UNIVERSITI TEKNOLOGI MARA (UiTM) CAWANGAN MELAKA

KAMPUS JASIN

FOUNDATION OF INFORMATION SYSTEMS

(ISP500)

PROJECT PROPOSAL
FOR CAFE ONLINE ORDERING SYSTEM

GROUP MEMBERS:

NO. NAME MATRIC NO

1. NUR NADIRAH BINTI ARIPIN 2021196237

2. AIMAN BIN ANIZAN 2021100647

3. SITI SUWAIBAH BINTI MOHAMAD 2021132257

4. AINUN SHAZNI BINTI MOHD ISKANDAR 2021119761

5. NUR SABRINA BINTI MUHAMAD SABRI 2021155753

LECTURER’S NAME :
DR ELIN ELIANA ABDUL RAHIM
MISS ANIS AFIQAH SHARIP

DATE OF SUBMISSION :
15th JUNE 2021
 TABLE OF CONTENTS

NO. TITLE PAGES

1.0 PROJECT BACKGROUND & PROBLEM STATEMENT

1.1 PROJECT BACKGROUND 2
1.2 PROBLEM STATEMENT 3

2.0 PROPOSED SOLUTIONS 5

3.0 SIGNIFICANCE OF THE SOLUTION 7

4.0 CONCLUSION 8

5.0 APPENDIX 9

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1.0 PROJECT BACKGROUND & PROBLEM STATEMENT

1.1 PROJECT BACKGROUND

One of the cafes at UiTM Perak in Tapah Branch is run by Salizaeja Enterprise that

has been owned and managed by Puan Saliza binti Ishar since 2014. This company has

been using a manual system to run their business. Still and all, there are some problems

faced by the cafe workers and manager. Students need to queue with a long queue

especially during peak hours at the cafe just to place their order. Hence there was a lot of

student data needed to store in a day. Some of the data might be a misunderstanding from

the miscommunication between the workers while taking the orders. This will lead to

dissatisfaction from the customers. Since this cafe is running manually it is difficult to record

daily sales, daily payment and daily profit of sales as well as receipts of payments to the

customers. Next, the problem also shows up while preparing the order. This is due to the

orders that are only written on paper. The paper might be misplaced while completing the

orders while everyone is busy preparing the order. Before we got into any solutions we had

some interviews and got responses from the owner of the cafe. After going through the

tough experiences we decided to come out with an online cafe ordering system for this cafe.

Besides, this pandemic has turned out to be a great boost for having an online food ordering

system, and there cannot be a better time to invest in an online ordering system.

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 1.2 PROBLEM STATEMENT

Being one of the cafes that do business around the college grounds does indeed
have certain challenges. This is because the number of students there is quite large,
including the lecturers, employees and other staff. Visits to the cafe on a daily basis without
interruption give a relatively lucrative return to the seller. However, there are also some
problems that occur during the business activities carried out in the cafe. The approach that
has been chosen to identify the problems is an interview session. Based on the interview
sessions conducted with the cafe owners, several problems often occur during the buying
and selling process have been identified. Following the outbreak of covid-19 and movement
control order (MCO), it is difficult to have face-to-face interview sessions. As shown in the
appendix, this interview session was done via a whatsapp application and was conducted to
one of cafe’s owners at UiTM Tapah, Salizaeja Enterprise on 4th June 2021.

First, looking at the problems faced by customers, customers have to queue for a
long period of time to place their orders. This is because the number of customers who
come to the cafe is so many. In addition, the customers also waste their time by waiting for
their turn. If the food to be bought has been sold out, this will cause customers
dissatisfaction and frustration. In addition, cafe employees have to take other initiatives such
as cooking other foods for customers to replace the food that has been sold. This will cause
the available time to be wasted just like that.

Secondly, the menu ordered has been noted wrongly because of communication
errors between the customers and workers This is because the orders placed by
customers are not recorded in an orderly and systematic manner. The probability of
recording incorrect order details is high. This usually happens because the order is only
taken verbally. So, there is no clear record that can be stated based on the order that has
been made. In addition, the cafe workers will sometimes record customer orders on a sheet
of paper only if there are many customers on that day. This can make the order details
recorded on paper being lost and incorrectly recorded.

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 Then, for cafe workers, they might have problems in preparing the correct order
as ordered by the customer. This is started from the detailed record of an order that was
made initially. As known, order that has been made manually can result in some errors at the
details recorded. For example, the misuse of short-form words can be misunderstood. In
addition, the paper that is used by the workers may be scattered and can make it difficult for
employees to read the orders. If the chef or other workers do not understand the words that
have been recorded by other workers, this will result in the order that has been made being
prepared not as originally ordered. Besides, it can also grade down the performance of the
cafe's business to be a little sluggish if it happens frequently.

