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Inyathi High School -

040148

COMPUTER SCIENCE PROJECT

BEST SUPERMARKET MANAGEMENT SYSTEM PROJECT

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CANDIDATE NAME: CHIBIRA PANASHE M
CANDIDATE NUMBER: 3001
SUBJECT NAME: COMPUTER SCIENCE
SUBJECT CODE: 4021/04
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Table of Contents

SECTION A..................................................................................................................1

SELECTION, INVESTIGATION AND ANALYSIS..................................................1

Problem Definition/Choice of Area and Background Analysis...................................1

BACKGROUND INFORMATION.............................................................................1

ORGANISATIONAL HIERACHY..............................................................................2

Investigation of the Current System..............................................................................2

INTERVIEW................................................................................................................3

QUESTIONNAIRE......................................................................................................4

Broad Description of Existing System..........................................................................5

Evaluation of Existing System.....................................................................................6

Weaknesses................................................................................................................... 6

Strengths....................................................................................................................... 6

AIMS OF THE NEW SYSTEM.................................................................................6

OBJECTIVES............................................................................................................... 6

REQUIREMENT SPECIFICATION............................................................................7

SOFTWARE REQUIREMENTS.................................................................................7

HARDWARE REQUIREMENTS................................................................................7

SECTION B..................................................................................................................8

CONSIDERATION OF ALTERNATIVE METHODS................................................8

CUSTOMISED/TAILOR MADE SOFTWARE...........................................................8

UPGRADING EXISTING SYSTEM...........................................................................9

GENERIC /OFF THE SHELF SOFTWARE................................................................9

FINAL CHOICE JUSTIFIED.....................................................................................10

INPUT DESIGN.........................................................................................................10
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Login Form.................................................................................................................10

Supplier Form.............................................................................................................13

MAIN MENU FORM.................................................................................................14

Output Screens............................................................................................................17

Point of sale Form.......................................................................................................17

Administrator Form.....................................................................................................17

TEST PLAN...............................................................................................................19

UNIT OR MODULAR TESTING..............................................................................19

DATA TESTING........................................................................................................19

SECTION C................................................................................................................21

Documentation............................................................................................................21

Technical documentation............................................................................................21

USER DOCUMENTATION.......................................................................................27

SECTION D................................................................................................................36

TESTING AND EVALUATION................................................................................36

USER TESTING.........................................................................................................36

Evaluation................................................................................................................... 41

APPENDIX................................................................................................................. 43

Results of Interview....................................................................................................43

Code for blinking a label.............................................................................................44

Statistics......................................................................................................................44
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Acknowledgement
I would like to express my very great obligation to Mr T Mpofu for his valuable and
constructive suggestions during the planning and development of this research work. His
enthusiasm to give extra lessons and sacrificing the time which he was supposed to spend
with his loved ones which is much appreciated. I would also like to thank my classmate and
parents, for their advices and assistance in keeping my progress on schedule. My grateful
thanks are also extended to Mr T.M Ndlovu the H.O.D for allowing us to use the computer
lab during afterhours. I will also thank Mr F Phiri for his help in doing the meteorological
data analysis through providing me with the I.C.T tools. I would also like to express my
sincere gratitude to Miss P Sibanda for assisting me by staying behind with us during
afterhours which she was supposed to set aside for resting .I would also love to thank the
chaplain of the school for encouraging us even when things were tough and challenging for
us.
Secondly I would also like to thank my parents and friends who helped me a lot in finalizing
this project within the limited time frame. I would also like to thank specifically my best
friend Grace and my friends Essadore and Tafadzwa for encouraging me to keep on moving
even though conditions were unfavourable.
I would also like to thank the staff of Best supermarket for enabling me to visit their offices
to observe their daily operations.
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BEST SUPERMARKET STOCK AND INVENTORY MANAGEMENT SYSTEM

SECTION A

SELECTION, INVESTIGATION AND ANALYSIS

Problem Definition/Choice of Area and Background Analysis

Best supermarket is using excel spreadsheets and manual implement system to record data
about stock and inventory, calculation of profits and change. This is the backbone of all the
problems faced by the system users. The major problem is that there is a lot of paper work
that is to be handled hence loss of information and miscalculations are done. It is also boring
and time consuming for the workers. Customers are delayed because there will be need for
manual calculations of change. The supermarket needs a system for recording inventory
orders and for calculating amounts. The system is prone to natural disasters and there is lack
of security.

