Rais Hassan Saadi Management System - Term Paper Example

COLLEGE OF BUSINESS AND ECONOMICS DEPARTMENT OF ACCOUNTING & INFORMATION SYSTEMS MIST 440: APPLICATION DEVELOPMENT SUPERVISOR: DR. HABIB ULLAH KHAN DATE: 10th December 2016 Submitted in partial fulfilment of the requirements for the degree of Bachelor of Science in Computer Science ABSTRACT The current management functions in Rais Hassan Saadi (RHS) including management of staff, tracking of and financial control are paper based and are done manually. Staff registration, records capturing and entries, and reports generations are all manual. It takes as well a toll on the resources as it consumes a lot of space to store files. The development of the proposed management system makes all these operations more effective and the tasks to be more efficient. The system takes the burden from the employee of the company and does much of the work with ease. Some of the things it can help in are: efficient sales data handling, staff registration, financial records entries, and reports generation. DECLARATION I hereby declare that the project work entitled “RAIS HASSAN SAADI (RHS) MANAGEMENT SYSTEM” submitted to the University, is a record of an original work done by me under the guidance of My Supervisor. STUDENT: (NAME) Signature …………………………………… Date …………………………………… SUPERVISOR: (SUPERVISOR NAME) Signature …………………………………… Date …………………………………… TABLE OF CONTENTS ABSTRACT i DECLARATION ii TABLE OF CONTENTS iii LIST OF FIGURES iv LIST OF TABLES iv LIST OF ABBREVIATIONS v 1.1INTRODUCTION 1 1.2PROBLEM STATEMENT 1 1.3PROJECT JUSTIFICATION 1 1.4SCOPE 2 1.5PROJECT OBJECTIVES 2 1.6SYSTEM OBJECTIVES- 2 METHODOLOGY 2 3.1Waterfall Methodology 2 3.2 Requirements Elicitation Techniques 3 3.3Development Tools 4 3.3.1Software tools 4 3.3.2HARDWARE TOOLS 4 3.4 PROJECT TIME SCHEDULE 5 3.5 PROJECT GANTT CHART 5 3.6 PROJECT BUDGET 6 SYSTEM ANALYSIS AND REQUIREMENTS MODELLING 7 4.1. INTRODUCTION 7 4.2. Data Collection Techniques 7 4.4. Analysis objectives 8 4.6. SYSTEM DESCRIPTION OF PROPOSED SYSTEM 9 REQUIREMENTS OF THE PROPOSED SYSTEM 9 4.7.2. NON-FUNCTIONAL REQUIREMENT. 10 LIST OF FIGURES Figure 1: Context Diagram of the proposed system 11 Figure 2: DFD Level 0 of the proposed system 12 LIST OF TABLES Table 1: Project Schedule Table 5 Table 2: Project Gantt chart 5 Table 3: Project Budget 6 LIST OF ABBREVIATIONS RHS: Rais Hassan Saadi ISO: International Standards organization ICT: Information Communication Technology OO: Object Oriented LAN: Local Area Network GPA: Graded Points Aggregate IT: Information Technology 1.1 INTRODUCTION The operations at RHS are still carried out manually. Records of staff, sales, and orders, products, and financials controls are still kept in files. All these information constitutes voluminous files of data being stored. The current manual management tasks of ensuring all tasks are completed in time, staffing, logistics, finances, and other functions are so tiring and time consuming. The operations of orders entries, staff registration, and reports generations also involve a lot of time and staff. In addition, given that the process of allocating, tracing, updating and deleting records are done by the staff, the possibility of making clerical errors are high. The developed system is a step towards keeping abreast with the firm management issues advancing to improve the management tasks within RHS and the industry at large 1.2 PROBLEM STATEMENT The current management functions at firm including management of staff, products, orders, sales, and financials records data are still paper based and are done manually. It takes a lot of time for firm staff to keep track of these crucial records. It also takes a toll on the resources as it consumes many hours to record, analyse, and retrieve. The project sought to make all these operations more effective and the tasks to be more efficient. The developed system achieves these by keeping a tab on staff and product as well as the sales and financial controls up-to-date and to receive reports being done. 1.3 PROJECT JUSTIFICATION In running the Company especially in tracking the orders and products by a firm, there are many tedious tasks which are an important part of the management. The current manual management tasks of ensuring all tasks are completed in time, staffing, logistics, finances, and other functions are so tiring and time consuming. The operations of products entries, sales analysis, tracking orders, and analysing financials and reports generations also involve a lot of time and staff. The developed system makes the work of the administrator, staff, and customer more effective and all the tasks can be done efficiently. The system takes in the burden from the staff and does much of the work with ease. The system can also help the management in the projection of the sales and financial controls. 1.4 SCOPE The proposed system will include the following vital modules: staff registration, product entries, order capturing entries, order tracking, sales module, financial projections and reports generations. 1.5 PROJECT OBJECTIVES The project had the following objectives: a. Investigate the current system against the company’s requirements needs. b. Automate the products module. c. Automate the staff registration module. d. Automate the sales module. e. Automate the order module. f. Automate the order tracking module g. Capture- records of all the details of staff members. 