Italiano is a family run pizza restaurant located in a busy area of central London. The restaurant's main goal is to provide their customers with excellent Italian pizza, salad and cold drinks at an affordable price. The restaurant started business 6 months ago. The restaurant has many eat-in tables to serve 40 customers in total. Due to their delicious pizzas and excellent customer service, the Italiano has been a successful business since the first day. As the restaurant becomes more popular, more and more people arrived to have their lunch and dinner at the Italiano.
1. Requirement Specification
The restaurant is planning to extend their floor space so that they can serve 80 customers in total. But, there will been a problem to process daily sales and management of the restaurant when serving 80 customers using their current Sharp electronic Cash Register. They have decided to invest in a suitable restaurant POS system. They have invited me to their restaurant and ask me to help them to choose and install the right POS system for their restaurant. The features of the current cash register are,
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1. A display for the operator or waiter
2. A display for the customer
3. A thermal receipt printer
4. A key to switch between manager mode, operator mode or switch off the register
5. A keyboard
6. A cash drawer
There is no system to record the customer orders and table numbers. The current order taking and sending the orders to the kitchen is paper based. The waiters write the orders from customers into a piece of paper and hand it over to the kitchen chef. Sometimes, the order paper is lost and the customer get annoyed. With the current cashier machine, the waiter sometimes put the wrong price of the item or charges for less or more items. Therefore, the system lacks speed and accuracy. The restaurant owner has become aware that they need to upgrade their cashier system with a better system if they wanted to take full advantage of their booming business. The restaurant has three waiters to take customer orders and 2 additional waiters to deliver food and drinks to the customer table. The restaurant manager think that he has enough staff to handle the restaurant, but they don't have enough time to organize and keep track the orders of every single customer. They have found mistakes and difficulties when calculating the charges for customers, even with the current size of tables for 40 customers. Therefore, when they expend their restaurant's size, they fully understand they will need a powerful cash register or a computer system.
1.1 The new POS system for the restaurnat
After asking a few questions to the manager, waiters and the kitchen staffs of the restaurant, we have chosen to use 2 POS stations with touch screen. We have selected Point of Success Premium (which is on offer now with $599 for 2 computers, add $200 for other additional computers) POS software to use. Each POS station's hardware will cost around £450. The manager office will also need a desktop computer to act as a data server computer and the kitchen and bar will also need printers to receive orders. The data server computer will cost around £550 and the receipt printers will cost around £195 each. The software will cost £500 for use in all POS stations and server computer. Therefore, the total price cost will be
1. 2 x POS stations (WinXP Pro included) £ 900
2. 2 x Iiyama touchscreens £ 600
3. 2 x Epson thermal receipt printers £ 780
4. 2 x Kitchen printers £ 800
5. 1 x Desktop (WinXP Pro included) £ 550
6. 1 x HP LaserJet printer for office use £ 143
7. 2 x Cash drawers £ 98
8. 2 x UPS for 2 POS stations £ 92
9. 1 x UPS for the server and router £ 66
10. 1 x 8 port unmanaged switch £ 23
11. 1 x credit card chip and pin pad £ 191
Total average cost without VAT £ 4243
2. Detailed Analysis
2.1 Feasibility Study
Problems with the old system
1. Very slow to use in peak time
2. Less functions
3. Less memory to review previous data
Always on Time
Marked to Standard
4. More paper work
5. Time consuming as waiter needs to type in every input
6. More time at the cash register means less time to serve customers and manage tables in time
7. Hard to keep track of customer orders and table numbers
8. Therefore mixing orders from different tables and charging wrong price
9. More hand writing paper work as the waiter needs to send the copy of the order to the kitchen too.
10. In the peak times, staffs can get easily confused because of the above extra works
The current system lacks efficiency for a table based restaurant. By using a restaurant POS system, they can overcome those problems easily. As the business is making average £ 3,000 a day, the system will pay for itself in one and half year. The restaurant will also get benefits from using such system. They will be able to handle more customers and tables. Therefore, they can improve their sale per day.
Benefits for using POS system
1. Improved productivity
2. More efficient than cash registers
3. Increased reliability
4. Improved security and prevent loss from human calculation errors
5. Manage customer information
6. Cut down the amount of time spending at cash register and hand writing the orders to the kitchen and bar
7. Create business reports to make business decisions
8. Reduce food waste from human errors
3.1 POS Stations design
The minimum hardware requirements for our choice of POS software is as follows:
Computer running Windows 2000, XP or Vista with touch screen with minimum resolution 800x600 is required. Recommended minimum 512 MB RAM. When using Point of Success in a network environment 100 MBPS local area network (LAN) connection is recommended. A network switch or hub is required. Data entry can be accomplished in its entirety using a touch display, but a mouse and keyboard may make customer information entry easier. Receipt printers, cash drawers and UPS with AVR are required. Our choice of POS software uses a client/server database for managing and protecting data. The database software requires a computer running Windows 2000, XP or Vista. The computer running the database software must be switched on at all times when the restaurant is open for business and want to use POS stations. The database server computer can be up day and night or started before using POS stations. The database software can also be loaded on the manager's workstation or other computer on the network. Database software is not required for single-computer operation.
