Post on 26-Apr-2023
AN INFORMATION MANAGEMENT SYSTEM FOR GENERAL STORES
CASE STUDY: MURU ENTERPRISE LIMITTED
BY
AYEBAZIBWE SNOFLEX
BCS/7764/51/DU
AND
BIIRA LOICE
BCE/8530/51/DU
A project report submitted to the School of Computer Studies
in a partial fulfillment of the requirements for the award
of Bachelors’ Degree of Computer Science of
Kampala International University.
JULY 2009
DECLARATION
We AYEBAZIBWE SNOFLEX and BIIR.A LOICE do hereby declare that this Project Report is
original and has not been published and or submitted for any other award to any other University
or Institution of higher learning before.
AYEBAZIBWE SNOFLEX
REG. NO. BCS/7764/51/DU
STUDENT signature. .
BIIRA LOICE
REG NO. BCE/8530/51/DU
S~DENT signature..~
Date: . .~11;~ / -L’L~1 1 3-~~
APPROVAL
This Project Report as been submitted for Examination with the approval of the supervisor
Signature: . . .
Mr. EMETU MICHAEL EMODU
SUPERVISOR
Date:
DEDICATION
We dedicate our project to the Almighty God who has been our guardian and given us wisdom to
accomplish all the necessary activities on this complex work. Not forgetting our parents
Mr. and Mrs. KIIZA ERYEZA, and Mr. and Mrs. MUHUMUZA NATHAN.
Brothers, Mr Eryeza B. Wilson, Bahati Sam, Bwambale Jonhson, Masereka Godfrey, and late
Kule Hannington.
Sisters, Ms Asiimwe M. Naume, Kabugho Jovet, and Mbambu Medius whose financial support
softened every thing. May the Almighty God reward them abundantly.
Brothers, Atwebembere Danson, Aineomugisha Godwin, Akanyijuka Anthonny. And the late
brother Alfred.
Sisters, Ms. Nahurira Edidah, Kanyesigye Winnie, Atuhaire Immaculate, Nagasha Esther,
Katusiime Rosette, Akankwatsa Charity.
I. ~tlv r
ACKNOWLEDGEMENT
With sincerity I Biira Loice truly appreciate the great work done by my Father Mr. Kiiza Eryeza
and Mother Mrs. Emenwerina Kiiza, Brothers Mr. Eryeza B. Wilson, Mr. Bahati Sam.
Sister Ms Asiimwe M. Naume for the financial support they offered towards the success of this
level of education.
Not forgetting Dr. OTANGA RUSOKE (Director of Admissions), Director of Academic Affairs
(KIU) who from time to time could endorse my Academic documents as well as the financial
support they could offer.
Family Friends especially Mr. Baguma John, Mr. Baluku Piira Alphose, Mr. Sabastiano Bakoko,
Mr. Agaba Ruroko, Mr. Muthaka James, Mr. Muhindi David, Mr. Baluku Alfred, Mr. Bwambale
Mbiling, Mr. Asiimwe Mbakania, Ayebazibwe Snoflex, Stella Magwara and all others.
Our lecturers who with their unconditional care helped us learn more competent Computer
Science skills for all the three years we have spent with them. Through intensive supervision and
career guidance, we have managed to successfully complete our project.
With sincerity I Ayebazibwe Snoflex appreciate the great work by my father Mr. MUHUMUZA
NATHAN and Mrs. JOSELYNE MUHUMUZA, Brothers and Sisters.
Not forgetting Mr. and Mrs. Yoramu Kakooza who helped me process my documents of coming
to KIU, Mr. Nuwagaba Moses who has managed to accommodate me for one year by the time
I reached here in KIU.
Uncles Mr. Bagambana Godfrey, Mr. Mirembe Francis, Kakooza Yoramu and Katto Hamu.
Family friends Mr. Kibiira Julius, Mr. and Mrs. Turysingura Everlest, Mr. Benson, Biira Loice,
Namuli Juliet, Nankaja Juliet, Ruhinda Ronald, Nkwatsibwe James, Twaaha and all others.
With special gratitude we wish to extend our thanks to our supervisor Mr. Emetu Michael
Emodu who tirelessly advised us in all possible ways throughout our project implementation. We
also thank the rest of the people who have seen us through this trying period both academically
and in daily life like the managing director Mr. Ruzindana Karibu of Muru Enterprises Limited,
our parents and so many others.
We only ask the Almighty God to bless them richly in all their endeavors since we have no better
words to express our sincere appreciation.
