Handle I.T.

Consultancy
Daniel Campbell
 TERMS OF
REFERENCE
The purpose of Handle I.T. Consultancy Member’s of Handle I.T. - Daniel Campbell
is, using the analytical evaluation of
our team to deliver critical, Handle I.T. is accountable for:
constructive insight and direction into • Highlighting obstructions in the current
the shortcomings of the current inventory system (Internal and external)
system; discuss the feasibility of • Removing obstructions and improving
implementing necessary and sought efficiency of the current inventory system;
after improvements to our client
Improvements are implemented into the
Holloways, in their journey to create a
superior fully integrated and new inventory system
automated computer inventory • Listening to and implementing user’s
system. requirements into the new inventory system
These terms of reference are effective • Ensuring the new system is easily
from October 2020 and will be understood/easy to use
ongoing until late February 2021.
Meetings: All members of the "group“ are
expected to meet twice daily from 9:00am –
11:00am and 5:00pm – 7:00pm to discuss key
factors of the new system needed in order to
improve efficiency.
 Context Diagram of Current
System
- A customer orders a product the order data is
sent through the order system and then to the
warehouse where the stock is checked. If the
product is in stock it is sent to the customer
alongside with an invoice.
- If the product isn’t in stock the warehouse
sends an update of the stock level through the
order system to the clients. The client then
sends the amount of stock they need to the
suppliers alongside the payment for said stock
- Suppliers then send an invoice to the clients
and the stock to the warehouse
 Level 1 DFD of Current
- Customers order a product. This data is input
into the Cash and Carry process, where it is
System
then used to update the IBM Turnkey of the
level of stock. The IBM Turnkey then sends the
product to the Cash and Carry process where it
is used to determine the price of the product
and sends the customer an invoice.

- The Client data flow follows a similar

procedure however the clients generally
purchase products on credit and therefore
their process “Client Order” differs.

- The IBM Turnkey sends the current amount of

stock to the “Stock is ordered” process. The
process then determines whether or not more
stock needs to be ordered. If yes, the order
amount is sent to the suppliers and an invoice
is sent back to the process. There, payment is
sent from the warehouse and the stock
ordered is sent to the warehouse. An update
with confirmation of the order is then sent
from the process to the IBM Turnkey

- Suppliers send stock to the process “Stock

Comes in”. The Process then sends the
suppliers the amount of stock they have sold.
Alongside this the process also sends the IBM
Turnkey an update on the amount of stock
distributed to the warehouse (update the
stock level)
SWOT Analysis of Current System
Strengths Weaknesses

- Cash and Carry system helps prevent cashflow
problems caused from accepting multiple credit
payments
- Multiple products sold, not just one specific product.
More options for customers.
- Small workforce of 20 workers= non-hectic work
atmosphere;tighter knit group=better team working
skills
- Stock control is great, enough bought to cater the
amount sold
- Recording and control system very outdated, needs
to be modernized
- Current system is heavily reliant on paper and
manual processing
- Time lag between orders sold and stocks updated
- Cash and carry doesn’t need any customer details,
therefore missed potential marketing research.
(Accurate Customer details allow the business to
focus their marketing resources more accurately and,
on a customer-to-customer basis)
- Small workforce means Holloways is unable to
support

Threats Opportunities

- No online purchasing option available - Based in a business outlet park, attracts lots of
- Very competitive market sector customers
- Purchasing manager is too relied upon, serious issues - Secondary business activity is being a supplier to
if they cannot show up to work or leave the business. small retailers
- Current Ad-hoc system is nearly completely - Placement year students have helped employees
unsecure and therefore leaving the businesses files understand the computer system
and data in a very vulnerable position against those
who may potentially want to use this information for
malicious purposes
PESTLE Analysis of Current
System
Factor affecting Holloway Description:

Political
· Environmental Policies

Economic Factors · Many persons laid off their jobs and

therefore they’re spending less on non-
necessities
· Covid-19 pandemic caused many
business’ to go bankrupt

Social
· Increased Internet usage due to
decreased social interaction

Technological factors · Identifying technologies which will aid

the business
· Ad-hoc system
· IBM Turnkey
Legal Factors · Business Tax

Environmental Factors · Disposing of items and E-waste

Context Diagram of New
System
 Level 1 DFD of New System
- In the new DFD when a Customer wants to order a product first their customer details will be sent to
the Customer File data store. If their details match any of the details already on file then they are sent
directly to the Cash and Carry Ordering System process, along with the customers order. A receipt is
then sent back to the customer from the process and an update of the level of stock is sent to the Stock
File data store. However, if the customers details do not match any of those found in the customer file
datastore, then these new customer details are sent to the Register Account System Sub-Process. The
sub-process then adds the new customer details to the Customer File datastore and carries out the
previously stated dataflow.