As for the manager who is managing the business, it will be difficult to record daily
sales, daily payment and daily profit of sales. Sometimes, the amount of balance
returned to the customer is not calculated correctly. For example, the amount of the balance
returned is slightly more or less than the amount it should be. This is because the calculation
of the amount of money for the price of food purchased is not done systematically and
correctly. Furthermore, the manager will not get more accurate daily sales data because
there is no record of sales done consistently. This will give a problem to the cafe owner to
see the daily profits, daily sales and also record incoming and outgoing expenses on the
business run.

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2.0 PROPOSED SOLUTION

Information Technology (IT) is the use of computers to manage data. Therefore, an IT

solution is a solution that is based on a computer to help users to store and retrieve data
automatically. This solution will supposedly bring many benefits and be able to solve the
problem. Based on the problem listed, IT solutions such as web-based and application
based have been chosen to solve the problem related to the ordering. The name for the IT
solution is “Cafe Online Ordering System”.

In IT based solutions, there are several functions and features that are able to solve
the problem. For the first problem, the manual ordering system will force the customer to be
in queue before making the order. In peak times, the queue will be long and the customer
will have to wait longer which could lead to waste time. To solve this problem, “Cafe Online
Ordering System” has a feature that can eliminate the manual way. An interface that shows
a menu will save customer times because the customer will no longer need to queue to
order the menu. They can just choose the menu from the interface and place order inside
the system. By using this way, the customer could save their time and energy.

Next, in a manual way, sometimes the worker needs to take the customer's order
verbally. Using this way, the worker could misunderstand the customer’s order because of
the noisy environment in the café. The volume of the customer’s voices will be slow and
interrupted by the others. When this happens, the worker may write down false orders which
lead to loss of profit. Not only that, the customer also could lose interest to buy again in the
café again. By using the “Cafe Online Ordering System”, the order made by the customer is
directly from the system. The user could clearly see and read about the menu before placing
the order. When the customer places the order, it will be passed through the worker in the
system. This could solve the problem of workers misunderstanding a customer’s order.

Besides that, the paper used to take orders manually, usually easy to get scattered
and missing. Not only that, the worker also will have problems reading the order in the paper
because of unclear handwriting. To solve this, the order’s paper will be replaced by the
online system order. All orders made by the customer will be taken through the system. The
system will automatically manage the order made from the customer to the worker for
preparing. By using this, the data will systematically be organized and centralized in a place
which is in the system’s database.

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 To improve business value, usually the manager will record sales, payment,
expense and profit of daily sales. At the end of the month, the net profit will be calculated
based on daily profits and expenses. Manually performing the calculation and writing may
cause some difficulties and problems such as inconsistency of sales recording may occur. To
solve this, the “Cafe Online Ordering System” has a feature that automatically calculates all
of the data daily and monthly. The data will be taken from the database based on the order
made by the customer. From the raw data, the system will process it by calculating to
generate sales information for the manager. By using this feature, the manager will no longer
write down the daily sales and calculated at the end of the month.

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3.0 SIGNIFICANCE OF THE SOLUTION

The IT solution of “Cafe Online Ordering System” is a technique that allows

customers to order their food online via the application by installing the apps at the
application store in their respective computer or smartphone whenever they feel hungry at
home. Implementing an online system can help Salizaeja Enterprise cafe to solve the
problem that they face while using the manual food ordering processes. The system greatly
simplifies the food ordering process for both customers and cafes compared to the past.
Based on the proposed solution, there’s a few benefits that will bring to the company or
stakeholder. The benefits are saving time for customers, employees easily managing the
order, and can increase customer satisfaction.

First of all is saving time for the customers. The customer can place an order
everywhere and anywhere whenever an internet connection or personal device is available
for them. Customers open the application and choose the food that they want to purchase
from the online menu display then customers have to choose whether the food is delivered
to them or customer want to self pick up and the payment method will be upon delivered or
pick up and lastly it will show all the order details to the customer for double-checking and
confirmation. Because of the rapid development of technology in almost all fields of
operation and its use concerning information management, it has become to look into the
development of cafe ordering systems for firms to meet up with demands of the customers.

Furthermore, with cafe ordering applications workers can easily manage the order
and another process. Benefits that workers can get after the system was successfully
developed, will provide a lot of convenience to the cafe workers and managers when they
perform their duty in the cafe as well as enhancing the consumer’s dining experience. It will
rapidly increase the productivity of the cafe compared to the paper-based system as it
shortens and simplifies the entire process of food order, payment, food delivery and
minimizes human error.