TABLE OF CONTENTS
DECLARATION H
APPROVAL iii
DEDICATION iv
ACKNOWLEDGEMENT v
TABLE OF CONTENTS vi
LIST OF TABLES x
LIST OF FIGURES xi
LIST OF APPENDICES xii
LIST OF ABBREVATIONS xi
ABSTRACT xiv
CHAPTER ONE
INTRODUCTION 1
1.1 BACKGROUND TO THE STUDY 1
1.2 PROBLEM STATEMENT 2
1.3 MAIN OBJECTIVE 3
1.4 SPECIFIC OBJECTIVES 3
1.5 SCOPE OF THE STUDY 3
1.6 SIGNIFICANCE OF THE STUDY 3
CHARPTER TWO 5
LITERATURE REVIEW 5
2.1. INTRODUCTION 5
2.2 INFORMATION STORAGE 5
2.3 SECURITY 5
2.3.1. DATP] INFORMATION SECURITY 5
vi
2.3.2 USER CoMPoNENT OF SEcuRITY .6
2.3.3 INTERFACE SEcuRrrY 6
2.4 SUPPLY CHAIN MANAGEMENT 7
2.4.1 SUPPLY CFIAIN AND INVENTORY MANAGEMENT 7
2.4.2 ENTERPRISE RESOURCE PLANNING 7
2.4.3 ORIGIN OF THE TERM 8
2.4.4 SUPPLIER-BUSINESs UNIT Co-0RDIIsTATI0N 8
2.5 CUSTOMER MANAGEMENT 9
2.5.1 CuSTOMER RELATIONsHIP MANAGEMENT 9
2.5.2 CUSTOMER KNOWLEDGE CAPTURE 9
2.5.3 CUSTOMER LOYALTY/RETENTION 10
2.6 DATABASE SYSTEM MANAGEMENT 10
2.7 INFORMATION RETRIEVAL 11
2.8 STORE MANAGEMENT 11
2.9 CONCLUSION 12
CHAPTER THREE 13
METHODOLOGY 13
3.1 SECONDARY DATA AND INFORMATION FOR READING 13
3.2 INTERVIEWS 13
3.3 QUESTIONNAIRES 13
3.4 OBSERVATION 14
3.5 SYSTEM DESIGN 14
3.6 SYSTEM IMPLEMENTATION 14
CHAPTER FOUR 16
CURRENT SYSTEM ANALYSIS AND NEW SYSTEM DESIGN 16
4.1 INTRODUCTION 16
4.2 DESCRIPTION OF CURRENT SYSTEM 16
__ I—1 vii ~I
4.2i PRODUCT PURcFIA5TNG. 16
4.2.2 PRODuCT BUYING 17
4.2.3 DATA ENTRY 17
4.3 RECOMMENDATIONS 18
4.4 DESCRIPTION OF THE PROPOSED SYSTEM 18
4.4.1 NOTIFIcATION PRocEss 19
4.4.2 FOLLOwING-UP THE CUSTOMERS 20
4.4.3 DATA MANAGEMENT 21
4.5 REQUIREMENT ANALYSIS 21
4.5.1 REQUIREMENTS OF THE PROPOSED SYSTEM 21
4.5.1.1 User Requirements 21
4.5.1.2 Functional Requirements 22
4.5.1.3 Non Functional Requirements 22
4.5.1.4 Specific Requirements 23
4.6 SYSTEM DESIGN 24
4.6.1 DATA FLOW DIAGRAMS 24
1. Symbols usedfor the Data Flow Diagrams 24
2. A Data Flow Diagramfor the Proposed System 25
3. A Dataflow Diagramfor Tracking Customers and the Supply Not~fIcation Operational Processes 26
4.6.2 ENHANCED ENTITY RELATIONSHIP DIAGRAM 28
1. Symbols Used 28
4.6.3 ExTRACT FROM DATA DICTIONARY FOR THE GENERAL STORE DESCRIPTION OF ENTITIES 29
4.6.4 ExTRACT FROM DATA DICTIONARY FOR GENERAL STORE SHOwUsIG DESCRIPTION OF RELATIONSHIPS 31
4.6.5 ExTRAcT FROM DATA DICTIONARY FOR THE GENERAL STORE SHOwII’IG DESCRIPTION OF ATTRIBUTES 32
CHAPTER FIVE 35
SYSTEM DESIGN 35
5.1 INTRODUCTION 35
S.2USER INTERFACE DESIGN 35
5.3DATABASE DESIGN 39
5.4INTERACTIONS BETWEEN USER INTERFACE AND DATABASE 39
5.5 GENERATION OF REPORTS 39
C~Vll1~C
5.6 SYSTEM ACHIEVEMENTS .42
5.7SYSTEM TESTING 42
5.8SYSTEM VALIDATION 42
CHAPTER SIX 43
CONCLUSION AND RECOMMENDATIONS 43
6.1 INTRODUCTION 43
6.2 PROJECT TASKS UNDERTAKEN 43
6.2.1 AN INSIGHT INTO THE GENE~L STORE INFORMATION STORAGE AND RETRIEVAL MANAGEMENT SYSTEM.. 43
6.2.2 LESSONS LEARNT 44
6.2.3 OBSTACLES TO THE PROJECT 44
6.3 RECOMMENDATIONS 45
6.4 CONCLUSION 45
REFERENCES 46
APPENDICES 49
fix i~
LIST OF TABLES
Table 4.1 Notification procedures 19
Table 4.2 Following up customers 20
Table 4.3 Processes and Descriptions 27
Table 4.4 Entity descriptions 29
Table 4.5 Relationship descriptions 31
Table 4.6 Attribute descriptions 32
Fjx J~
LIST OF FIGURES
Figure 4.1 Data Flow Diagram for proposed system 25
Figure 4.2 Data Flow Diagram for customer tracking and supplier notification
processes 26
Figure 4.3 Enhanced Entity Relationship Diagram for proposed system 28
Figure 5.1 Login form for the general store system authorized users 36
Figure 5.2 Ordered Items Interface 37
Figure 5.3 Manager’s form for adding new item 38
Figure 5.4 Login error message 40
Figure 5.5 Customer Details Report 41
1—
LIST OF APPENDICES
Questionnaire Guide 49
Php Code to Send Notification to Supplier 54
Php Code to Capture Customer Details and Change Available Stock 55
Php Code to Select the Different Categories of Products 57
( ..~I xii I—
LIST OF ABBREVIATIONS
CSS Cascading Style Sheets
HTML Hypertext Markup Language
PHP Hypertext Preprocessor
SQL Structured Query Language
I xiii I~4
ABSTRACT
The purpose of the study was to develop and implement an Information Management System for
General Stores. We zeroed to one general store, Muru Enterprises Limited, since we had limited
time yet all general stores have slightly the same activities. Interviews, questionnaires and closer
observations were used to gather information about the existing system at Muru Enterprises
