3.4 1.3.1 1.3.2 1.1-1.3
Phases, activities, and tasks 2.0 Project Analysis Phase 2.1 Gather Information 2.1.1 Develop a Questionnaire 2.1.2 Develop an Interview Guide 2.1.3 Documents a System 2.2 Build System Requirements Models 2.2.1 Develop an Event Table
Duration in days
Number of resources
Predecessor task
1 1 1 1
1 1 1 1
1.3.5,1.3.6,1.3. 7 2.1.1 2.1.1,2.1.2 2.1.3
31 | P a g e
2.2.2 Develop a things Table 2.2.3 Develop ERD 2.2.4 Develop Context Diagram 2.3 Prioritize requirements 2.4 Generate and evaluate alternatives 2.5 Review recommendation with management 3.0 Project Design Phase 3.1 Design System Models 3.1.1 Design Screen Layout 3.1.2 Design Report Layout 3.2 Design User Interface 3.2.1 Design DFD w/ Automation System Boundary 3.2.2 Design System Flowchart 3.2.3Design Structured Chart 3.3 Design and Integrate Database 3.3.1Design Database 3.4 Prototype for design 3.5 design and Integrate control
1 1 1 1 1 2
4 4 4 3 3 2
2.2.1 2.2.1 2.2.1,2.2.2 2.1-2.2 2.3 2.1-2.4
1 2 1 2 1
1 2 1 2 1
2.2.5 3.1.1 2.2.5 2.2.5 2.2.5
3.1.2
32 | P a g e
Phases, activities, and tasks 4.0 Project Development Phase 4.1 Construct software components 4.2 Verify and Test 4.3 Convert and date 4.4 Train and document 4.5 Install the system
Duration in days
Number of resources
Predecessor task
8 4 8 8 6 2.0-3.1.6 4.1 4.2 4.3 4.4
Table 2.2: Work Breakdown of Surplus Shop Operation Management System
2. Project Evaluation and Review Techniques
33 | P a g e
34 | P a g e
35 | P a g e
Figure 2.3: Pert Chart of Project Evaluation and Review Techniques
36 | P a g e
C. Project Feasibility
1.
Risk Analysis Matrix (Development and Implementation)
Some potential problems that the development and implementation of the system: high=3, medium=2, low=1 Development Risk
Overall threat (high, medium, low)
Risk
Potential impact on Project (high, medium, Low)
Likelihood of Occurrence (high, medium, low)
Difficulty of time anticipation (high, medium, low)
Lack of computer to be used Acquiring adequate equipment and devices Insufficient time of Creating the System
High
High
High
High
High
Low
High
High
High
High
High
High
Expensive devices
High
Low
High
High
Table 2.3: Development Risk of Surplus Shop Operation Management System
37 | P a g e
Implementation Risk
Risk
Potential impact on Project
Likelihood of Occurrence
Difficulty of time anticipation
Overall threat
Expert Administrator for maintenance Employees not computer savvy Hacking Security of account Delay of submitting of sales record Human Errors (information Input) Loss of Network connectivity
High
Medium
Medium
Medium
Medium
Medium
Medium
Medium
Medium
High
High
High
Medium
Low
Low
Low
High
Medium
Medium
Medium
Medium
Low
Low
Low
Medium
Low
Easy
Medium
Table 2.4: Implementation Risk of Surplus Shop Operation Management System
38 | P a g e
In totality, the project is slightly risky. However, the system development and implementation team is able to track the potential risks and is often able either to prevent from happening or to have a backup plan ready when it does occur. Thus, the proposed system would be implemented.
Risk Analysis Description Development
Risk Lack of computer to be used Acquiring adequate equipment and devices Insufficient time of Creating the System
Descriptions Refers to the computers needed in the developing of the system.
The system needed to have adequate equipment and devices.
Refers to the set schedule and time of creating the system.
Expensive devices
Refers to the person that is expert in handling of a system.
Table 2.5: Risk Analysis Description Development of Surplus Shop Operation Management System
39 | P a g e
Risk Analysis Description Implementation Risk Expert Administrator for maintenance Hacking Descriptions Refers to the person that is expert in handling of a system.
Refers to the possibility of hacking the records of transactions in the system
Employees not computer savvy
Refers to the employees who are not knowledgeable in handling a computer.
Security of account
Refers to the security of the account of the manager, supervisor and the cashiers.
Delay of submitting of sales record Human Errors (information Input) Loss of Network connectivity
Refers to the possibility of the delay of the submitting sales report.
Refers to the possibility of having an inaccurate input of records.
Refers to the failure of transmitting the data through the network.
Table 2.6: Risk Analysis Description Implementation of Surplus Shop Operation Management System
40 | P a g e
2. Economic Feasibility A. Project Development Cost Personnel Position Project Manager System Analyst Senior Technical Specialist Programmer TOTAL Table 2.7: Personnel Cost Hardware Particular Intel Core i7-965 EE (PC Set) Canon MP258 (Printer) Switch HUB Database Server SQL
APC Back-UPS, 300 Watts / 500 VA, Input 230V / Output 230V , Interface Port USB
Salary 25,000.00 17,500.00 20,000.00 15,000.00 77,500.00
Quantity 3 4 2 1
3
Price 75,900.00 3,150.00 850.00 50,000.00 4,800.00
Total Price 227,700.00 9,450.00 1,700.00 50,000.00 14,400.00
TOTAL Software Particular Windows 7Professional Visual Studio 2008 (2 user) TOTAL
134,700.00 Table 2.8: Hardware Cost
303,250.00
Quantity 3 3
Price 6,800.00 6,000.00
Total Price 20,400.00 18,000.00 38,800.00
12,800.00 Table 2.9: Software Cost
41 | P a g e
Summary Particular Personnel Hardware Software TOTAL Table 2.10: Summary of the Development Cost Amount 77,500.00 303,250.00 38,800.00
419,550.00
B. Project Annual Operating Cost COST ANALYSIS OF THE EXISTING SYSTEM Personnel Monthly Salary Personnel Manager Supervisor Selling Assistant Cashier Stockman Sales clerk TOTAL Number 1 2 2 4 4 8 No. of Working days 26 26 26 26 26 26 Hrs. / day 8hrs 8hrs 8hrs 8hrs 8hrs 8hrs Rate / day 769.23 629.30 576.93 500.00 423.07 423.07 Salary 20,000.00 18,000.00 15,000.00 13,000.00 11,000.00 11,000.00 Monthly Amount 20,000.00 36,000.00 30,000.00 52,000.00 44,000.00 88,000.00 270,000.00
Table 2.11: Personnel Monthly Salary of the Existing System
42 | P a g e
Personnel Annual Salary Personnel Number Salary Monthly Amount 20,000.00 36,000.00 30,000.00 Annual Amount 240,000.00 432,000.00 360,000.00
Manager 1 20,000.00 Supervisor 2 18,000.00 Selling 2 15,000.00 Assistant Cashier 4 13,000.00 52,000.00 624,000.00 Stockman 4 11,000.00 44,000.00 528,000.00 Sales clerk 8 11,000.00 88,000.00 1,056,000.00 TOTAL 270,000.00 3,240,000.00 Table 2.12: Personnel Monthly Salary of the Existing System Hardware Particular Quantity Price Intel Core i7-965 3 75,900.00 EE (PC Set) TOTAL Table 2.13: Hardware Cost of the Existing System Software Particular Quantity Price Windows 3 6,800.00 7Professional TOTAL Table 2.14: Hardware Cost of the Existing System Furniture and Fixture Particular Quantity Price Total Price Office Counter 1 12,900.00 12,900.00 Table Office Chair 1 5,888.00 5,888.00 TOTAL 18,788.00 Table 2.15: Furniture and Fixture Cost of the Existing System Total Price 20,400.00 20,400.00 Total Price 227,700.00 227,700.00
43 | P a g e