1.6 SYSTEM OBJECTIVES- a. Register staff information. b. Keep track of products and sales c. Automate the order tracking module. d. Keep records of all the details of staff members. METHODOLOGY 3.1 Waterfall Methodology The waterfall model, a sequential development process that involves the phases of requirements analysis, design, implementation, testing (validation), integration, and maintenance, were used to develop and test the system. The various phases of this model may overlap each other. The waterfall methodology was preferred as it lays emphasis on planning, time schedules, target dates, budgets, and implementation of an entire system at one time. A brief description of the various phases is as follows: 1. Requirements analysis: The process of studying and analyzing the customers and user needs to arrive at a definition of the system requirements. 2. Design: Involves developing the logical system, which is establishing inputs and outputs from the system, processes, structure of the files, security and back-up concerns, and systems testing and implementation planning. 3. Implementation: The actual translation of the system design (logical system) into a working system. Key function is programming of the system. 4. Testing: Involves testing the system to ensure it successfully performs the tasks in the business environment. 5. Maintenance: This is a stage that runs throughout the lifecycle of the project or the system. It involves the continuous assessment of the system functionality and addressing the drifts where necessary. 3.2 Requirements Elicitation Techniques 3.2.1 Interviews This involved visiting the firm to talk to the management and staff about the operations of the company and how they went about their day to day work. 3.2.2 Observation This involved personally visiting the company’s site and watching the staff, and management performing their daily tasks. 3.2.3 Literature Review This involved reading a lot of literature about the development of similar systems and their operations. 3.3 Development Tools 3.3.1 Software tools Operating System Microsoft Windows and Linux Development Platforms a. Netbeans 6.9.1, Programming Languages a. PHP: A language for coding the browser interpreted programs b. SQL: Standard Query Language. A language that is used to manipulate the data in the database. c. MySQL: A program that can store large amounts of information in an organized manner that is easily accessible through scripting languages like PHP. 3.3.2 HARDWARE TOOLS a. Intel Pentium 4 computer or later version. b. Flash disk for transferring information. c. Hp LaserJet printer for printing reports 3.4 PROJECT TIME SCHEDULE Table 1: Project Schedule Table Activity Duration Problem statement 7 days Project Proposal 17 days Requirements gathering 21 days Requirements Analysis 14 days System Design 10 days System Coding 21 days System Testing 14 Days System Demonstration 1 Day User Manual/Documentation Through out 3.5 PROJECT GANTT CHART Table 2: Project Gantt chart 2016 2017 NOV NOV-DEC DEC DEC DEC-JAN JAN JAN JAN TASK DESCRIPTION 19th-26th 26th-10th 10th-17th 17th-25th 25th- 3rd 4TH-10TH 11-15TH 16-20TH 21st Problem statement   Project proposal   Requirements gathering   Requirements analysis System design Coding Testing User manual System demonstration System Documentation       3.6 PROJECT BUDGET Table 3: Project Budget ITEM COST(KShs) Internet / Research 10,000 Printing and Photocopy 15,500 Travelling 5,500 Flash disk 1,300 Computer 70,000 Stationary 7,000 Miscellaneous Expenses 10,000 Software 50,000 Total 170,300 SYSTEM ANALYSIS AND REQUIREMENTS MODELLING 4.1. INTRODUCTION The analysis was done to investigate the current manual system and its shortcomings. It was done through a combination of interviewing staff and students, observations, Literature Review and Research on existing documentation Information that were used in coming up with the system. What expected users of the system do? Requirements for the new system. If staff supported development of this system. The user needs, in terms of the system requirement. 4.2. Data Collection Techniques The following methods were used for the data collection; 4.2.1. Interviews Both the staff and the students of Tenwek High School were interviewed on different matters and the flow of the activities in the school and gave their views on the current system used. INTERVIEW QUESTIONS 1. How do you collect and record information from different staff? 2. What kind of information do you collect and keep in the Company in regards the products they are selling? 3. What method(s) of recording do you use and challenge you get when and after recording? 4. Is there a central file for all resources within the firm? 5. What challenges do you face while reporting on proposed project? 4.2.2. Observation Observations were made on the current system on how activities run in the company and how each and every responsibility of the staffs in use-computer system and their documentation. 4.2.3. Literature Review and Research Most of information was collected through reading and viewing other peoples’ work on information management system, thus got a clear design of the system and user requirement. 4.3. System description of the current system The system that they have in place for storing their data is distributed in different departments. The other offices have the same data in heaps of files (paper). This is not readily accessible for view to the staff, and any other interested party. It is also hectic to keep track of the products that are still in the store and the ones that have been sold to the client. 