BACKGROUND INFORMATION

Best supermarket was established on the 8th of June 2000 under the sponsorship of Ben
Fredrick from America. It was due to the shortage of stores in the local area so it was a good
sight for business.it is situated in Bubi district in Inyathi Matabeleland North, 65 km away
from Bulawayo Province. It has a total of 15 employees of the 15, 7 are males and 8 are
females. It supports the local community members and other neighbouring organisations.
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ORGANISATIONAL HIERACHY

This is the general hierarchy of the supermarket. It displays the general levers of the
organisation of the supermarket according to power.

Manager

Human
Accountant Resource
Manager

Book Keeper Advertisers General Hand

Investigation of the Current System

In order for me to gather information on the current system I used a questionnaire and an
interview as research methods.
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INTERVIEW.

I used an interview guide below.

INTERVIEW GUIDE
INRODUCTION
My name is Panashe M Chibira. I am an analyst and I’m doing a research on your current
system. I am requesting for a portion of your time to answer the following questions. Your
answers are to be used for research purposes. Your name is of no use so feel free to
participate in this interview.

INTERVIEW QUESTIONS
 What position do you hold in the organisation?
 How does the current system operate?
 What are the problems faced by users of the current system?
 Is there any need to replace the current system?
o If so why?
 Suggest in your own opinion the expectation of the new system?
 Do you want to totally eliminate the current system or parallel run?
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QUESTIONNAIRE

The following questionnaire was issued to each and every member. The questionnaire is
made for both organisation members and external like the customers.
Dear respondent I am a system analyst by the name Panashe Chibira. Your name or any
other personal details are not needed for this so feel free to answer the following. Please
make sure that you do not leave a question unattended to. Please answer in all sincerity
and appropriately.

What category do you fall under?

Non organisational member Employee

Gender
Female Male

How long have you been working for this organisation?

> Year 1-2years <3years

What are the problems and advantages of the current system?

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Is there a need to replace it?

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Yes No

If yes, then why?

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What type of implementation do you prefer?

Total elimination Parallel run

Why do you choose the implementation?

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Broad Description of Existing System

INPUT OUTPUT PROCESS STORAGE

Customer details Saving customer Customer Flat file
details Registration
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Inventory details Saving Calculating total Flat file

costs
Order details Saving Calculating total Flat file
costs
Administrator details Adding Administrator Flat File
Administrator Registration

Evaluation of Existing System

The following are the weaknesses of the system which were obtained from the interview and
questionnaire.

Weaknesses

 There is insecurity within the system.

 Information is inaccurate because calculations are done manually.
 It is slow.
 Records are lost easily.
 There is lack of data integrity.
 Information is not reliable as it is incomplete due to loss of some papers.

Strengths

 The system however has its own strengths or merits. They are as follows:
 Cheap to maintain.
 Easy to learn and understand the operation of the system.
 No expertise is needed.
 Easy to use.

AIMS OF THE NEW SYSTEM

 These are the targets to be achieved by the system:

 Computerised system for the supermarket.
 Solve weaknesses and problems of current system.
 Advance integrity and accountability among workers and enforce security.

OBJECTIVES

 These are the roles to be performed by the new system.

 Record workers’ information
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 Record inventory
 Be able to calculate other expenses

REQUIREMENT SPECIFICATION

In this subsection I will be looking at the requirements of the system in order for the project
to succeed.

SOFTWARE REQUIREMENTS

Software Type Use

Microsoft Access It is to be used for storage of relations and records of
system.
Microsoft Word For technical documentation and user manual.
Microsoft Visual Basic For program designing and coding.
Acts as a background on which the system will run.