Stationeries and Supplies Particular Quantity Price Total Continuous Paper 100 ream 393.02 39,302.00 Ball pen 200 pieces 15.00 3,000.00 Stamp 8 60.00 480.00 Stapler 6 190.00 1,140.00 Staple wire 12 40.00 480.00 TOTAL 44,402.00 Table 2.16: Stationeries and Supplies Cost of the Existing System Expenses Particular Hardware Software Furniture and Fixture Stationeries and Supplies Amount 227,700.00 20,400.00 18,788.00 44,402.00 311,290.00
TOTAL Table 2.17: Expense of the Existing System Summary Existing Cost Particular Personnel Expenses TOTAL Table 2.18: Summary Existing Cost of the Existing System Present Value Cost Analysis Year 0 1 2 3 4 5 6 Present Value (15%) 1.000 0.869 0.756 0.657 0.572 0.497 0.432 Cost Amount
3,240,000.00 311,290.00 3,551,290.00
Existing System 3,551,290.00 3,086,071.01 2,333,069.64 1,532,826.72 876,776.92 435,758.13 188,247.52 12,004,039.94
Table 2.19: Present Value Cost Analysis of the Existing System
44 | P a g e
Cumulative Cost for Existing System Year 0 1 2 3 4 5 6 Costs Cumulative Costs 3,551,290.00 3,551,290.00 3,086,071.01 6,637,361.01 2,333,069.64 8,970,430.65 1,532,826.72 10,503,257.37 876,776.92 11,380,034.29 435,758.13 11,815,792.42 188,247.52 12,004,039.94 12,004,039.94 Table 2.20: Cumulative Cost for the Existing System
COST ANALYSIS OF THE PROPOSED SYSTEM Personnel Monthly Salary Personnel Manager Supervisor Selling Assistant Cashier Stockman Sales clerk TOTAL Number 1 2 2 4 4 8 No. of Working days 26 26 26 26 26 26 Hrs. / day 8hrs 8hrs 8hrs 8hrs 8hrs 8hrs Rate / day 769.23 629.30 576.93 500.00 423.07 423.07 Salary 20,000.00 18,000.00 15,000.00 13,000.00 11,000.00 11,000.00 Monthly Amount 20,000.00 36,000.00 30,000.00 52,000.00 44,000.00 88,000.00 270,000.00
45 | P a g e
Personnel Annual Salary Personnel Number Salary Monthly Amount 20,000.00 36,000.00 Annual Amount 240,000.00 432,000.00
Manager 1 20,000.00 Supervisor 2 18,000.00 Selling 2 15,000.00 30,000.00 360,000.00 Assistant Cashier 4 13,000.00 52,000.00 624,000.00 Stockman 4 11,000.00 44,000.00 528,000.00 Sales clerk 8 11,000.00 88,000.00 1,056,000.00 TOTAL 270,000.00 3,240,000.00 Table 2.21: Personnel Annual Salary of the Proposed System Hardware Particular Intel Core i7-965 EE (PC Set) Canon MP258 (Printer) Switch HUB Database Server SQL
APC Back-UPS, 300 Watts / 500 VA, Input 230V / Output 230V , Interface Port USB
Quantity 3 4 2 1
3
Price 75,900.00 3,150.00 850.00 50,000.00 4,800.00
Total Price 227,700.00 9,450.00 1,700.00 50,000.00 14,400.00
TOTAL 134,700.00 Table 2.22: Hardware Cost of the Proposed System Software Particular Quantity Price Windows 3 6,800.00 7Professional Visual Studio 2008 3 6,000.00 (2 user) TOTAL 12,800.00 Table 2.23: Software Cost of the Proposed System
303,250.00
Total Price 20,400.00 18,000.00 38,800.00
46 | P a g e
Furniture and Fixture Particular Quantity Price Total Price Office Counter 1 12,900.00 12,900.00 Table Office Chair 1 5,888.00 5,888.00 TOTAL 18,788.00 Table 2.24: Furniture and Fixture Cost of the Proposed System Stationeries and Supplies Particular Quantity Price Total Bond Paper 50 Ream 150.00 7,500.00 Color Ink 24 90.00 2,160.00 Black Ink 24 50.00 1,200.00 TOTAL 10,860.00 Table 2.25: Stationeries and Supplies Cost of the Proposed System Expenses Particular Hardware Software Furniture and Fixture Stationeries and Supplies Equipment Annual Maintenance Amount 303,250.00 38,800.00 18,788.00 10,860.00 36,000.00 407,698.00
TOTAL Table 2.26: Expenses of the Proposed System Summary Operational Cost Particular Personnel Expenses TOTAL Table 2.27: Summary Operational Cost of the Proposed System Cost Amount
1,296,000.00 407,698.00 1,703,698.00
47 | P a g e
Comparative Summary Particular Existing System Proposed System Personnel 3,240,000.00 1,296,000.00 Hardware 227,700.00 303,250.00 Software 20,400.00 38,800.00 Furniture and Fixture 18,788.00 18,788.00 Stationeries and Supplies 44,402.00 10,860.00 Equipment Annual -------------36,000.00 Maintenance TOTAL 3,551,290.00 1,703,698.00 Table 2.28: Comparative Summary of the Proposed System Present Value Analysis Year 0 1 2 3 4 5 6 Proposed System 1,703,698.00 1,480,513.56 1,119,268.25 735,359.24 420,625.49 209,050.87 90,309.97 5,758,825.38 Table 2.29: Present Value Analysis of the Proposed System Present Value (15%) 1.000 0.869 0.756 0.657 0.572 0.497 0.432
Cumulative Cost for Proposed System Year 0 1 2 3 4 5 6 Costs Cumulative Costs 1,703,698.00 1,703,698.00 1,480,513.56 3,184,211.56 1,119,268.25 4,303,479.81 735,359.24 5,038,839.05 420,625.49 5,459,464.54 209,050.87 5,668,515.41 90,309.97 5,758,825.38 5,758,825.38 Table 2.30: Cumulative Cost of the Proposed System
48 | P a g e
Cumulative Benefit Year 0 1 2 3 4 5 6 Costs Cumulative Benefit 1,847,592.00 1,847,592.00 1,605,557.45 3,450,149.45 1,213,801.39 4,663,950.84 797,467.48 5,461,418.32 456,151.43 5,917,569.75 226,707.26 6,147,277.01 97,937.55 6,245,214.56 6,245,214.56 Table 2.31: Cumulative Benefit of the Proposed System
Annual Analysis Year 0 1 2 3 4 5 6 Present Value (15%) 1.000 0.869 0.756 0.657 0.572 0.497 0.432 Proposed System 3,551,290.00 1,703,698.00 3,086,071.01 1,480,513.56 2,333,069.64 1,119,268.25 1,532,826.72 735,359.24 876,776.92 420,625.49 435,758.13 209,050.87 188,247.52 90,309.97 12,004,039.94 5,758,825.38 Table 2.32: Annual Analysis of the Proposed System Existing System Benefit 1,847,592.00 1,605,557.45 1,213,801.39 797,467.48 456,151.43 226,707.26 97,937.55 6,245,214.56
Project Payback Analysis Return on Investment Analysis (ROI) ROI= (total benefits total costs) / total costs ROI= (6,245,214.56 3,551,290.00) / 3,551,290.00 ROI= 2,693,924.56/ 1,703,698.00 Existing System ROI is: 0.75%
49 | P a g e
Proposed System Year 0 1 2 3 4 5 6 Costs 1,730,550.00 1,530,847.95 1,308,295.80 1,136,971.35 989,874.60 860,083.35 747,597.60 Cumulative Costs 1,730,550.00 3,261,397.95 4,569,693.75 5,706,665.10 6,696,539.70 7,556,623.05 8,304,220.65 Benefits 1,179,190.00 997,716.11 891,467.64 774,727.83 674,496.68 586,057.43 509,410.08 Cumulative Benefits 1,179,190.00 2176906.11 3068373.75 3843101.58 4517598.26 5103655.69 5,613,065.77
Return on Investment Analysis (ROI) ROI= (total benefits total costs) / total costs ROI= (6,245,214.56- 1,703,698.00) / 1,703,698.00 ROI= 4,541,516.56/ 1,703,698.00 Proposed System ROI is: 2.66%
50 | P a g e
Proposed System
Intangible Benefit In the proposed system we helped the pet store management and members not only to reduce their expenses in the existing manual process, but also to help them reduce manpower and save energy for each transaction. Therefore, it is very feasible to implement the proposed system. 3. Technological Feasibility The proposed system for the Surplus shop is a Local area network type system that composed of database and computers to handle big amount of data that need to store or process. Each computer system needs a printer for printing the reports of each sales and inventory transactions.
51 | P a g e