4.4. Analysis objectives The aim of carrying out the analysis was; 1. To find out if there is a system set in place similar to the proposed one. 2. To investigate the current system being used (the information in the system). 3. To identify problems with the current system. 4. To find out if the companies needs the system. 5. To find out if the system will be of help to the staff, customers and the suppliers of the company. 6. To get material and information needed for the proposed project. 4.5. Problem with the current system in place Information entries, processing and retrieval especially sales and products is a key problem. The staff information is hard to be followed in different. Staffs’ information on their particulars and the assigned duties or roles that they are handling in regards the processing of customer’s orders is another key issue. The current System has a lot of paper work involved in the processing of products orders and keeping track of the sales. The integrity of the manual financial calculation process is questionable and more prone to human errors. 4.6. SYSTEM DESCRIPTION OF PROPOSED SYSTEM In running the firm, there are many tedious tasks which are an important part of the management. The current manual management tasks of ensuring all tasks are completed in time, staffing, logistics, and other functions are so tiring and time consuming. The operations of products entries, sales, and orders tracking, sales analysis, financial tracking and reports generations also involve a lot of time and staff. The developed web-based system therefore makes the work of the administrator, staff, and customer more effective and all the tasks can be done efficiently. The system takes in the burden from the staff and does much of the work with ease. Some of the things it can help in are: product registration, sales entries, order placement, order tracking, and reports generation. In conclusion the developed system was aimed at remedying the current problems encountered at RHS. These problems might arise during staff registration, product registration process, and sales as well as the financial controls issues. These contribute to the efficiency of firm management, accountability and faster process. REQUIREMENTS OF THE PROPOSED SYSTEM 4.7.1. FUNCTIONAL REQUIREMENTS. The following are requirements that the system needs to perform: Outputs List of all users that can use the system List of all the staff in the company. Show the list of items/products that are currently in stock and their number Show a list of the current orders and their status Generation of sales reports. Generate financial reports Generate staff reports. Inputs The system should: a. Enable users to login. b. The system will offer product entries and processing. c. The system will offer sales entries and processing. d. Allow registration of new staff. e. Be able to facilitate the registration of new customers and suppliers Processing Adding new user Adding new staff Generating report. 4.7.2. NON-FUNCTIONAL REQUIREMENT. Security a. Any user who uses the system shall have a user name and password with some privileges. b. Administrators shall be able to view and modify all information in the system. Performance Requirements a. The user-interface screen shall respond within 7 seconds. b. The systems must conform to the Microsoft Accessibility guidelines. c. The system shall be available all the time. d. The system shall be reliable all the time Context Diagram of Proposed System Figure 1: Context Diagram of the proposed system Data Flow Diagram (level 0) of Proposed System Figure 2: DFD Level 0 of the proposed system Data Flow Diagram (level 1) of Proposed System Diagram 1 Figure 8: DFD Level 1 (Diagram 1) Entity Relationship Diagram (ERD) of Proposed System Figure 10: Entity Relationship Diagram of the proposed system Relational Schema 1. Staff_ Staff_id (PK), staff_name, contact_no, email, designation, dept 2. Customers Customer_id (PK), customner_name, customer_email, phone_no, country, city, physical_address 3. Products Product_id (PK), product_name, quantity 4. Freight_Transportation Freight_id (PK), freight_type, center_id (FK), freight_destination, staff_id 5. Centers Center_id (PK), center_name, address 6. Freight_tracking---Used by customer Track_id (PK), staff_id (FK), request_id (FK) 7. Request Request_id (PK), product_id(FK), customer_id(FK), request_date Conclusion The Qatar’s DHL logistic Company in which it is formally known as RHS and which its operations are still carried out manually. Records of staff, sales, and orders, products, and financials controls are still kept in files. The operations of products entries, sales analysis, tracking orders, and analysing financials and reports generations also involve a lot of time and staff. This means that the developed system makes the work of the administrator, staff, and customer more effective and all the tasks can be done efficiently. The system takes in the burden from the staff and does much of the work with ease. The system can also help the management in the projection of the sales and financial controls. References Bjørner, D. (2006). Software engineering (1st ed.). Berlin: Springer-Verlag. Dasso, A. & Funes, A. (2007). Verification, validation and testing in software engineering (1st ed.). Hershey, PA: Idea Group Pub. How to write a software requirements specification | MicroTools Inc. (2016). Microtoolsinc.com. http://www.microtoolsinc.com/Howsrs.php Read More