Converting a Formerly Paper Based System to Excel

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Converting a Formerly Paper Based System to Excel

BRIEF

Design a system using Microsoft excel, on which a small business can run, which is presently paper based. The system should simplify the day to day running of the business and be relatively easy to use. A simple set of instructions must be supplied for the user and a set of detailed instructions in case the system needs to be upgraded.

SITUATION

The small business I have chosen is a Bagel Bar in Romford (Essex). My Aunt, Mrs Helen Hardy, owns the bar. She has agreed to supply me with any information to help in my project, and give interviews to determine what she wants from the system.

INTRODUCTION (Background)

Just Bagels is a Bagel bar in Romford (Essex). The bar aside from selling Bagels sells soft drinks, crisps and other snack food and refreshments. It is a small, yet thriving business and has two methods of selling its commodities.

. Via customers entering the bar and purchasing over the counter.

2. There is an ordering service, whereby offices can make large orders for their buildings, to be delivered or collected.

Just Bagels is in a prime situation, in central Romford, next door to 'Hollywood's' nightclub. The bar picks up a lot of business from the club, as it is open when the club closes on Friday and Saturday night.

Just Bagels receives roughly 8 large orders each day, and has 6 employees, who are each paid fortnightly, when they are also given their timetables for the following fortnight.

CURRENT SYSTEM (and the problems within it)

The owner of the bar (Mrs Helen Hardy) was interviewed so that I could establish, exactly how the current system works, and the problems with it. Overall the current system is organised very simply, and paper based. In the interview we discussed the different aspects of the system that Mrs Hardy wanted changed, or left the same. We covered the following aspects.
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* Orders

Orders are taken by phone and written by hand, the order forms are then used as receipts. This process eliminates the chance of recapturing lost business from one off orders or when regular orders stop. Mrs Hardy wants the method of taking orders to become computerised, so that with a few clicks the orders are filled out and can be printed, to be used as receipts. However she would like the system to store any businesses that take orders so that she can chase up lost business with flyers and/or promotions.

* Stocktaking
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