HARDWARE REQUIREMENTS.

Hardware Type
Windows Server 200 Storing data base files.
Server (RAM,+3GH2)
Monitor Showing the results after processing
Printer For a report printing.
Keyboard For input purposes.
Mouse For dicking icons.
Uninterrupted Power For serving information during power cuts.
Supplier
External Hard Disks For data backup.
LAN Cables For network connection.
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SECTION B
In this section of my project I am going to consider alternative methods to solve the problems
highlighted in section A. I am also going to look at the input and output designs. I am also
going to highlight the test plan that I am going to employ and other data testing strategies

CONSIDERATION OF ALTERNATIVE METHODS

In clarification to the complications projected by Best supermarket system, the researcher

managed to bargain tenacities. The subsequent elucidations were put into deliberation:

CUSTOMISED/TAILOR MADE SOFTWARE

This is a tailor made desktop application which is designed conferring to the distinct needs of
the organisation. . Any dissatisfaction or exertion of the consumer that may come about
throughout the advancement course can be enhanced while the invention of the software with
consumer acquiescence and that is the most substantial profit of the tailor made software.

Benefits
 Easier and intuitive to use
 Can be modified/ updated as the company’s requirements change.
 Much better customer support since they will be in direct contact with software
designers.
 Take care of problem area
 User specific
 Can be combined with any system in the future according to needs

Shortcomings
 It is very expensive to develop.
 They take a long time to develop.
 Very dependent on the suppliers of the software, if they go out of the business there
will be little or no support if problems occur.
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UPGRADING EXISTING SYSTEM

This is the amendment for the current system and adding a few items that will improve the
efficiency of the existing system

Benefits
 Saves time as there is not much coding involved.
 The system can be adopted easily and much faster as there is not much user training
involved.

Shortcomings

 The system is generic and may have other material not needed by users
 Some of the problems may not be solved
 Users may not get the knowledge of using the upgraded system since no user training
is involved.

GENERIC /OFF THE SHELF SOFTWARE

Standard software application that can be acquired from computer store.

Benefits
 Readily available
 It is a tried and tested software
 Has a few bugs

Shortcomings
 The package may allow only clumsy solution to the task at hand
 Some packages need development.
 May not completely suitable for its purpose
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FINAL CHOICE JUSTIFIED

After evaluating the above options, I decided to use the tailor made software approach using
Visual Basic.Net. I took this verdict because of the following benefits.
 The supermarket will have better customer support. They will not be reliant on
the product owner like in a case of the generic software.
 Scalability. Tailor made can be revised and modernized as the supermarket’s
necessities change. It will allow addition of components to the system at the right
time. Tailor-made software can enable a company to improve the functionality and
performance by eliminating the purchase of new product.
 Easier and more intuitive to use. Since the software is precisely for the supermarket,
the programmers of the software can be also convoluted in the training of staff which
will be geared towards their desires.
 Step by step documentation. User and technical documentation is unconstrained.
 No extra expenses. Cost estimates are made separately in the course of adding
modules of the system. The risk to spend a significant amount of money is
unsuccessfully minimal.

INPUT DESIGN
In this section the researcher will design the proposed system.
The following are to help illustrate the structure of the proposed system.

Login Form

This is the screen which the user sees first after running the system.This is the one that gives
access to the main screen which is the main menu.

Fig 1.1 shows a data capture form for the login form.
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Fig 1.1 shows the data capture for the log in form
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Fig 1.2 shows the input screen for the login form

Supplier Form
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Fig 1.3 show the data capture form for the suppliers form.

Fig 1.3 shows the data capture system of the supplier form.
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Fig 1.5 shows input screen for the suppliers form

MAIN MENU FORM

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Fig 1.6 shows the data capture form of the main menu form
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OUTPUT DESIGN

Fig 1.7 shows the screen layout of the main menu

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Output Screens

Point of sale Form

This is the point where the user enters data about the products sold or bought. The system
will then automatically calculate the value added tax and then add it to the price to get the
gross price. It then prints receipts.