Lastly, this cafe ordering applications can increase customer satisfaction with provide
better customer service to their valued customers by making full use of this system. With
good customer service, it is a good starting point to fulfill customers’ satisfaction as well as
customers’ wants and needs. Meanwhile, after customers experience and are satisfied with
the customer services that are provided from the respective cafe, they would share their
experience and give a rate to the cafe on popular social media such as instagram, twitter,
blogs, vlogs or tiktok, since people nowadays like to expose something what they like. Apart
from these activities, it also indirectly advertises the cafe to the public.

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4.0 CONCLUSION

In conclusion, IT solutions such as web-based and application based have been

chosen to solve the problem related to the ordering for Cafes at UiTM Perak in Tapah

Branch . The name for the IT solution is “Cafe Online Ordering System”. This IT solution will

solve all the problems that the cafe workers and customers face and give better performance

than the manual system that they used before. Based on the proposed solution, there’s a

few benefits that will bring to the company or stakeholder. The benefits that stakeholders can

get from this IT solution are that it can save time for customers, employees easily manage

the order, and can increase customer satisfaction. Therefore, this IT solution will help the

cafe’s owner to ease their business process.

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 5.0 APPENDIX

5.1 APPENDIX FOR INTERVIEW SESSION

INTERVIEW WRITES UP

CAFE’S OWNER : SALIZAEJA ENTERPRISE

DATE OF INTERVIEW: 4th JUNE 2021
PLATFORM FOR INTERVIEW: WHATSAPP APPLICATION

NO. QUESTIONS(interview) ANSWERS

1. What do you do? - Sell foods. It's more for cuisine menus.
- The menua prepared by following the
meals time such as breakfast (more to
fried rice, nasi lemak and others), lunch
meals (side dishes and vegetables) and
tea menus (hot dishes, a la carte menu)
- Operating the business every day from 7
am to 10 pm

2. How about your daily sales?

- Daily sales will be calculated on each day
after operating hours.
- Employee capital and salaries are taken
from daily profits, the rest will be kept in
the account.

3. How about the process of taking orders, Take order:

payment and billing and recording sales?
1. First, the customer will look at the side
dish to be bought and the worker will take
the customer's order. (Usually when there
are not many customers there, the
customer will just talk about what they
want to eat). If there are many people,
the worker will just write the order on a
piece of paper. (For hot dishes/a la carte)

2. For lunch hours, the customers will take

their own side dishes by themselves.

Prepare order:
1. Employees (chefs) will prepare food and
sometimes, they will be assisted by the
shop owner..

Generate bill:
1. Employees/owners will calculate the price

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 of the food then tell the price to the
customer. Usually they do not provide a
receipt because they just inform the
customer directly about the price of the
food.

Payment:
1. Payment will be made to the employee
(cashier).

*For event food reservations, the customer will

meet the owner and discuss the menus and food
prices. After the event, customers will pay the
money using the invoice.

Daily sales records

1. Normally not be recorded in detail.
2. Have no complete details if the workers
or manager records the sales for each
day.

4. When is the highest sales? - When the students stay at uitm/college.

- When UiTM members do some events.
-

5. Problems that may occur everyday? - Wrongly calculate the price of food.
- Wrong balance.
- Record wrong menu ordered.
- Wrong quantity of customer’s order.
- Orders are not enough with the quantity
of customers who come to the store,
because customers are not told the food
has run out at that time.
- The workers need to cook other foods,
and the customers have to wait for a
relatively long period of time.
- Customers have to queue for a period of
time to order food near employees.
- No daily sales recorded properly. So it
may cause some troubles in the
business's future.

6. How often does a mistake order happen? - Not often, sometimes.

7. How do you as a seller overcome those - Return the money back to the customer.
problems? - Replace customer’s food

8. Who are the people that might use this system - Students(NR/non NR)
oftenly? - Staff uitm
- Lecturer

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9. Do you use papers to take orders from - Yes.
customers/ record daily payment/daily sales?

10. What input do you use? For ordering :

- Food menu
- Quantity of food
- Student's name
- address (for customers who apply for
cod.)

11. For what do you use it? - To make sure there is no wrong when
placing an order
- To make sure the menu that the customer
ordered is correct.

12. What outputs do you produce? - Service

- Cod
- Foods

13. Do you know about online system ordering? - Do not know much.
- Mostly get help from other students in
terms of marketing and so on.

14. What are the criteria of the system should
be/What kind of system do you want?
- Which can make it easier for customers
to order food. (Customers can know their
order updation)
- Which can simplify the owner's business
regarding daily sales.
- Which can simplify the process of buying
and selling
- If possible, there is a marketing ready for
promotion (viralize the food menus sold)-
to attract customers
- System that can update the status
(business operations/ menu and others)

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