- Time inefficiency
- Security
These are the two main problems, which hamper the system, and make it the job of an employee, even harder than it already is. They need a system, which is secure, and quick. A computerised system, is the best way, it provides varying levels of security, and is the quickest method of communication on this planet (e-mail). As is mentioned in the last section, the employees are based around a rota system. This is very complicated, due to the fact if someone is ill or away, then the system has gone horribly wrong.
Current Resources:
The current resources of the system right now, is just files and paper etc. they have not got one electronic piece of equipment, which is part of the system, except a calculator. The manual system is a cost inefficient one. The resource, they should use, is a computerised one.
A computer of the following specs will be ascertained by the business.
Windows XP Professional (due to its added security and encryption)
Pentium III 700 mhz (Do not need a fast computer)
20 GB hard drive (storage for files)
128 mb ram (for fast use, with many programs)
32x CD-ROM drive
31/2 inch floppy (to store files on an external disk) (could use a zip drive for large backing up)
16 mb graphics card.
56k modem (to send e-mail, order stock etc.)
MS Office 2000 (used to create letters, publications etc.)
These resources will need a small cash injection, to get them up and running. The price of all this, would be under a thousand pounds.
Security Analysis:
There is not much security present in the business, apart from CCTV cameras, which will not prevent a robbery, but may bring the robber to justice. The business needs a security system put in place, which will keep money and important documents, safe, away from criminals. The password protection system on a computer will stop criminals stealing important documents which you do not want them to see or take. If you want to protect yourself from internet criminals (hackers) then a 128 bit encryption service, may be used on the operating system mentioned.
There can also be a password, put on the till, so to protect the money in the cash register, from criminals. The CCTV tapes can provide evidence a court of law, so this feature is handy. Also, all files can be backed to floppy disks/zip drive, in case of a fire.
Timescale Issues:
Taking into account, all the equipment which has to be set up, it would take 8-10 weeks, to get training, and all the system, set up to the needs of the manager.
Feasibility Study:
Economical Feasibility:
The resource in the shop is manual. To improve the System, the computerised system will be introduced. Due to the computers in-expense, as the computer is cheaper than £1,000, the transition from manual, to computerised will be a fairly cheap one. There will not be any need to buy extra software, as the system comes with MS Office 2000, and there is no need to get Office XP, as Office 2000 will provide adequate needs for the business.
There will be no need to buy extra hardware, as the hardware supplied is enough, for the task at hand. Depending on extra investment, the system may be upgraded when necessary to. It is also very important to get insurance with computer, just in case anything is to go drastically wrong.
Technical Feasibility:
Some of the staff working at the shop, do know how to use the basic components of a computer, and could adjust to the system no problem. But three out of five employees, are not confident with a computer at all, and will just need an experienced person to guide them. The two, who now how to use the computers, are experienced enough, to teach them and therefore, there is no need to train them.
They will be introduced to a word processing package, and then the internet. These are the two main things, which the business will use, but it will also use databases, spreadsheets etc.
Social Feasibility:
There is no need to employ extra staff, due to the experienced workers, within the business, but there are many implications of a computer, largely from the internet. Each time you log onto the internet (via 56k), your computer will “broadcast” an IP address, which will change each time you log on. This is unique, and does protect your computer from varying levels of attack, but there are still many threats till present.
Hackers, can hack your computer, and steal/delete, your files, so an Internet Firewall, would be very handy, as this warns when you computer is being attacked, and prevents it. Another good product to buy an antivirus program, which will protect your computer from viruses and worms, therefore presenting no problem to hardware, or software and keeping your computer safe.
Viruses or worms, attack your system, without you knowing it. When a file is opened, the virus is set loose, and it damages all your system files and/or security files. It can also totally wreck your operating system, but a computer can be restored with a restore disk. Worms, on the other hand, attack your hardware, and this is irreversible, so protecting yourself from worms is very important.
Data Flow Diagram:
NO
YES
NO YES
This is the system as it is now. With all the improvements shown above, the system will be shorter and less time consuming.
The input is selling the stock to the customer. This is the main objective. At the end of the day, the stock is manually counted, and if anything is in low supply, they buy some more of it. This is, as you can imagine, a very slow and tedious part of the jib, and a computerised solution, proposed above, can speed this up monumentally.
Possible Solutions:
Solution 1:
The solution which is not really an option is to improve the manual system. This would mean hiring more men to help do the menial jobs i.e. counting stock. This option is a costly one, and is not an option for the newsagent.
Solution 2:
Solution 2 is to part computerise the system i.e. leave the manual system, in places where it works quite well. This part computerised solution would not work well with a part manual system as they would not gel, and be used as one. This is an option if the budget is a very low one.
Solution 3:
Solution 3 is to buy software i.e. MS Office 2002 and install it on the computerised system. This is a very practical solution and a cheap one as well.
Solution 4:
This is a very costly solution. You can hire a programmer, and make him design a program, which is designed to your exact needs. This is a very helpful way of going about your business, but to hire a programmer would cost thousands in an overall price. This is not really a solution.
I believe solution 3 is the best, as it is practical, and the system proposed, comes with one, so there is no extra cost.
I have also advised the business to use a database, rather than a spreadsheet, as a database can store data in order, can be used for mail merging, and will help the computer split up their stock into different types. They may want to use the spreadsheet for automatic calculations.
The solution I have proposed has made my uncle very excited about altering his business. The changes that are proposed, are very good and practical ones, and at a cost to match.
