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TABLE OF CONTENTS

1. BACKGROUND
2. ORGANISATIONAL CHART
3. MISSION
4. VISION
5. IT INFRASTRUCTURE OF BROADWAY MOTORS
6. HARDWARE
7. SOFTWARE
8. DOCUMENTS INVOLVED
9. DEPARTMENTS
10. PARCHASES DEPARTMENTS
11. SALES DEPARTMENTS
12. BUSINESS FUNCTIONS
13. PROBLEM STATEMENT
14. PROPOSAL
15. MAIN FUNCTIONS OF THE SYSTEM
16. BUSINESS RULES
17. ENTITY RELATIONSHIP DIAGRAM

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BACKGROUND

Broadway Equipments was established in 2000 by group of young entrepreneurs, after


they acquired their BEE.Broadway Equipments primary purpose is to buy agricultural
Equipment and sell and rent them. As time went on, Broadway Equipments decided to
sell equipments to customers instead of renting them.Primarily Broadway Equipments did
not keep track of their employees, sales, equipment and customers electronically because
the company was still small and developing. In 2004, the company’s need for more labour
was imperative because more customers were flocking to them and stock flow became
complicated after achieving customer satisfaction and quality controls.

As customer needs overwhelmed the business operations, the management is currently


engaging a number of IT solutions so as to come up with relevant technologies relevant to
advertising, marketing and customer satisfaction.

MISSION
At Broadway Equipments will better the needs of all stakeholders through quality and
excellence.

VISION
Our vision is to become a world class provider of best quality, affordable and high
level service excellence to our customers and clients.

VALUES
-We recognise our employees competences
-We credit out our actions within the corporate level and the single business unit
-We account our employee's initiatives

PROBLEM STATEMENT

The problems that have been identified using the PIECES Framework in the business are
described below:

Performance :
The current system is not efficient in tracking customer orders when ever a
customer makes any inquiries regarding their orders. The order processing can
take approximately a week to process.

It is very slow to cross check the availability of stock against orders as each
department has got its own filing system thus making business processes very
inefficient.

Sales representatives are paid based on the number of sales they have made, the
processing of this payments have to be done a week before pay day since the
accounts have to manually go through sales records to verify the sales details.
The company is very slow and inefficient in conducting business.

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Information :
Since Broadway has manual filling system, the contents of such only provides the
company with data but not information that can be used to make any informed
business decisions.

It is currently to draw conclusions on time as to whether the business is making


profits or losses on time since such assessments take long to compile.

Under current system there is a lot of unnecessary repletion of data entry on files.
This is to the fact that each department has got its own filling system, hence data
redundancy experienced.

Management decisions cannot make proper sales and market focus drawn front
the current filling system.

The company does not have a proper capturing system of sales, orders and
employees as such management of records is complicated and unreliable since
they use paper work.

A number of days are taken to process stock counts, hence making stock controls
difficult.

Economics:

The current filling system does not provide enough information on prices of
equipment from various supplies thus making business losses since purchases are
made without price comparisons.

The business has to pay employees overtime since they do manual stock count
after hours in order to reconcile sales and purchases.

There is a great deal of loss of revenue, experienced when customers orders are
not fulfilled due unavailability of stock, since system cannot provide timely
information

Profits and order can be increased by the introduction of a system.

Records keeping Profits of the business will increase since the system will
resolve all current shortfalls.

Control:

A lot of stock has been lost without trace, since the current system has no proper
monitoring instruments.

As stock is being issued out the system does not track stock issuance as well as
stock receipt details.

A database is not available to track employees, sales, customers and equipments.

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Cash receipt system is too open to embezzlement. No proper personnel are
entrusted with cash as such anyone can decide to receive cash payments and not
record the details.

Efficiency:

The business is currently using paper work to record data, system is outdated and
tiresome since its manual and same data is entered by different departments to
meet their needs.

Since each department updates its own files the exercise takes too long to have all
departments records fully updated with corresponding data.

A database management system would reduce data redundancy.

Services :

Management does not get comprehensive reports from current system.


The reports the eventually come are not timely and accurate.
The business has experienced a lot of complaints from customers accusing staff of
inefficiency and poor service delivery.
Business has not yet enjoyed the benefits of having information systems.
Calculations that are carried out manually are subject to human error.

IT INFRASTRUCTURE OF BROADWAY EQUIPMENTS

At present each Department at Broadway Equipments except the General Manager, keep
all of its records manually. All the Sales and Purchases are recorded in books, which of
course all the respective Departments keep. At the end of the month, they take their
records to the Department Manager for assessment. This would then be sent to the
General Manager who would capture information in the computer. The company also
prepares their payroll manually.

Architecture

The business does not have an information system that will centralize or distribute the
resource through a network, or intranet
In developing the system, structured query languages (SQL) will the language of
implementation
The user interface of the system will be developed using VB.net and connecting the
application with database.