The technologies needed in the development of the system are available. Those are PC Unit, printer, UPS, and Windows XP. Those technologies are easy to find that is why this project is feasible. Hardware to be used: 1. PC Unit will be used to manage the system. 2. Printer will be used in printing important information needed in the business like summary reports and receipts. 3. UPS will be used as back-up battery in case of emergency. Software to be use:
Windows XP Professional sp3 as the operating system. This operating system is compatible with other software needed like Visual Basic 6 or Visual Basic.Net.
There are one computer and two POS machine located at the cashier area provided the two POS machine is for cashier use only that connected to the computer with the main system of the shop. The third computer is for the manager and supervisor use to access on some important details of the operational management. The windows 7 professional will be used as the software for the computer and Visual studio 2008 software for the SSOMS for the backup of the files there is Uninterrupted Power Supply (UPS) for the time it can give after the brown out to save the files. This software and hardware will be used in five years to handle and to maintain the SSOMS.
52 | P a g e
4. Schedule Feasibility Scheduling of the project is highly needed to make it possible for the proponents to accomplish the project. It is one of the difficult parts in developing a system and sometimes it is hard to follow because of different factors. It is not ideal to have a too long completion of the project before it will be useful to the users. Typically this means estimating how long the system will take to develop, and if it can be completed in a given time period. Schedule feasibility is a measure of how reasonable the project timetable is by the use of PERT chart the proponents were going to know well the right shed to be follows. The set schedule planned of SSOMS or Surplus Shop Operational Management System was estimated to be implemented within four months, the stated duration is reasonable enough to start operation of the proposed system. The system need to take some times to be fully develop and operational. In order to prevent occurring errors and to have lots of ideas and information about the proposed system the proponents conducted some interview with the surplus shop personnel and some factors related to it. The project management team ensures that the entire schedule will be done to control some problems and error that affect it. 5. Operational Feasibility The proponents of the study proposed a new system for the company to have more efficient system to manage the shop. The SSOMS Surplus Shop Operation Management System is a centralized system that would help manage retail cycle from sales, receiving through transferring, that connects with the cashier. SSOMS would definitely avoid variance to each transaction, help improve the quality of products, give accurate result for
53 | P a g e
the inventory and properly control the movement, centralized management in surplus shop, viewing of merchandise movement; viewing of quality on hand and sales status from the chain and the system can provide backup files. It will have a log-in for the supervisor and managers a subsystem for cashier, Controllable access with assigned users (Log-in for manager, supervisor and selling assistant). The system operates through LAN or Local Area Network. Through this, the system allows file sharing and sharing of resources by connecting each computer involved in the system together, but not all can access data being stored in the system. Exclusive options are designated based on the work of the user. The proposed system has the advantage, compared to the manual process, because it reduces the time and effort by eliminating the use of pen and paper in the business operation. The implementation of the system will make the translation easier and faster. The employees should undergo training especially computer literacy. 6. Organizational Feasibility The proposed system is possible to be implemented because there are no problems regarding with the management or on the user who will be using it. The management already supported this project because they see the need for change with their current manual system. The manager and the employees will be able to adapt the proposed system because as what have been stated in the operational feasibility the system is user friendly. Thus, the proposed system will not cause conflict to anyone involve in the business that is why it is feasible.
54 | P a g e
7.
Human Resource Feasibility In developing the proposed system there are adequate persons who will develop
the system. The team has assigned enough people to accomplish this system. The team is consists of researchers, programmers, system analyst, system designer, encoder, and consultant. Each one will cooperate and do their task in order to make this project. When the system has been implemented there will be no problem for its maintenance. A system administrator will be the one to maintain and support the system. The system administrator is usually charged with installing, supporting and maintaining server, and planning for and responding to service outages and other problems. A system administrator must demonstrate a blend of technical skills and responsibility in order to perform their job well. Thus, the proposed system is possible to be implemented because there are adequate and right people who will develop and support the system. The human resources or the man power needed in order to execute the development and Implementation phase. The people that are needed to this project are listed below. Development Phase
a.
Project Manager
-
The one in charge in making the proposed system to meeting the
requirements needed and also to meet the given deadline for the implementation and the development stage of the system.
b.
Senior Technical Specialist
55 | P a g e
Person in charge on all the technical aspect of the development of
the system. He/she will be responsible for the system to meet its requirements when it comes in technical aspects. He/she is also the one who will identify the technologies that will be needed in the development stage.
c.
System Analyst
-
Person that is responsible in designing and analyzing the system of
the propose project. He is also the one who will cater to the service of automation of the process.
d.
Programmer
-
Person that is specialize in creating computer software and one who
will integrate and develop syntax and program that the proposed system requires.
e.
Database Analyst
-
Person that is specialize in handling and creating design that is
needed by the required database for the storing, processing of all information in the system. Implementation Phase
a.
Manager
56 | P a g e
Person in charge on managing the business
b.
Supervisor
-
Person who supervise the employee
c.
Cashier or Selling Assistant

