To improve a manual system

Introduction

Our project is to improve a manual system to an automated system, so we selected a local bookshop which had limited number of functions so it’s going to be easier for our project.

The scope of the project is to analyze the need for a bookshop system, and to find advantages to formulate an effective computerized bookshop system that will eliminate the existing problems.

In this process of analyzing, information were obtained from the staff as well as the customers

Proposed system is expected to have simplified Bookshop system that will eliminate the difficulties and disadvantages of not having a system.

The system is also expected to satisfy both the customers as well as the staff members in having efficient and effective Bookshop System.

Systems Request Summery

The Manager of the Book Shop requested us to design and implement an automated IT system to replace their current manual system. He wanted a very effective and efficient system which they expect more profits from this investment to the IT system. He wanted a system which is really user friendly because he didn’t want the staff members to be unhappy with working in the new system.

Findings

As we visited the Book Shop and spoke with the staff members and the customers we found out the followings as main points for the design and what they expect us to do;

• Most of the staff members had a normal knowledge of computing.
• Staff has a fear that they might not be combatable with the new IT system.
• Customers have to wait long to search for books and billing.

Recommendations

We recommend the shop to have a complex system which will cover all the areas but the simple user interface so that any user can use the system easily.

• Use barcode system for the book. There for the customers wating time can be reduse.
• Keep a backup data of the users daily. In case of some thing happen to the system.
• Use camers in side the library. If some users doing damages to propety esily can identified.
• Create a Computer area for the users. To acess to the internet and to search the books.

Time and Cost Estimation

As we estimated the total program will take around 75 days to be developed. We are planning to finish the project within 72 days, but we kept 5 days extra incase of emergency.

As the book shop isn’t a company which is not gaining huge profits they wanted us to stick to a smaller budget. After our main analysis we decided to complete the project for 385,000 LKR.

Expected outcomes

By using automated system we hope to overcome these disadvantages of the manual system. In manual system all the things in the system have to do manually. So it causes to make lot of mistakes. Then using automated system we cam over come these things. Using automated system make this advantages to the system.

• Can keep full information about whole sellers who providing books and stationery items.

• In the manual system we have to keep information about whole sellers in books or some times that are not wrote some where and keep that in mind of the owner/manager. Then they forget or loosing papers, however they lost information about whole sale vendors.

  And other thing is all the vendors are not giving items at same prize. Some are cheaper than others. So buying cheep items can make more profit. With large number of whole sale vendors, it hard to compare and choose vendor to buy items for sale. In automated system it is easy because all the information of whole sale vendors is in one place and analyst it briefly.

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  Not only the price but also we have to care about quality of items. Other wise if our customers not satisfy with goods our sales will do down. So we have to care about quality also. In this system can keep history of whole sale vendors can we can build confidence about goods they give to us. And if we have recode of who is the vendor provide each item if we feel something wrong while selling that we can change or complain about that. From that we can keep confidence between us and costumers.

• Can keep information about stock.

• When selling items it must to have enough stocks. If it doesn’t has can’t continuing selling process. And if doesn’t have the item what customer want confidence between customer and shop will break. Then keeping stock details are the best way to avoid these disadvantages. And currently they are replacing lot of items once at a month. Then some are finished sooner some are not finish in that month, so that method is not very good. And it need more space for stock.

  By using a automated system it is easy to keep stock details. Manager can see easily what item is getting finish and he can replace it. Then space needed will be less. Keeping stock space less will allow the manager to add more stock when he needs according to the type of goods.

• Can keep reservations.

• If customer needs to reserve book it can reserve on the system then it can keep on stork till customer buy it. It helps to enhance confident of the customer. On the system it is vary easy to do it.

• Can keep information about customers.

• Customers are the main thin. Then keeping customers information is vary important. In manual system doesn’t have method to keep customers information. When give special gift or discount to customers it is vary use full.

• Help to observe sales.

Observing sales is useful to control businesses. Like controlling stocks, getting people to work, investing more for each item… etc.