Computer

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There is only one (1) Pentium 3 stand-alone Personal Computer in the General Manager’s
office. It is outdated as it runs on Windows 98. It is equipped with a P/S 2 mouse and
keyboard. Its performance is poor since it has an 8 Gigabyte hard drive and only 98
Megabyte of RAM and the processors is 900 Megahertz. Connected to the computer is an
Epson Printer that is used to print the quotations if there is need for one. Though the
computer is poor, it is somehow useful because it has the backup of the information that
is in the books in case the books got lost.

Software
Since it is very weak in performance, the computer is only limited to Windows 98. It
cannot hold other transaction processing programs or Database Management Software
because most of them require a processor more than 1.6 Gigahertz, therefore all the work
is recorded on Notepad.

Documents Involved
If a customer wants to purchase equipments, he/she is given a quotation, if they still are
willing to buy the equipments despite other choices offered, they are given a form (figure
2.1) that they must complete and return to the company. The company then checks to see
if the customer already exists in their records, if he does, they carry on where he was
previously recorded. If they do not, a new portion is created for them. A sale will only be
approved when the company is satisfied that the customer can manage to pay the monthly
installments.
The same information that the company captures when they sell equipments is also
applicable when they purchase, therefore the manager is convinced that the same forms
would be used to save stationery, although some few alteration would be made.

DEPARTMENTS
Purchase department
This department is involved with purchase of equipments .Upon the receipt of the
equipments proper and thorough inspection of the equipments is carried hence valuation
of the equipments. The valuation report is kept and used to determine how much the
purchase price would be at current rate. Upon purchase the Equipments are handed to
sales department for sale. Upon approval of purchase the department prepares payment to
the seller.

Sales department
The sales department has sales representatives those sale equipments to the customers
that visit. They also determine the selling price of the equipments upon receipt from
purchase department. The selling price is calculated as the purchase price multiplied by
forty percent (VAT inclusive).All sales are recorded and the sales representatives a three
percent commission on every sale completed.

ORGANISATIONAL CHART
As the need for labour was obvious, the company decided to divide its company into
segments according to the departments that are involved in daily running of the business.
Although this was not convenient, it was enough for a developing company like
Broadway Equipments, this led to the development of a hierarchy that eases

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administration of employees. An Organisational chart (See figure 1.1) was later
developed.

GENERAL
MANAGER

PURCHASES SALES MAINTENANCE


DEPARTMENT DEPARTMENT DEPARTMENT
MANAGER MANAGER MANAGER

PURCHASE WORKSHOP
SALESPERSONS
AGENTS FOREMAN

MACHANICS

BUSINESS FUNCTION

The main business is to purchase and sell equipments at a profit. The primary function is
to sell equipments, and sell as much as possible to keep afloat. All transactions are
recorded as such there is validation of sales, purchases and payments.

MAIN FUNCTION OF THE SYSTEM


We decided to build an information system named Broadway equipments database. The
system will be sponsored by the business itself .With the following functionalities.

i. Improve record keeping in the database


ii. Fast and efficient reports and queries.
iii. Infiltrate the global market.
iv. Track customers and their needs.
v. Keep track of modern customer needs.

PROPOSED SYSTEM
i. Creation of information systems for the business.
ii. Database to capture sales and orders of equipments.

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iii. Information systems to track customers and their needs.
iv. Provide a new and relevant system that will handle all internal business
transactions

BUSINESS RULES
i. A customer can order many types of equipment.
ii. Equipments can be order by one customer.
iii. An order is placed by a customer; a customer can place many orders.
iv. An order can have many types of equipments ordered and many types of
equipment can belong to an order.
v. Equipment can be sold by one employee, employee can sell many Equipments.
vi. All important details will capture on Equipments, customer and employees

ERD
Cutomer Order
PK Customer_ID Order #
FK1 Customer _ID
Customer_Name FK2 Equipment_ID
Customer_Address
Customer_Contact Date
Customer_Surname
Customer_Email
Equipment

PK Equipment_ID

Equipment _Price
Equipment _Description
Equipment _Condition
Sale

PK Sale_ID
PK,FK1 Employee_ID
PK,FK2 Equipment_ID

Employee Customer_ID
Equipment _ID
PK Employee_ID Employee_ID
DateOfSale
Employee_Name Quantity
Employee_Surname
Employee_Address
Equipnment _Position

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VAAL UNIVERSI TY OF T ECHNOL OGY

SUBJECT : INFORMA TION SY STEMS 3.2

PR OJ ECT TI TLE: BR OADWAY E QUIPMEN T

DOCUMENT ATION

LECTURER: R D A R OCHA

GR OUP MEMBERS: Mase ba DB 206068620


Mos weu L 205106595

2009