-
The one who made transaction with the customer.
d.
System Admin
-
In charge of taking care of the system. He is the one to open the
system and is also the one to close the system after each day. He is also authorized to view and sent reports recorded in the system to the proper person. e. Human Resource Personnel
- He
is in charge of all the information in the system especially in
the reporting of the DTR which will be forwarded to the Head Department.
57 | P a g e
SECTION III SYSTEMS ANALYSIS A. Information Gathering Tools and Techniques 1. Questionnaire
Part I: Kindly supply the information needed. Name: ____________________________________ Position: ___________________ Date Surveyed: __________________________
Part II: Read the questions very carefully and please check the box for your answer.
1. 2.
Do you agree to automate your system? Do you think this proposed system will help the staff to easily manage the store?
YES NO
YES NO
3. Do you agree that the proposed system will make the service of the store better? 4. Do you agree the implementation of the system will be a great help to the operation management system?
5.
YES NO
YES NO
Should the proposed system be implemented
58 | P a g e
in your store?
YES NO
2.
Interview Guide
1. Can you explain the process of selling and counting of stocks?

2.
What is the main problem of the Surplus Shop? In selling products, do you allow you customers to purchase as credit? On the contrary, do you have payables in buying products from the supplier?
3.
4.
5.
Do you record new arrival products?
6. How do you check for the available products?

