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Systems Analysis and Feasability Report for a Local General Store.

Extracts from this essay...

Introduction

Systems Analysis and Feasability Report for a Local General Store. AQA ADVANCED VCE UNIT 5: Systems Analysis Introduction - The Current System A local shop, which sells primarily diesel and petrol, newspapers, magazines and confectionery to customers, has also been renting out videos as a video club might do. They do not, however, have members but videos are given to a customer that they may know or recognize. Videos come from one main supplier who sends the manager a list of available videos. When a video is added to stock, it is stamped with the shops name and address and a video number is added. A record of this new video is kept on a card along with the video's details, suppliers' details and when the video was purchased. This is then filed in a small filing cabinet according to video number, found on the card. A large logbook contains the name address and telephone number of a customer who has taken a video out along with the name and number of the video. Today's date is recorded at the top of each page to make it easier to retrace records. Past logbooks are all stored in a filing cabinet. The customer receives a date when the video must be returned, it may be returned before this date. When the video is returned, the entry for a rental is updated by adding the date of return and any penalty fine and whether or not the fine has been paid to the logbook. Another notebook records when a penalty has been incurred and not been paid on the return of the video. Any video cannot be rented out to the customer until they pay the fee. The fine is given according to how long the video has been overdue, and is increased every week after the letter is sent out. It can be difficult to find details of a rental in the logbook to update its return, particularly if the video is returned a number of days after it was taken out, as the sales assistant has to look back through past records.

Middle

Do you think a new system is necessary? Yes / No / Not Sure 5. Do you think the system would be better if it was to be computerized? Yes / No / Not Sure 6. Do you think having a membership number/card would be beneficial? Yes / No / Not Sure Customer Questionnaire 1. Are you happy with the current workings of taking out a video? Yes / No / Not Sure 2. Do you feel it takes up a lot of time to rent out a video? Yes / No / Not Sure 3. Do you feel uncomfortable when the sales assistant checks your name for fines? Yes / No / Not Sure 4. Do you think a new system is necessary? Yes / No / Not Sure 5. Do you think the system would be better if it was to be computerized? Yes / No / Not Sure 6. Do you think having a membership number/card would be beneficial? Yes / No / Not Sure Customer Questionnaire 1. Are you happy with the current workings of taking out a video? Yes / No / Not Sure 2. Do you feel it takes up a lot of time to rent out a video? Yes / No / Not Sure 3. Do you feel uncomfortable when the sales assistant checks your name for fines? Yes / No / Not Sure 4. Do you think a new system is necessary? Yes / No / Not Sure 5. Do you think the system would be better if it was to be computerized? Yes / No / Not Sure 6. Do you think having a membership number/card would be beneficial? Yes / No / Not Sure Customer Questionnaire Results Employee Questionnaire 1. Are you happy with the current system for renting videos? Yes / No 2. Do you find the system to be: Time consuming Awkward to use Inaccurate Effective 3.

Conclusion

It is therefore necessary that the sales assistant can accurately decipher if a customer has a fine or is known to the business in a little time as possible. This can be achieved through using a computerized system as such information is all held together in one database. With records being held on computer, the risk of lost/misplaced records is greatly reduced and records can be backed up. The system could also reduce the possibility of inaccuracy as input data can be validated and verified. It would also be easier to keep track of videos when details are stored on computer as the video number corresponds directly to the customer who last took the video. If the system is computerized, it will reduce the amount of paper used, make it easier to find records and make it easier to record and implement fines. Customers should be given a membership card detailing a membership number, this would make it easy for shop assistants to tell if a person can be given a video. If such a membership card had a bar code, which the sales assistant could scan using OMR (Optical Mark Reader), it would save time and avoid inaccuracy in keying the number into the computer. If the system is automated, the system will be greatly improved. Level 0 DFD - Context Diagram This diagram gives an indication of the links between each entity in the system. The Customer is linked to the Sales Assistant through the giving of details, requests for videos, fines imposed and video information. The sales assistant is linked to the manager through passing on requests for new videos and giving records of customers with late returns. The manager gives the sales assistant new videos after their details have been noted so that he/she can put the videos on display. The manager and supplier are linked in the supplier sending out lists of available videos and invoices and the manager sends orders and payment back to the supplier. ?? ?? ?? ?? 1 5 7 Patricia Mc Ardle 8 Patricia Mc Ardle 21 28

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