- Furthermore when an Online Customer orders a product their request is sent to the Online Ordering
System process. From there their customer login details are sent to the Customer File and used to
retrieve their specific Customer details and send them back to the Online Ordering System. After this
an update of the products requested is sent to the Stock File. This data is compared to the data on the
Stock File, checking to see whether or not the product(s) requested are in stock. Regardless of whether
they are in stock or not the Online Customer is sent a confirmation email informing them of the
situation(whether their purchase is on the way or not in stock)

- For Clients they must first Login to the Client Ordering System. Their order is then sent to the Client
Ordering System where the stock availability is checked. If stock is available then an invoice along with
their order is sent to the client. Their order credentials are then sent to Client File in order to update
their order history. If stock isn’t available then Clients may send their order requests to the Direct
Ordering to Suppliers sub-process, which will then send the order request from the sub-process to the
Suppliers. From there the Suppliers send an invoice and the requested order back through the sub
process and to the client. Moreover if the client doesn’t have a login then they will be asked to input
their client details into the Register Account System in order to create a new client account which will
be sent to the Client File datastore.

- Firstly Suppliers regularly send the stock prices and stock availability to the Supplier File. Now with this
new system Holloways will be able restock automatically as the stock level is constantly checked by the
Restock Order process. Once the stock level reaches the critical stock level the current price of the
stock is checked and an order is created and sent to the Supplier File datastore. The Suppliers then
send back an acknowledgement of the receival of the order to the process and the invoice to the
supplier file
Entity Relationship
Model
 Level 2 DFD on Internet
Firstly, a Customer sends personal details to login or create an account process. Which
compares their details too other customer details within the customer database to see if the
details are registered already or not. If they are not registered, the customer will be allowed
to create an account and will be given the terms of service. If they accept the terms of
service, it will load the customers onto the shop giving them access to the search for
products process. Depending on the products the customer searchers for, their availability
will be checked against the Stock Database.

The outcome of availability will then be sent back to the search for products process. From
there the number of products the customer wants will be sent from the stock database to
the products added to cart and an update of the stock level will be sent to the stock
database. Products ordered are saved in the customer cart data store, from here they can
view all products ordered. This data is then sent to the double check cart process, where the
customer is given the option to edit their cart or checkout. Final product details are then sent
from the customer cart to the confirmed checkout process, from here the products ordered
are saved in the order information data store.

Their availability is checked again. From there the customers address details are then sent to
the fill in address details process. Where customers are asked to re enter and confirm their
address. If the address is correct the customer can accept and continue to the select credit
card type process. From there customers send their credit card type to the fill in credit card
details process, where customers can load all details and continue onto the check and save
all details process. If their details are incorrect, they are given the ability to update and send
the update details to the transaction database.

Next the customers order details are sent to the suppliers and a receipt with order number
and product detail is sent to the customer. From here the customer is loaded onto the
account page, where they can see their past and current orders. Then the customers are able
to input a tracking ID and track current order into the supplier's website for tracking process
and access the details of shipment order data store in which an updated tracking location will
be provided. If the customer decides to instead return the product an update will be sent to
the return products process which will send confirmation of the return to the return money
and receive products back process.
 Level 2 DFD on Client
Purchasing
First the customer will send customer details too client master data store.
If their details are new, they sent to registration process from a customer
can request to make a credit account, where they will put card details and
credit info. If any details incorrect, credit account application will be
denied, and have to start again. If accepted the process registration will
then allow customer to search for products. Each mew search the
customer makes is sent through the browser and the item found is added
to the shopping cart data store the cart then updates the stock level in the
stock file data store. Shopping cart can remove item and send to remove
order process. Which then updates the stock file data store. The shopping
cart sends updated credit to the available fund credit process where it is
compared to that of the customers current available credit. From the
available funds credit an updated balance is sent to the shopping cart
showing the customer the total.

Furthermore, if customer already has a login, they are able to see and
select products from their order history and reorder them. This then
updates the customers current credit availability. And sends updated credit
to the check out process. Here the updated credit is processed, and an
invoice is made and sent to the reorder. And the order details are sent
from checkout process to the order generated. The customer is then given
the option to save order and come back later or complete the order and
save its details for re-order. Both of these options being stored in the order
history. If there are any cash orders made, they would be sent back thru
the search products data flow. With payment details being sent to the
checkout process and recipient being sent from checkout process to the
cash orders.
 Cost Benefit Analysis of New
System

- Automatic inventory processing (Workers no

longer paid for manual processing)

- E-commerce sales system (Increased sales)

- Less inventory held for longer periods(Faster

inventory turnover)

- Stock price analysis (

- Storage of high value items

Thank you for your
attention!