7.
Does the clerk have certain boundaries regarding sales and inventory? If yes, what are those?
8. How do you compute your daily, monthly, yearly income? 9. Do you have the records for the pets and customers?
59 | P a g e
10. How does your delivery process flow?

11.
How many staffs do you have? How much is their salary per month?
The proponents made this interview guide to collect data that they can use in the analysis phase. The process that they have done to come up with this interview guide is thinking of possible questions that can be used in order to identify the problems often encountered in the business. The proponents also think of questions that could be used in order to find out the business background and other information about the business .During the interview, we asked open ended questions to the manager of the business and we took notes the important details on what the manager said. 3. Observations
The proponents started their observation is to looked around inside the store and they saw the stores product. The proponents also observed on how the employees work, how the employees recorded new arrival products and how employees record the sales transaction. As the proponents observed the store, they noticed that the employees were having a hard time in storing, checking their on hand products, producing reports and looking back on their previous transactions. After the proponents observed the store, they intended to make a system that can help the store's manager and employees work efficiently and accurately. At the same time, it will produce reports that the management needs.
60 | P a g e
4.
Systems Documentation
The branch has no idea on the sales movement of merchandise. Now they can also plan the ordering of merchandise. On a daily, monthly and yearly basis, they can also know if the merchandise is saleable or not. They can also identify the fast moving and slow moving items. They will also know the aging items or identified how old is the merchandise if it has to be for proposal for markdown or for discount. The proponents reviewed some documents in identifying the requirements of the proposed system. Information provided on the documents of the cooperative was stated in accordance how the proposed system processed each transaction: Information such as the following are considered: Process of transaction
o
Properly control the movement payment process for supplies
61 | P a g e
o Manual process of transactions

o
Quality on hand and sales status from the chain
User Account of every employee o Controllable access with assigned users
Operations of the Surplus Shop

