I am now going to write up for the managers although during the interview I may want to change and add questions due to the clients answer, and some questions may change depending on the client.
The Interview
1.Q: What are views on the current system?
1.A: I think that the current system which is being used is not effective enough in the business. It is not an easy way to keep track of information, it takes along time to organise information and is not acceptable for the business as it slows down processes, is not secure and information can go missing easily.
2.Q: What do you feel are the weaknesses of the system?
2.A: The current system which is all paper and file based has various different weaknesses. For starters it takes a long time to find the right files and transfer the necessary information onto a purchase receipt. Another problem is that all the workers have access to these files which are stored in an office room which means the room needs to be locked and some of the employees may be careless which can result in theft of customer information which means this information can be used illegally for other companies. The current system we have adopted is slow, insecure and difficult to use in various situations.
3.Q: What are the systems strengths?
3.A: Although there are many problems there are still some strengths opposed to other systems. The system we are using is now a formality for all employees so we know how to deal with the system and its problems. Another strength is that the system is paper based which means no training is needed to know how to use the system and it is protected from viruses like a computer system. Another large strength is that the system is cheap unlike a new system which may cost a lot of money.
4.Q: Can you give an example of a fault of the system when you are using it in a certain situation? e.g. Loss of information of a customer when needed for purchase information. If there have been no problems state why you think this.
4.A: There have been many times when I have encountered a fault in the current system. Many times a customer has left the shop as it takes too long to recover all information about that customer. It has also been the case that I have had to remake copies of the member’s information as it sometimes gets lost. This is very frustrating for both the employees and the member.
5.Q: What do you use to file customer and car information?
5.A: All of the information about customers, cars and other business related information are kept on paper in files and in alphabetical order, all in one office room. This is not helpful as it takes a long time to find records of customers, cars and any other information.
6.Q: What can we improve on in the current system or make in a new system?
6.A: In the current system we need to make it quicker, easer to find information and make it as secure as possible. We need a system which everyone will find easy to use and to find information about cars, clients as quickly as possible.
7.Q: Do you feel the information is secure enough?
7.A: The information is not secure as all employees have access and some careless mistakes are made when information goes missing. We cannot rely on a door and lock to keep all information safe.
8.Q: Is the current system satisfactory enough for the business and why?
8.A: The current system is not advanced enough to help the business run smoothly. The current system is all paper based and is not suitable for our kind of business. We should be aiming higher and the system is not helping. We should as many large companies have an advanced well maintained system to help improve our business stats. We should have an upgraded system that helps our business not holds it back.
9.Q: What would you like to see in the new and improved system?
9.A: I think that the system should allow easy access but be secure enough. We should have clear inputs, processes and outputs. It should be easy to find records of anything within the business. Something easy to use, quick and secure which may be protected with a password should be included in the new system.
From the information I have gathered in this sort of interview I can see what I should include in the system and what should be improved on from the current system. From all the information I have gathered I believe that a computer based system would be the best solution.
Inputs, Outputs and Processes
Within the current system there are inputs, processes and outputs to allow the system to work properly. The input is an essential part of the system as it is the data which is put in the system to allow it to be processed and eventually give an output. For example; Customer details is an in put which is processed to produce a customer ID which will give an output like a membership card. The process is a min part in a system as it is the part which allows an output to be produced. It sorts the system out and keeps it on order; in the case of this system it processes the input to produce a result in the system. The output is the product of what has been put into the system.
These are very important to ensure the business can work. In the current system there are these inputs, processes and outputs although it is not very advanced as everything is paper based.
My client collects all input from customers, car invoices and from other invoices if needed. On all recorded information there are inputs which my client will collect:
- Customer details which include;
- Forename
- Surname
- Address
- Current car registration
- Birth details
- Insurance/license details
- Finance bracket
- Car details will include;
- Car company
- Colour
- Year of registration
- Registration
- First or second hand?
- Petrol or diesel?
- Accessories (Satellite Navigation etc.)
All this information is put together and is processed to leave us with the customers and cars put on the system which is put through a number of steps like being given an n ID which can be processed to give an output like a membership card.
In the current system there are many processes:
- Member ID
- Car ID
- Matching customer to car (matching customers to cars they want)
- Search for members
- Search for cars
- Edit current customer details
- Delete customer details or entire customer account
- Add customer information or add new account
Through this an output will be created within the system like the membership card:
- Membership card
- Lists and relevant information on Members
- Lists and relevant information on cars
- Receipts
- Invoices
- Posters
- Adverts and brochures
- Fliers
- Price lists
- Reports
- Finance details
All of these outputs have a use:
- We can use a member card to ensure we have details and records of the customer.
- Lists of cars and members are needed to find any information needed during a sale.
- Receipts and invoices are needed to complete sales and keep records and proof of purchases.
- Fliers, posters and adverts can be created to advertise all cars and how customers can become members.
- Price lists are needed to keep track of accounts; like the amount of profit being made in a sale.
- Finance details of the customer is produced how the member will pay for the car for example; full amount in one go or monthly payments.
In my investigation and analysis of the current system I realised that there are many problems within the system.
- The system being used at the moment is very slow.
When you need to make changes to any details for example a customer’s address it will take to find the information and neatly change all information as all information may have to be printed out again and changed or neatly corrected which is not very convenient. Overall the current system is generally to slow when all tasks need to be completed.
- Using this system is time consuming.
