1.3 DESCRIPTION OF EXISTING SOLUTION
The cashiers write down all of the day’s proceeds in a big book. All the staff members can access this because it’s necessary for them to write down their names when they arrive for their shifts. The receipts are simply thrown into cabinets and not properly stored and recorded. When the owner saw that this method is not properly functioning he decided that he should personally call every day after the bakery is closed and be told all of the days proceeds. He then records them secretly. The owner’s wife then checks all this data in the book every 6 months if the written data is realistic she approves them. If not she then takes the money that is short from the managers and cashiers salaries. That’s the way the data is processed and corrected but this method only applies for when money is missing and not stock.
EVALUATION OF EXISTING SOLUTION (1.4)
The existing solution is not that effective. When the owner calling does not prevent the staff members from stealing it only makes them cover their tracks, (destroy the invoices received for stock and not to write about them in the volume). The checking of the information by the owner’s wife only concentrates on the theft of money by the cashiers and the manager. The cabinets are quite ineffective because all have access to it. Malicious employees can gain unauthorized to the receipts, or the staff members can enable theft by making some of the receipts disappear.
DESCRIPTION OF OTHER POSSIBLE SOLUTIONS (1.5)
The bakery may upgrade is manual system. First thing they should do is use one book to keep all the records for the year in one book. This will help because finding records will be easier when their all located in one place. Locks maybe installed on the cabinets and the key given to the head cashier. This will help because it will prevent unauthorized personnel from accessing the record book and the receipts. The head cashier should be the only allowed to use the record book. This will help because there will be only one person who is responsible for the records thus reducing any theft.
My solution, the bakery should be computerized. All the receipts and invoices will be entered using a scanner. All the records will be entered with a standard keyboard. The computer will be secured using physical means and a password will be entered on the computer. The key and password will be known and possessed by the cashiers only. Using the Internet the owner will be able to see all the records for the day and send any queries back to the cashier via email.
EVALUATION OF OTHER POSSIBLE SOLUTIONS (1.6)
Upgrading the manual system
Computerizing the bakery
2.1 Plan
2.2 Method of solution
I have used Microsoft access to create a database. In the database I have included a couple of tables to enable the safe storage of data. An example is the supplier’s table that has all the necessary details of the suppliers, and how they can be contacted. The staff members shall have access to accurate information, which has not been tempered. They shall take little time to access the table on the computer. The computer shall have a password that only allows authorized personnel to enter. The information shall never be lost.
2.3 Hardware requirements
2.4 Software requirements
3.1 Test strategy
-I intend to test that all the relationships are functioning properly
-I shall test that all the data I have entered is correct (abnormal data and extreme)
-I shall also test that it notifies the user if the entered wrong information
3.2 Test results
- All the relationships are working exceptionally (this will help the user not to encounter any problems whilst using the system)
- There are no errors on the data that I have already entered (the user needs the correct information in order to work fast, smart and effortlessly)
- It does notify the user when the data is of the wrong type (this will make processing easier)
Extreme data
Abnormal data
4.1 Technical documentation
-Relationships are made to reduce errors that may occur whilst data is transferred. There are only two. All that the user has to do is open the relationships page and they shall be able to do, as they like.
-Tables, to improve the tables all that needs to be done is the user to go the design page. Click on the appropriate field all the setting s shall be displayed.
Note the validation rules and texts.
-Forms and Reports have also been created. To alter them all the user has to do is go to the design page and they shall be able to alter the form or the report.
4.2 User documentation
To use this system the user needs certain hardware and software
- Hardware
- CPU, Monitor, Keyboard, Mouse and a printer.
- Software
- Windows xp/me/2000
The user shall be provided with a CD that has the database in it.
The user should open the CD and store the database on the computer.
The user should load access
The user should open the file
The user shall see a list of tables that are accessible, and then enter the appropriate one
How to enter data
The user will have to use the keyboard
It’s important that the user proofreads the data entered
How to process and output
The user is only required to enter data, when the accountant arrives after six months the user should print all the tables that are needed by the accountant to do their job.
How to prevent problems
The user must not delete anything except the data that they enter that’s incorrect.
5.1 Evaluation
The database has all the needs that are mentioned in the objectives. Firstly it has provides a secure place to store data, because it cannot be lost. Secondly the database can only be accessed by the necessary personnel, there is a password that has been installed. Another advantage is that it prevents wrong data such as extreme data from being entered. It also has information to enable easy reordering, the correct details of suppliers and a table for how much stock is present. Employee records are also available this feature is for the accountants use only. The database will also collect daily sales that shall all be given to the accountant without it being changed by any other malicious employee.
Future improvements/developments
The system can be further improved by enabling automatic reordering via the Internet. The system in future can utilize a barcode reader to enter the stock into the database. The database can calculate how much money must be accumulated from the amount of stock bought. The system maybe enabled to operate all the cooking equipment, e.g. if connected to the oven it will have a set time of how long bread should be cooked at what temperature it should cook the bread at. When the workers turn up for their shifts they may use smart card and the computer will record what time they came in and went out all they have to do is swipe.