Fig 1.8 shows the structure of the items point of sale

Administrator Form

The user enters his or her details into the system and these are saved.
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Fig 1.9 shows the structure of the administrator form

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TEST PLAN
In this section I am going to look into different data testing strategies that I am going to
employ.

UNIT OR MODULAR TESTING

Unit testing: the process of testing each program unit (sub-routine/module in a suite) singly
to determine if it produces expected results.
ADVANTAGES
Programmer can concentrate at one task at a time.
Modules are simpler and easier to understand and to solve.
Modules are easier to test and to debug.
More experienced programmers can be assigned complex modules.
It saves programming time by sharing tasks.
A large project will be easier to monitor. It is easier to update (modify) modules

DISADVANTAGES
It may be difficult to link the modules together after modular testing
There could be problems of usage of variables as similar variable names may be referring to
different sets of data. They may also vary in scope.

DATA TESTING

The system is going to be tested using different data testing strategies which include normal,
abnormal and extreme data testing strategies.
The following is a data table that shows a normal data test for Administrator’s phone number.
Fig 1.10 shows testing with normal data type for Administrator’s module
Field name Testing data description Expected outcome
Contact 09-662990 The system should accept
because the contact number
has 8 digits (since contact
numbers range between 6-10
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numbers) and contains

numbers only.

Fig 1.11 shows testing with abnormal data type for Administrator’s module
Field name Testing data description Expected outcome
Contact 00ADGTYH9 System should reject as data
has less than 4 digits and
contains alphanumerical
values.
Fig 1.12 shows testing with extreme data type for Administrator’s module
Field name Testing data description Expected outcome
Contact 0773674113 System should accept as
contact numbers in
Zimbabwe can go up to
10digits.

Fig 1.13shows testing with normal data type for login module
Field name Testing data description Expected outcome
Password Panmell System should accept as
password is correct.

Fig 1.14 shows testing with abnormal data type for login module
Field name Testing data description Expected outcome
Password gaein System should reject as
password is incorrect.

Fig 1.15 shows testing with normal data type for Point of sale module
Field name Testing data description Expected outcome
Price $400,00 System should accept

Fig 1.16 shows Testing with abnormal data type for Point of sale module
Field name Testing data description Expected outcome
Price -$300,00 System should reject as
monetary values cannot be
negative.

Fig 1.17 shows Testing with extreme data type for Budget module
Field name Testing data description Expected outcome
Cost $2 500 000,00 System should accept as the
Supermarket is said to sale at
most $2 500 000, 00 on a
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specific week or month.

SECTION C
In this section I will focus on the user and technical documentations.

Documentation
The subsequent are system documentation. Which is divided into two, user documentation
and technical documentation

Technical documentation

Technical documentation is a document that contains information that is used by

programmers and system technicians which cannot be understood by mere users.
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Fig 1.18 shows the algorithm for the log in window of the system
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Fig 1.19 shows the flowchart for the log in form.

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Fig 1.20 shows the code for the log in window of the system

Fig 1.21shows the algorithm for adding new supplier’s details into the system
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Fig 1.22 shows the flowchart for adding new supplier’s details into the system.

Fig 1.22 shows the flowchart for adding new supplier’s details into the system.
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Fig 1.23 shows the code for adding new supplier into the system

Fig 1.24 shows the algorithm for changing existing password or adding a new administrator.
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Fig 1.25 shows the flowchart for adding a new password or changing the existing one

Fig 1.26 shows the code for adding anew password or changing the existing one.
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USER DOCUMENTATION

INSTALLATION
Copy the .executable file into your desktop. Now to install you run the setup.exe executable
file which is shown below.

Fig 1.27 shows the setup of the system.

And the following window will pop up, choose the install option. After that the application
will be installed successfully.
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Fig 1.28 shows the installation window.