As everything is filed in an office it takes time to retrieve information for a sale or other customer purposes which is frustrating for both staff and customer so some clients are lost through the slowness of the system. This time consuming is linked with it being too slow which will have to be improved on.
Although the information is in alphabetical order there are so many files that it may be hard to keep everything organised as everything is all on paper. This lack of organisation leads to loss of information and slows down tasks. Information can get damaged which again slows down the business and maintaining the system costs time and money which this business cannot afford to give away. This also means during sales, or when information needs to be edited the files may not be found. This shows that in the new system information should be able to be accessed quickly and easily.
The information is all kept in filing cabinets in an office which can be accessed by all employees. It is possible for an employee to make a careless mistake like not locking the door or misplacing their keys so information can be stolen and used illegally. This therefore is a priority in improving the system. I must make the files safe but at the same time easy to access when needed by staff.
The paper based system requires security which means a whole room is needed just for these files which means a lot of the information can get lost. An essential improvement would be to keep the system as small as possible.
The system has many weaknesses but has some strengths which I should try to keep the same in the new system:
- It is less costly
- It is free from computer problems like viruses
- Needs no training unlike a computer system
- Employees find problems a formality
This means changing the system dramatically would be difficult for staff as they need to adapt to the new system.
Now in the final part of my analysis I must work on any alternative methods of solution.
I will look to:
- Improve the current manual system.
- Assess how a spreadsheet can be used.
- Analyse how either a database or bespoke can be used.
I will assess all of these and chose the best system which the business will be best suited to.
First I must look at advantages and disadvantages of the current system.
Advantages
- Does not cost a lot of money.
As the current system is already set up and everyone knows how to use it there is no need to buy anything or spend money on training of the system.
- It is reliable if used properly.
It cannot be affected by any computer problems like viruses so in this way it is reliable but if it is not used properly information can get lost causing the system to be unreliable.
- Current system is formality for employees.
The employees are used to the system and can handle any problems and can use the system as best they can.
This shows there are not many advantages to the current system which shows many improvements will have to be made and a new system is looking the most likely option.
Disadvantages
- Slow
- Time Consuming
- Unorganised
- Unsafe/insecure
- Space consuming
Now I will be looking at how the advantages can be used to solve the disadvantages.
- Although the system is very slow the staff have adapted to using the paper based system which means everything will speed up and become more reliable after some time. The problem with this is that it may cost money, when waiting for the benefits of the system to solve any problems.
- A linked problem is that it takes a long time to find information and the same method can be used to solve the problem. As the staff adapt to the system further the process will become more of a formality and work will speed up.
- Another problem which I realised from the interview and other procedures was that the information was unorganised. A method of solving this problem is to ensure all information is replaced properly and this means that using the alphabetical system will ensure files can be found. This will build up on speed and organisation.
- The issue with the space is another problem. All files take up one whole room but none of the strengths can help with this. One reason to keep this system is because it does not cost a lot of money.
- The last major problem I discovered was the matter of security. The system cannot be affected by any sort of computer problem so in this way it is secure. As I said building up on organisation and solving other problems will lead to more security which means, eventually the system will improve.
Advantages and disadvantages of improving the current manual system:
There are various ways in which we can improve the current system by using its strengths and other techniques.
- Slowness, security and lack of organisation can be improved by practice which will cost time and in the long term will not benefit costs.
- This then reduces the strength of saving money.
- Improving the current system will save money and staff will adapt to the new improved system quicker.
- To improve on slowness we can keep everything organised by keeping a log of what has been moved. This will ensure information can be found easily and quickly, it also means the system will be more organised.
- Now matter how much improving of the current system the system will not be advanced and adequate for the needs of the business.
This are the reasons for not changing the current system as it will take a lot of time and will not produce the fastest and most effective results.
Another method in which we can create a new system is on a computer using a spreadsheet.
I am now going to assess the advantages and disadvantages of using a spreadsheet. Using a spreadsheet has many strengths and weaknesses when used in a car dealership business.
- It is not the fastest system which enables staff to find information quickly.
- All Information is needed to be entered manually which leaves no certain order.
- Many spreadsheets will be needed and it is not the most beneficial system.
- Like any computer system it is prone to viruses and any other compute problems.
- A spreadsheet is very useful in the way that it can do mathematic calculations.
- It is also practical as spreadsheet software is common and very easy to use.
- Using this means that only a few computers are needed which does not take up a lot of space although it may be costly.
- Spreadsheet software often has different functions which are useful.
This shows how a spreadsheet system is beneficial and will be a large improvement from the paper based system as it fill be easier to record and keep track of information but this system also has many weaknesses like having to create many spreadsheets for many different things as there are so many inputs and outputs which are needed are not always easy to create when the system used is a spreadsheet software.
Another method of solution is bespoke or database.
A bespoke system is one which is tailored to the business and I feel s though this would be very costly and time consuming as the staff would have to learn to use the system.
I am now going to analyse the database system and see which of the three methods of solution I should chose then explain why I think it is the best.
A database system is the system which will suit the business most. There are still many advantages and some weaknesses of using database software.
- A database can hold a lot of information and tables can be created for the client, car and sales.
- It is quite easy to use although it does take some training.
- It is fast, and easy to find necessary information.
- It will cost money to buy the software and buy the computers.
- It is easy to produce outputs like forms using the inputs.
- It requires little space.
- It is the system which will benefit this business the most.
- Information can be secured with a password.
For all of these reasons I have chosen not to improve the current system or adopt the spreadsheet software. I feel that the database will be fast, easy and secure and will be the best system for the business.