o o o
Centralized the management Accurate result for the Inventory product Improve the quality of products
o Manual bookkeeping 5. Local According to Reid, R. Dan and Sanders, Nada R., Operations Management: An Integrated Approach, 4th Edition, John Wiley & Sons, Inc., 2010, that the Quantitative and technology-based analytical techniques for managing a companys manufacturing and service operations. Specifically, it is concerned with the economical use of inputs (human, capital, and material) in a transformation process that results in goods or services. It involves making decisions on how to best design and operate a production system. The term "production system" includes not only organizations that manufacture products but also those that offer services, such as hospitals, banks, government agencies, and restaurants. Our concern is for the managerial aspects of POM problems and not the engineering nor the technical feasibility of the process. This managerial emphasis takes Research Vendor Solutions
62 | P a g e
the form of economic analyses of these alternatives, including statements of criteria, information requirements, and mathematical aids for solutions. In presenting the problems in sales management, our objective is twofold: first, to describe the nature and scope of the sales management function, and second, to provide students, salesmen, and sales managers with an opportunity to analyze the problems involved in managing a sales force and to make the decisions required of sales executive. The sales management position can be defined in a broad or in a narrow sense. Thus it might describe the sales manager as the executive responsible for the companys total marketing program, including sales, advertising, product management, and the rest of the marketing mix. Foreign Operations management (OM) is the business function that plans, organizes, coordinates, and controls the resources needed to produce a companys goods and services. Operations management is a management function. It involves managing people, equipment, technology, information, and many other resources. Operations management is the central core function of every company. This is true whether the company is large or small, provides a physical good or a service, and is for profit or not for profit. Every company has an operations management function. Actually, all the other organizational functions are there primarily to support the operations function. Without operations, there would be no goods or services to sell. Consider a retailer such as Gap that sells casual apparel. The marketing function provides promotions for the merchandise, and the finance function provides the needed capital. It is the operations function, however, that plans and
63 | P a g e
coordinates all the resources needed to design, produce, and deliver the merchandise to the various retail locations. Without operations, there would be no goods or services to sell to customers. Operations management is responsible for a wide range of decisions. They range from strategic decisions, such as designing the unique features of a product and process, to tactical decisions, such as planning worker schedules. It is According to Dornier, P., R. Ernst, M. Fender, and P. Kouvelis. Global Operations and Logistics, John Wiley & Sons, 1998
B. System Requirement Models
64 | P a g e
1. Event Table Table 3.1: Event for User Account Subsystem
User Account Subsystem

Event 1. The Manage r, Supervis or and Selling Assistan t wants to view users file 2. The Manage r wants to change informa tion 3. The Manage r, Supervis or wants to view log report 4. The Manage r, Supervis or wants to print log report Trigger Source Use case Response Destination
Open user file
User file record
View user file
User file interface
Manager or Supervisor or Selling assistant
Edit, add and disable user info
Manager
User configuration
Update user info
User file database
Open Log report list
Log report file
View log report
Log report list
Log report list
Log report file
Print log report
Printing log report
65 | P a g e
Sales Subsystem
Event 1. The customer wants to order Trigger Source Use case Response Destination
Item to be order
Customer
Present the item
On-hand product item
Selling Assistant
2. The Selling Assistant wants to add new order
New Order/ Item & Quantity
Selling Assistant
Add new order
Order Details
Sales Database file
3. The order details will be processed 4. The Selling Assistant wants to change order items.
New order details
Process order
Transaction summary
Selling assistant
Returned item/s
Selling Assistant
Change order item
Updated report
Selling Assistant
Table 3.2: Event for User Account Subsystem
66 | P a g e
Sales Subsystem
Event 5. The Selling Assistant input the cash received from the customer 6. Time to produce transaction summary report 7. The Selling Assistant wants to view Transaction Summary Report. 8. The Selling Assistant wants to have a hard copy of Transaction Summary Report Trigger Source Use case Response Destination
Payment
Customer
Process payment
Order receipt
Customer
End of the day
Produce Transaction Summary Report
Transactions Summary Report
Management
Date
Selling Assistant
View Transaction Summary Report
Selling Assistant
Report request
Selling Assistant
Print Transaction Summary Report
Selling Assistant
Table 3.3: Event for User Account Subsystem
67 | P a g e
Inventory Subsystem
Event 1. The Manager or the Supervisor wants to check on-hand products. 2. The Manager wants to add new products. Trigger Source Manager or Supervisor Use case Check onhand products Response On-hand products details Destination
Product category
Manager or Supervisor
New product data
Manager
Add new product
New products details
Manager
3. The Manager wants to update products 5. The Manager or the Supervisor wants to view Products Inflow Summary report.
Product data
Manager
Update product
Updated Product Details
Manager
Month or year
View Products Inflow Summary Report
Products Inflow Summary Report
Table 3.4: Event for Inventory Subsystem
68 | P a g e
69 | P a g e
Inventory Subsystem
Event 6. The Manager or the Supervisor wants to view the Combination Report. 7. The Manager or the Supervisor wants to have a hard copy of Products Inflow summary Report. 8. The Manager or the Supervisor wants to have a hard copy of Products Outflow summary Report. 9. The Manager or the Supervisor wants to have a printed copy of Combination Report. Trigger Source Use case Response Destination
Month or Year
View Combination Report
Combination Report
Report Request
Print Products Inflow Summary Report
Products Inflow Summary Report.
Report Request
Print Products Outflow Summary Report
Products Outflow Summary Report.
Report Request
Print Combination Report
Combination Report
70 | P a g e
Inventory Subsystem
Event 10. Time to produce Products Inflow Summary Report 11.Time to produce Products Outflow Summary Report Trigger Source Use case Produce Products Inflow Summary Report Response Destination
End of the month and year
Products Inflow Summary Report
Management
End of the month and year
Produce Products Outflow Summary Report
Products Outflow Summary Report
Management
71 | P a g e
2.Things Table
IDENTIFIED NOUNS DESCRIPTION
1)
Programmable machines A person or organization that buys goods or services from the 2) Customer store. 3) Delivery The process of transporting goods. 4) Employee Person who works inside the store The consumption and savings opportunity gained by an entity 5) Income within a specified time frame. A complete list of items such as property, stock, or the contents of 6) Inventory a store. 7) Log in Contains the summary of log in log out of the manager and Report supervisor 8) Manager Person who manage the whole business The one who is responsible for and control of a company or 9) Management organization 10) Payment The transfer of wealth from one party (such as person) to another. 11) Printer Device that prints out all the reports in the transactions. 12) Product Set of all goods that sell by the store. A written acknowledgment that a specified article or sum of money 13) Receipt has been received as an exchange for services. 14) Sales Details A list of information that contains about the Sales of the Business 15) Selling Person who work for the particular company Assistant 16) Summary of A piece of paper that indicates the summary of every sales Sales Report 17) Summary of Transaction A piece of paper that indicates the summary of every transaction Report 18) Supervisor Person who help the manager to manage the whole business A stock of a resource from which a person or place can be 19) Supplies provided with the necessary amount of that resource A list of information that contains about the transaction of the 20) Transaction Business Table 3.7: Things Table
Computers
72 | P a g e
3. Entity-Relationship Diagram (ERD)
Figure 3.1: Entity-Relationship Diagram
73 | P a g e
4. Context Diagram
Figure 3.2: Context Diagram of the Surplus Shop Operational Management System
74 | P a g e
Context Diagram Subsystem User Account Subsystem
Figure 3.3: Context Diagram of the User Account Subsystem
75 | P a g e
Sales Subsystem
Figure 3.4: Context Diagram of the Sales Subsystem Inventory Subsystem
76 | P a g e
Figure 3.5: Context Diagram of the Inventory Subsystem 5. Data Flow Diagram
77 | P a g e
User Account Subsystem
Figure 3.6: Data Flow Diagram of the User Account Subsystem
Sales Subsystem
78 | P a g e
Figure 3.7: Data Flow Diagram of the Sales Subsystem Inventory subsystem
79 | P a g e
Figure 3.8: Data Flow Diagram of the Inventory Subsystem
Inventory Subsystem
80 | P a g e
Figure 3.9: Data Flow Diagram of the Inventory Subsystem
6. Data Flow Definition
81 | P a g e
Inventory-Transaction = , { Transaction-ID + Transaction-Date + Product-ID + Purchase-Product-ID + Transaction-Description + Units-Price + Units-Ordered + Units-Received + Units-Sold } Products = , { Product-ID + Product-Name + Product-Description + Category-ID + Universal-Product-Code + Unit-Price } Category = , { Category-ID + Category-Name } Supplier = , { Supplier-ID + Supplier-Name + Contact-Name + Contact-Title + Address + City + Contact-Number + Email-Address + Payment-Terms + Notes } Employee = , { Employee-ID + First-Name + Last-Name + Middle-Name + EmailAddress + Contact-Number + User-Account-ID + User + Password } Purchased-Order = , { Purchase-Order-ID + Purchase-Order-Number + Purchase-OrderDescription + Supplier-ID + Employee-ID + Order-Date + Date-Required + Ship-Date + Shipping-Method-ID } Shipping-Method = , { Shipping-Method-ID + Shipping-Method } Log-History = , { User-Name + First-Name + Middle-Name + Last-Name + Date + Time }
Process Description
2.1 Customer
Item order
Process item
82 Cashier | P a g e
Sale Subsystem
Customer order new item Then cashier process order else Figure 3.10: Process Item of Sales Subsystem
Cashier
Transaction summary reports
New order
2.2 Process Order