For operating systems of the POS terminals and the manager's desktop workstation, to make sure that we can add more POS stations for future, we have chosen to use the Windows XP professional. For Windows XP Professional, the maximum number of other computers that are permitted to simultaneously connect over the network is ten whereas in home edition is five. This limit includes all transports and resource sharing protocols combined. This limit is the number of simultaneous sessions from other computers the system is permitted to host. The minimal processor requirement for Windows XP professional is PC with 300 megahertz or higher processor clock speed with 1.5 gigabytes of available disk space. But when we choose the processor type, we included the factors such as speed to run future applications, the availability of the processor in today's market in case we have to replace one of our POS stations and the energy consumption. We have chosen to use Intel Atom processors in our POS stations. The Intel Atom 230 processor is a 1.6 Gigahertz single core processor with 512 KB level two cache and 533 Megahertz front side bus speed. The cache is a faster memory than the main memory. It is located inside the processor chip and thus faster access speed from processor. Storing the data from main memory which is mostly used by processor in cache makes the processing quicker and faster.
The IntelÂ® Atomâ„¢ processor is based on an entirely new design, built for low power and designed specifically for a new wave of Mobile Internet Devices and simple, low-cost PC's. This small wonder is a fundamental new shift in design, small yet powerful enough to enable a big Internet experience on these new devices. We believe it will unleash new innovation across the industry."
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We have chosen to order PC products from Dell. We chose to use Dell OptiPlex FX160 combined with the Iiyama 15" touchscreen as our POS stations. We chose to use it because of low energy consumption level, the included Windows OS, Norton Internet Security software, one year warranty and the reason that Dell PC computers are widely used in all over the world.
POS Stations Hardware
Dell Optiflex FX160
Intel Atom 230(1.6GHz, 533MHz FSB, 512KB L2 Cache)
Genuine Windows XP Pro(32 Bit OS)
80GB 2.5" SATA and 8MB Cache
1024MB 667 MHz(1*1GB DIMM) memory
Diagnostics and Drivers
Operate POS system
(change and collect)
Input:1 x D-Sub
1 x DVI-D
1 x RS232C
1 x USB
Input data into POS terminals
Display image and characters
Digipos Cash drawers
Keep money in the drawer.
Epson Thermal Printer
USB, RS232 Serial or parallel cable connection
Print receipt for customers.
Backup POS terminal power.
Credit card reader
To accept debit or credit card payment
For the desktop workstation in Manager's office, we will need much more powerful system than the POS terminals as he will be using Microsoft office, email, internet, antivirus software and the workstation will also act as a data server for the POS system. Therefore we chose to order Dell OptiPlex 360 with the following specifications:
Processor: Intel Pentium Dual Core E5300 (2.6GHz, 800 MHz, 2MB cache)
The reason why we chose the above dual core processor is because the workstation will need a lot processing power while acting as Manager's computer and database server for POS terminals. The processor provides multitasking performance with low power consumption enhancements and delivers the great desktop performance with dual core technology.
OS: English Genuine Windows XP Professional (32 bit) with media
We chose windows XP professional because the POS software is not officially supported for Windows 7 although we tested on Windows 7 machines and it was OK.
Security software: Norton Internet Securities (15 month subscription)
To protect the workstation, company information and customer information from everyday viruses and spywares, we will need a reliable security software.
Monitor: Dell E1910H - LCD display
HARD DRIVE: 160GB 3.5inch Serial ATA (7,200rpm) Single Hard Drive
Hard drives with more rotation per minutes will give us faster read/ write process of the data.
MEMORY: 2.0GB 800MHz Non-ECC DDR2 Memory (2*1GB)
The recommended memory for manager's computer is 1GB but as we will be running database server application, it will be better if we double the memory.
OPTICAL DRIVE: 16X DVD +/-RW Drive with Software
We will need it to install any additional software in the future.
SUPPORT SERVICES: 1Yr Basic Warranty
Dell System Media KitResource DVD : OptiPlex 360 Diagnostics and Drivers
Printer: HP LaserJet printer to print report and daily rota sheets
UPS: APC UPS
UPS stands for Uninterruptable Power Supply. It is a backup power unit, which provides continuous power when normal service is interrupted. UPS systems can be stand-by, only supplying power when the regular supply is interrupted or fulltime, relying on regular power and/or batteries to supply it while it supplies power to the protected device.