To confirm installation go to control panel programs and features and check

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Fig 1.29 shows confirmation of installation

RUNNING
Locate the Best system icon on your desktop or anywhere it has been installed and double
click to run.
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Fig 1.30 shows how to start running the system

The log in form will appear. Enter log in credentials to log in to the system and navigate to
the module.

Fig 1.31 shows the log in form

If log in credentials are accurate then the Main Menu will be displayed.
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Fig 1.32 shows the Main Menu

You will then click any button to open a module of your choice.

NAVIGATION
The system consists of 8 module after the log in. To add administrator the user should
navigate to the administrator module
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Fig 1.33 shows the admin module and highlights how to add a new admin.
Below is the inventory module.
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Fig 1.34 shows the inventory module.

Below is the supplier’s module.

Fig1.35 shows the supplier’s module.

EXITING
The system was built in such a way that all other windows were built on top of the main
menu screen. Each module has an exit button and by clicking this button you can move out of
the system. On each module there is a main menu button that will navigate you back to the
main menu where you can also exit.
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Fig 1.33 shows exiting in the administrator’s module as well as other modules
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Fig 1.36 shows how to exit while in the main menu.

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SECTION D

TESTING AND EVALUATION

USER TESTING

The system was tested for abnormal, normal and extreme data.
Abnormal data testing- this is testing for data that is out of the given range.
Normal data testing- this is testing for data within a given range.
Extreme data testing- this is testing for data on either the upper or the lower boundaries of the
given field.

Abnormal data testing

Test number 1
Module Point of Sale
Fields Scanned code
Test data “Incorrect ”
Purpose To check if the system rejects letters when
entered
Result Code should be rejected
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Normal data testing

Test number 2
Module Point of Sale
Fields Scanned code
Test data “correct ”
Purpose To check if the system rejects accepts numbers
when entered correctly
Result Code should be accepted
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Normal data testing

Test number 3
Module Point of Sale
Fields Scanned code
Test data “correct ”
Purpose To check if the system accepts numbers when
data entered is a lower boundary of the field.
Result Code should be accepted
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Abnormal testing
Test number 4
Module Login module
Fields Password and username
Test data “Incorrect password”
Purpose To check if the system rejects wrong password
Result Password and username rejected
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Normal testing
Test number 5
Module Login form
Fields Password and username
Test data “Correct password”
Purpose To check if the system accepts correct password
Result Password and username accepted
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Evaluation
Achievements
 The system was completed as per requirements.
 Managed to develop the customers, suppliers and orders’ modules.
 The system was linked with the supermarket’s system.
 The modules were completed in time.
 The system is now secure through usage of passwords and usernames.
 There is less data duplication and data loss has been shunned.
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Limitations/ weaknesses
 The system is affected by power cuts since it entirely depends on power. It cannot
function when there is no power
 It is cannot be accessed on line.
 When there is power cut the unsaved data is lost and there is no way for retrieving it.
 The system is not connected to the bank

Opportunities for Future Developments

 Given enough time there is the need to improve the system to link to the internet so
that employees can work whilst they are at home.
 Given enough time there is the need to improve the system to link to the bank since
most customers may not have cash due to the economy pay at the bank.
 Link inventory to the system in real time.
 Cooperate a website to the system.
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APPENDIX
Results of Interview.

Above is a picture showing the interviewer Panashe Chibira (In maroon) interviewing the
Manager of Best Supermarket Mr F Phiri.
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The above picture shows the interviewee thanking the manager of Best Supermarket after the
interview.

Code for blinking a label

Statistics

Information about workers at Best Supermarket

females Males

Fig 1.37 Shows workers’ statistics

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Respondents' stati stics on the existing system

fast Slow Good Bad Insecure

Fig 1.38 Shows statistics about current system’s functionality

Users of the system

Admin Super Users General Users

Fig 1.39 Shows Information on the users of the system

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Development Costs
50000

15000
10000
4689

Hardware Software Delivery Analyst

Fig 1.40 shows the development costs

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