Order detailed New order details
Cashier process new order Then order will be processed and print Summary report Else Error
Inventory
Figure 3.11: Process Order of Sales Subsystem
83 | P a g e
Cashier
Report
2.3 Change Order

Update report
Inventory
Cashier change order If cashier change order Then report will be update Else Figure 3.12: Process Change Order of Sales Subsystem
Customer
Payment
Order receipt
2.4 Process Payment
Pay Produce Receipt
2.1 Process item
Transaction Summary
Inventory
The cashier input the cash received from the customer, and produce receipt for the customer. Figure 3.13: Process Payment & Item of Sales Subsystem
2.5 Produce transaction Summary report
84 | P a g e
Inventory
Management
They produce Transaction Summary report for the Management.
Figure 3.14: Process Produce Transaction Summary Report of Sales Subsystem

Transaction Summary Report Check Cashier
2.6
View Transaction Transaction Summary
Inventory
Cahier views the transaction. Figure 3.15: Process View Transaction of Sales Subsystem
Transaction Summary Report Cashier Request 2.7 Print Transaction Inventory
The cashier prints the transaction summary report.
Figure 3.16: Process Print Transaction Sales Subsystem Inventory Subsystem
85 | P a g e
Product Category Supervisor 3.1
Product Category Manager
On-hand Products Check On hand On-hand Products Detailed Detailed Products
Supplies
Manager checks available products Supervisor checks available products If manager/customer checks on hand products Then on hand products interface will show Else Error in interface
Figure 3.17: Process Check On Hand Products Inventory Subsystem