Dell OptiPlex 360
Intel Dual Core(2.6GHz, 800MHz FSB, 2MB L2 Cache)
Genuine Windows XP Pro(32 Bit OS)
160GB 3.5" SATA Memory:
1024MB 667 MHz(1*1GB DIMM) memory
Diagnostics and Drivers
Manage POS system
Email and Internet
Office applications for daily rota
18.5" LCD Monitor
For display of image and characters
Keyboard and Mouse
To input data into the workstation computer.
HP laserJet Printer
To print out reports and daily rota.
To protect the workstation from power loss and backup power.
To make the system work, we also need to connect the POS terminals, the data server (manager's computer) and printers for kitchen and bar must be networked. Therefore, we will need another networking device. We considered to use an 8 ports switch to connect them all together. It will also get back up power by the same UPS used for Manager's workstation. Therefore if there is a power loss, the computers will be connected for a short period of time to finish their recent transitions. Additionally we will also need cat 5 network cables to connect the devices as well as usb cables for printers. Each of the two Epson TM-U230 Kitchen Printer will be placed in the kitchen and the bar.
Unmanaged 8 port switch
Connect the computer and printers together.
supports both Ethernet and USB allowing remote connection to a point of sale terminal in the restaurant area
Print orders for the kitchen and bar staffs.
For Internet and e-mail services, the restaurant owner will have to subscribe an internet connection from a local ISP.
The following picture is how the system will be connected.
All POS terminals, kitchen printers and Manager's workstation will be connected to the network switch. As we can see in the figure, the kitchen printers will also be connected using the Ethernet interface. The Dell OptiPlex for POS stations are installed with Integrated 10/100/1000 Ethernet (Broadcom LOM). Also the touch screen monitor can be connected with the OptiPlex using either the serial port or one of the four USB ports. The receipt printer can also be connected using one of the four USB ports.
Point of sale pos is a program programmed computerized for replacement the cash register that are not modern and still have to use manually.
Our choice of POS software is Point of Success Premium restaurant software.
Standard Features of the software
Use a touch screen our mouse to take customer orders! Design the order entry screens to fit the way your restaurant works. Training new employees is fast and easy.
1. Order Tracking
Viewing orders in the system, creating orders for preparation at a future date and time and real-time manager statistics are a few of the futures offered in Point of Success.
2. Improving Efficiency
Employees can enter orders quickly and get order information, cash out orders and keep your customers happy.
3. Preventing theft
System security features help prevent employee theft, inventory shrinkage and more.
Point of Success maintains history on your orders, payments, deliveries, customers, employees and more. use this information in system reports to help you run a better business!
5. Effective Marketing
Many of Point of Success' features can help you improve order frequency from existing customers, improve your average ticket and analyze the effectiveness of customer-attraction campaigns.
6. Delivery management
Keep your delivery drivers on the road and meet your customer service goals with the help of Point of Success' delivery management features. Order status, delivery destination maps and driver queuing are all available.
7. Pizza Delivery Mapping
Point of Success works with inexpensive mapping software for delivery mapping and turn-by-turn directions.
It is a great software with affordable price and reliable quality designed to use in US, Canada, UK and Australia.
Here are details of using Point of Success Premium and Point of Success Standard restaurant POS software in countries other than the United States:
Date and time format - The date and time format will be set automatically based upon your language and region settings. Dates will display properly in the software and print properly on receipts and reports.
Currency symbol, currency delimiters and number format - The proper currency symbol, currency amount delimiters and number format will be set automatically based upon your Windows language and region settings.
Telephone number - Telephone numbers will be formatted automatically based upon your Windows language and region settings.
Addresses - Your country and its states, provinces or regions will be automatically supported in Point of Success based upon your Windows language and region settings.
Sales tax - Up to three sales tax percentages and names are supported in Point of Success software. In the Point of Success Office Manager, go to Tools > Accounting and Business Information > Sales Tax to set the names of your sales tax jurisdiction and the associated tax percentage. Customer receipts can print the total sales tax amount or the names and amounts of each sales tax.
Language - Point of Success is only available in the English language.
If the business demands more functions from the POS software, we can add additional modules to accept online ordering, central office reporting tool for reporting the financial data and customer information to head office. The software comes with free a menu setup and training CD if we buy before 31 of Jan 2010. Therefore, it is an advantage as the CD includes tutorial movies for training and how-to. If the restaurant wants to add security features, there are available software features such as fingerprint log-in system, employee clock-in clock-out card to manage and video security interface to connect to a Point of Success workstation to overlay order details on a security camera video image. User training is another important factor to efficiently use the POS system. Visit http://www.pointofsuccess.com/videotrainingmenu.htm , we can watch training videos designed to be used to learn about all the functionality of the Point of Success Menu Designer. As users of the POS system are novice users, they will probably need important technical support in the future. The Knowledge base web page of the software's web site is a very useful way to help most of the user needs. It even provides printer drivers and detailed instructions such as how to install the kitchen printer drivers and share the printers between the POS stations. The software company also provides free 30 days after purchase for 24/7 telephone technical support. They also provide six month Software Maintenance Plan with unlimited telephone support, free updates by download and substantial discounts on future version upgrade purchases. They will give assistance with troubleshooting software problems and information on the use of software feature.
