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ICT Spreadsheet System

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Introduction about the organisation The business I have selected is a grocery shop called A S Toor. At present they operate in a paper-based system. The owner of the grocery would like to have a system whereby he can have computerised ordering system and stock control. This will help the owner of the shop to be more organised and keep track of when and how many products are sold. Also, how many customers are attending the shop and what time of day the business is doing well in. This will replace the old paper-based method. This will make it more efficient and therefore will have fewer errors. Finally, making the business aware when stock needs replenishing I will investigate the possibility of customising standard application software before the implementation of the system. The current system The current system is paper based. The stock details and deliveries are listed on a piece of document. This is long and strenuous procedure and could lead to mistakes. As it is a paper based system, this means the information on it can be easy lost of altered. To order replacement stock, the owner places bulk orders over the phone with a number of suppliers. The supplier's details are kept on piece of document. When stock arrives, the suppliers send an invoice, which the owner keeps in a filing cabinet. The invoices are separated into different copies. A copy is made for the owner and one for the supplier. This makes it even more complicated and is more of a manual procedure. There are part-time workers, which stock the shelves with the new stock. The people involved The people involved are the main proprietors who run the organisation. They keep all tracks of the businesses going on; how much stock is needed is done manually and can lead to errors. This is because they might run out of stock and there might be customer needing the product. ...read more.


As it is a computer based system - this would be safer for storage. This is because it can't be damaged, if it is, and then there will be a back up with no cost at all. Sheet Name Process Skill Below is a list of skills that I will learn and going to have to learn during the project. Spreadsheet Application * the 'IF' statement * lookup tables * sorting data out * general sorting * linking worksheets * produce graphs and formulas * naming of cells * Validation * The use of macros 7. Similarities/Differences in Old and Proposed Systems The major similarity is that they have the same data to be inputted. The shop has the same stock and items that they sell. They will be on different formats, where it is proposed in the new system. * Similarities o Same Input Data o Same figures o Items o Prices of Stock * Differences o The data will be stored digitally o The information can be encrypted o Up-to-date stock listing o Instant cash turnover by sales reporting 8. General System Objectives * The new system should user friendly, easy to use interface. Making inputting easy by touch-screen, but can have optional keyboard. * The proposed system should be automated as possible, without any intrusion. * The should not crash and be reliable for its purpose * Finally, the system should secure, not to have unauthorised access to gain personal details and other information. * To Have 100% accuracy in calculations 7.1 Quantitative Indicator * The system should keep over 40 items and 3 suppliers. * The level of stock available or needed should be identified immediately, upon request. * ????? * ???? 7.2 Qualitative Indicator * The proposed system should calculate current stock levels, after sales. * The system should be clear and easy to view. * The new system should have accurate figures, regarding cash registers. ...read more.


It will defiantly make their business much more efficient and professional looking. It will provide fast and easier transactions. Performance indicators o The system should be able to store at least 40 items of stock. - The system does store more than 40 items. o The system should allow the user to input details of customer in 2 minutes maximum, (it currently takes 5 minutes in the paper based system). - The system allows the first time user to enter customer details less than 1 minute. This is better than the previous set indicators set earlier in the project. o The system should be able to cope with 46 customer details. - The system deals with at least 46 customers and it has been very successful. User Documentation CONTENTS 1. Before you install 2. Getting Started 3. General Features 4. Navigation 5. How to do Transactions (Step-by-Step Instructions) 1. This section displays the hardware requirements when using the program. The faster the processor and/or extra memory may increase the performance. Windows Operating system Windows 98 Second Edition Windows Millennium Edition Windows NT 4.0 Windows 2000 Windows XP Processor Pentium 233 MHz (or faster) RAM 64 MB Free hard disk space 26 MB Macintosh Operating system Mac OS X (10.1 or later preferred) Processor PowerPC processor 266 MHz (or faster) RAM 64 MB Free hard disk space 36 MB Additional QuickTime 2. * In order to use the program you will need the MS office package, more specifically MS Excel. Once the package is installed on your computer, you can access the program. * Click on the icon ASTMS * It will load and start on the Main Menu. 3. This package is excellent for making your business much more profession and makes you more money, quicker. This is the complete package from stock management to printing a receipt for a customer. It is very user friendly. This will carry out all the account in the business. 4. 5. Step-by-Step Instructions 5. Continued ?? ?? ?? ?? Outline portfolio - incomplete but can be looked at as Exemplar 1 ...read more.

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