Other areas that could be investigated with a view to automating at a later stage include all financial functions (payroll, rent, VAT, Profit and loss, depreciation etc), Promotional activities such as leaflet and poster production, staff rota and time booking system, calendar of events and new video releases, internal communications (with the expansion into new branches).
The Current Process
The business of the video shop can be broken down into a number of activities
3. 1 Membership Details
Add a new member
When a new customer comes into the shop and asks to become a member, the assistant asks the customer to complete a membership form. The assistant checks the form and then asks the customer for two forms of identification, which show their correct address. They make a notes of the documents on the form.
If every thing is ok, the assistant refers to the Membership ID list, selects the next free ID and assigns it to the customer and writes it on to the customer form. The assistant then hand writes a membership card for the customer, asks the customer to sign it, laminates it and returns it to the customer.
The form is then filed in the members file in surname order. The customer name is written on the membership ID list against the ID number.
Alter a member’s details
If a customer comes in and says that they have moved or changed their name, the assistant firstly asks for proof of identity and to see some proof that this change has in fact taken place. The assistant then retrieves the form from the membership file and using tipp-ex corrects the information on file. If the customers name has changed, the assistant also has to update the Membership Id list with the new name.
Remove a member
If for any reason a membership is cancelled, then the entry on the membership ID list has cancelled written next to it and the form is removed from the current members file and replaced in the leavers’ folder.
3.2 Supplier Details
Add a new supplier
Alter a supply’s details
Remove a supplier
3.3 Video details
Add a new Video
Alter a video’s details
Remove a video
EDI – Information on video titles could be automatically added to the database if the supplier can send an electronic list of titles available.
3.4 Video Copies
Create new copies
Remove copies
3.5 Borrow a video
Check it is a valid ID
Take ticket from video, write user ID and date on it, put it in the ‘on loan’ file.
3.6 Return a video
Find video ticket in the on loan file.
Check the date it was due back.
Calculate any fine owing and charge the customer.
Potential Improvements
The improvements, which are made by the new system compared to the old system.
4. 1 Membership Details
Staff input the customer’s data into the database and the customer’s details can be inputted into the system much quicker, otherwise you could redesign the membership form so it matches the form on your database, however this process takes longer to do.
The membership ID numbers are automatically inputted by an auto number process, which is done by the database, which saves having to look up the last members ID so you know what the new members ID is. And the memberships Id are unique to every member.
4.2 Supplier Details
Supplier details can be added, edited, updated or deleted from the database very easily.
4.3 Video details
Details on Videos can be changed, added, or deleted depending on whether videos are coming in, going out or being changed. All videos have an ISBN number, which is different for different video titles. Also every video would have a different Video ID number. All this information can be inputted into the system via a simple form. Auto Number will set up Video ID numbers automatically.
4.4 Video Copies
Copies of videos would have the same ISBN number but a different Video Id number so each video can be separately tracked even if there is multiple copies of one video.
4.5 Borrow a video
Borrowing a video can recorded in a matter of seconds, a loan form will be set up which lets you pick the member ID, video ID, ISBN number and Date taken out and Date given back. This is all the information that needs to be taken and it will be recorded (which will be given a certain time after video was taken out).
4.6 Return a video
When videos are returned the return date will be filled out in a Loan Form. This will tell the system that the video is back. If the video doesn’t come back within a certain time an additional bill will be given to the member which will increase depending on the time over due.
Management Information
This would include such information as the Top 10 most popular videos and least popular videos, which could be sold if least popular or have more bought if they are very popular. Also over due information would be for the manager to deal with. Along with members that have been inactive for a certain amount of time etc. The members those are overdue so to sort out the fines. To find out which video is earning the most and the video that is least loved by the members.
Areas of responsibility
The video shop manager has the sole responsibility of approving and funding this project.
If this project is to be taken any further, it becomes the responsibility of the project manager develop a plan of work , to track progress against the plan of work and to finish to time and budget. The project manager will also be responsible for the procurements of necessary hardware and software and to ensure that the necessary training provisions are made.
It is the responsibility of the analyst to investigate the process thoroughly and use all means open to them to ensure that they have a complete and accurate assessment of the requirements.
It is the responsibility of the shop manager to ensure that his staff are aware of this project and co-operate fully with the investigation team. The manager should also keep the investigation team fully briefed on any developments on the expansion project in case they have any effect upon the project.
Risks / constraints
The business is currently undergoing expansion, which may result in the business process or scale of the operation being affected.
There is currently no network in the building. A different team will install the network. This team report to another manager and so they are largely outside of our control.
The equipment is currently on order but a potential problem could be a delay on delivery.
The staff are not trained in the use of computers.
The formats of data from the different suppliers may not be the same. It may be that an interface has to be written for each supplier. Also if the suppliers change their output for any reason, the interface will need to be modified.
Cost / Benefit Analysis
How long would it take to regain the Money that was spent in improving your database, and how long before you are gaining the profit of installing all the new hard ware, software etc. If the Costs take to long then the changes might not happen but if the costs is regained very quickly then it may be the right move. The major cost involved in this project is the acquisition of appropriate hardware and software. The expected pay back period for the investments in equipment is expected to be 2 years.
Recommendations
What you would need to run the new system such as a Network, Database, Computers and other Hardware, along with Software etc. introduction to the system so the staff Also the staff would need training to able to work in Microsoft programs. And there should be a back up system to protect the work so if something were going to happen that the staffs have a back up copy to use.