Procedure to use POS hardware
Before doing anything, users need to make sure that all the necessary sockets are plugged into electrical source.
o The above diagram show how to start the POS system
o Start data server computer (Manager's workstation)
o Start POS stations
Taking customer orders
o The above diagram shows how the process of taking order from customers
o User(waiters) enter the orders into the system using the touch screen input device
o Orders will be printed out from the kitchen printer for the kitchen staff or bar staff
o The above picture show the process of receiving payment
o User selects the order to pay and selects payment method
o Customer paid the fees and user keep them in the drawer
o Customer receipt is printed out from receipt printer
The software company has created some alternative methods for preparing user manuals. As the world is changing for greener world and saving natural resources such as paper and using less ink, the company has provided training videos online and included a free CD with the purchase of the software. Visit http://www.pointofsuccess.com/videotrainingmenu.htm
There is also a page for POS knowledge base on the website for information on printer drivers, networking information, problem resolutions and more.
Another way of solving software problems is to post user problems to online forums. The software company has provide an online discussion forum for Point of Success users and dealers, the URL is
4.1 The Test Plan
After installation of the system, such as installing software and drivers, the first thing we need to test is the network connection. After the network connection is established between the computers, we will start to do the software testing. Although we have tried a trial version of the POS software, we will need to make sure that the software work with our hardware. The main advantage of the software is that it is not made to run on a specific hardware. It is tailored to run on PC hardware which can run windows XP and vista. Therefore, we will need to run on a POS terminal by using some inputs into the POS terminal. Our testing method used here is the Black Box testing method because we don't know the internal working of the POS software. We only know the legal input and what the results should be. The inputs will be based on randomly generated input to test
o Taking order process
o Adding items to the order
o Void the transaction
o Delete an item from the order
o Giving discounts
o Calculating the bill
o Calculating change
o Printing daily sales
o Producing daily sales
In addition to software testing, hardware such as APC UPS and network switch should also be tested before.
4.2 Even though the test went successful, the problems can arise in the future because of increase in the amount of work and volume of data which the POS terminal has to process. There can be unpredictable software bugs such as Y2K. Therefore, it is always good to report bugs and install software updates regularly.
4.3 Health and Safety of the POS system
For restaurant waiter's health and safety when using the POS terminals, the touch screen input makes them more comfortable than using paper based hand writing or keyboard and mouse input. A solid and steady base supports the touch screen with an adjustable stand offering full 90 degree angles so the waiters can adjust it according to their choice.
For health and safety in the kitchen, Epson's durable TM-U230 impact printer is the perfect addition to any kitchen environment. The high performance, two colour printer is unaffected by steam, grease or spillages, thanks to a water-resistant case with a coated, anti-bacterial surface which allows stains and grime to be effortlessly wiped away.
The use of APC UPS will prevent the whole POS system from electrical shocks or power loss. All the POS stations, manager's computer and network switch will be protected by UPS.
Security for POS terminals
Antivirus (or anti-virus) software is used to prevent, detect, and remove malware, including computer viruses, worms, and trojan horses. Such programs may also prevent and remove adware, spyware, and other forms of malware.
For protection from computer viruses, we have installed the Symantec antivirus software into the POS system. The antivirus software will check the system for viruses regularly, update virus definitions regularly, secure from threats and prevent information loss.
Username and Password
For the security of employee data, daily sales reports and customer information, the POS data server and office manager are password protected. In addition, each POS system is also password protected. This is to ensure that none of the outside people are using the system.
Password Log in screen for Office Manager
Password login screen for POS sales terminals
In addition to password security, users of the POS Office Manager system must protect privacy. Employee personal information or customer information such as name, address, and card details must be protected from unauthorized access, use or disclosure.
The aim of using computerized POS system in the restaurant is to improve productivity, customer service and sales. The main benefits are faster order and better table management. This will give the waiters enough time to provide quality services to customers. Also the kitchen will be able to prepare food without any confusion or delay. The POS software's easy to navigate menu and the touch screen interface greatly help the employee to achieve business targets. By using products from a successful and widely accepted company such as Dell and Epson with minimum one year guarantee, we ensure that we will be able to put our trust in the hardware of the POS. We would recommend the restaurant owners to subscribe support plans from the POS software company. The combination of the right software and hardware will help to grow business in the future. Also, depending on the growth of the business, we can add more features and improvements in the restaurant POS systems such as using finger print reader for added security and installing kitchen monitor.
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