New Product data Manager New Product Details 3.2 Add new Product New Product Details Supplies
Manage add new products If manager add new products Then input required details Else Error Figure 3.18: Process Add New Product Inventory Subsystem
Updated Product Details
86 | P a g e
3.3 Manager Product Data Update Product Product Data Supplies
Update supplies If products are update Then supplies updated Else Error
Figure 3.19: Process Update Product Inventory Subsystem
Month or Year Supervisor Product inflow Summary Report 3.4 View Product summary inflow Stock Received
Supervisor view summary inflow If supervisor view product summary inflow Then product summary Inflow interface appear Else Error
Figure 3.20: Process View Product Summary Inflow Product Inventory Subsystem
Month or Year 87 | P a g e
Supervisor Product Outflow Summary Report
3.5 View Products Outflow Summary Report
Month or Year Manager Product Outflow Summary Report
Stock Purchased
Manager view product summary If manager view products outflow summary Then products outflow summary Interface appear Else Error Figure 3.21: Process View Product Outflow Summary Report Inventory Subsystem
Manager
Month or Year Combination Report
3.6 View Products inflow-outflow Summary Report Inventory
Manager view combination report of a month or year If manager view combination report The combination report interface appear Else Error
Figure 3.22: Process View Product Inflow & Outflow Summary Report Inventory Subsystem
Combination Report
Combination Report 88 | P a g e
Manager Report Request
3.7 Print Products inflow-outflow Summary Report Report Request
Supervisor
Inventory
The manager print combination report Supervisor print combination report If manager/supervisor combination report Then combination reports printed Else Error Figure 3.23: Process Print Product Inflow & Outflow Summary Report Inventory Subsystem
Product Outflow Summary Report Manager Report Request Print Product Outflows Summary Reports Product Outflow Summary Report Report Request 3.8 Supervisor
Stock Purchased
The manager or supervisor requested to print the Product outflows summary report. Figure 3.24: Process Print Product Outflow Summary Report Inventory Subsystem
89 | P a g e
3.9 Manager Print Product Inflow Summary Report
Report Request Supervisor Product Inflow Summary Report
Stock Received
The manager or supervisor requested to print the Product Inflows summary report.
Figure 3.25 :Process Print Product Inflow Summary Report Inventory Subsystem
Stock Received
3.10 Produce Products Inflow Summary Report
Management
At the end of the month or a year, they produce Products Inflow Summary Report.
Figure 3.26: Process Produce Products Inflow Summary Report Inventory Subsystem
End of the month and year 90 | P a g e
3.10 Stock Purchased Produce Products Outflow Summary Report Management
At the end of the month or a year, they produce Products Outflow Summary Report.
Figure 3.27 :Process Produce Products Outflow Summary Report Inventory Subsystem
7. Location Diagram
91 | P a g e
92 | P a g e

Final 1-2-3

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Final 1-2-3

Uploaded by

Copyright:

Available Formats

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

Mission Where great fashion finds

zz QUEZON CITY POLYTECHNIC UNIVERSITY

B. Organizational Directory 1. Organizational Chart

ASSISTANT VICE PRESIDENT

AREA MANAGERS PREMIER NORTH SOUTH CENTRAL

zz QUEZON CITY POLYTECHNIC UNIVERSITY

SUPERVISOR (MENS WEAR)

SUPERVISOR (LADIES WEAR)

Figure 1.1: Organizational Chart of SURPLUS

zz QUEZON CITY POLYTECHNIC UNIVERSITY

Duties and Responsibilities

zz QUEZON CITY POLYTECHNIC UNIVERSITY

Cashier Responsible for the counter Provide good customer service

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

To produce a system capable to monitor income and expenses of the business.

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

F. Theoretical and Conceptual Framework

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

zz QUEZON CITY POLYTECHNIC UNIVERSITY

Tools that is essential in the creation of the system and its

Refers to the data storage of the proposed system.

Refers to the sequencing of processes in the Surplus Shop Operation

zz QUEZON CITY POLYTECHNIC UNIVERSITY

Enlist - to engage (programs or a program)

Manpower present or needed by a system.

The visual or the environment of Surplus Shop Operation Management

zz QUEZON CITY POLYTECHNIC UNIVERSITY

Log-in - the process by which a computer user logs in

Shows the required monetary value of a certain system in order for it to

possibility of the implementation of a proposed system.

Hierarchy of position among members of the team

zz QUEZON CITY POLYTECHNIC UNIVERSITY

his/her role and responsibility.

Refers to the Employee ID that serves as the password or pass code of

This study; displays the organization or management of every task under

the development phases.

zz QUEZON CITY POLYTECHNIC UNIVERSITY

responsibilities of the members.

Connection or linking from one data to another

the development and implementation of the proposed system.

zz QUEZON CITY POLYTECHNIC UNIVERSITY

Sign up - to agree to be a participant or recipient by signing one's name; enlist

System - A group of interacting, interrelated, or interdependent elements forming a complex whole.

Declares the capabilities or the things or processes that can be done by

the Surplus Shop Operation Management System.

zz QUEZON CITY POLYTECHNIC UNIVERSITY

Shop Operation Management System to function as planned.

Trigger - the event that causes the use case to happen.

zz QUEZON CITY POLYTECHNIC UNIVERSITY

is the visual or environment aspect of the Surplus Shop Operation

Management System which the employees of Surplus will encounter.

SECTION II SYSTEM PLANNING