Limited, which gave us a clear overview of the system requirements for the proposed system.
Data flow Diagrams and Enhanced Entity Relationship Diagrams were used in the design of the
system. We implemented our system by first developing a database where all the company
information is to be stored. The database is interlinked to a webpage as the user interface for easy
data entry and retrieval. After analyzing the system data in the inventory, reports are drawn to the
manager. To deal with delivery requests to the suppliers and customer tracking, messages are
sent through an electronic mailing utility. Snapshots of both the interfaces and reports are
presented in chapter 5 of the report. This project can be later upgraded to pursue the utility of an
electronic cart or valley down to electronic commerce and electronic banking.
€I xiv [
Chapter one
1.0 Introduction
Li Background to the Study
Many businesses have progressively expanded in both structure and scope, which requires
efficient management of the company’s information in coordination with both its internal
and external environment. To every manager, it is important to consider that business
processes begin from a customer’s need and ends with a customer’s need fulfillment.
Concern should also be put on the suppliers because incase of any delays, and poor quality
supplies, the company is accountable because its processes will tend to shrink. The
company can decompose its main business process into several sub-processes, which have
their own attributes, but also contribute to achieving the goal of the super-process. Though
decomposed into several sub-processes, these activities can be integrated in a general
system management for efficient business monitoring and decision-making. A company can
still use a single but integrated system to serve its customers better and faster, manage
supplier relationships more effectively. A company having a standard wholesale
management system that has robust inventory management capabilities provides flexible
options for item costing, pricing, and tracking so that the company maintains tight control
over its costs and quantities. As an output, item allocation and real-time inventory
adjustments provides a complete, up-to-date view of a company’s supply and demand
situation. catastrophic to a company. Tremendous data losses could result if an employee
with access to the sensitive data distributed the confidential information of the business or
its customers. Depending on the severity of the security breach, the company’s reputation
could be adversely affected, thus resulting in a decline in sales, consumer, and investor
confidence.
The current system at Muru Enterprises Limited was designed using both Microsoft Access
and Visual Basic application programs, which are considered less secure for the company’s
information in terms of authenticity. Data security involves considering issues of integrity,
availability and confidentiality (Badamas, 2001).
The system in place at Muru Enterprises Limited is not integrated for easy linkup with the
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suppliers to notify them on when to deliver, and in what quantities. The system lacks the
mechanism of ensuring that management is abreast with the inventory at hand. The
proposed system ensures efficient coordination between the suppliers and the company.
Since it is from the inventory management that decisions are made, we designed an
integrated system that analyzes data from the Sales and Stock departments. It is from this
data that the proposed system triggers alerts to the inventory supervisors as well as quick
updates to their suppliers hence dealing away with inventory shortages and over stocking.
Muru Enterprise business system has no ability to tell how much is in store and the
changes in its customer’s tastes and preferences. Business owners, managers and
employees need to keep a good relationship with their customers for the success of their
businesses. This can be achieved by recording and updating the information provided by
their customers at different intervals. This can help the organization to know the changes in
the customers’ tastes and preferences, target markets and attract new customers (Ranjana
and Brian, 2005). An improvement in this system enables the users to know what stock is
enough and notifying them in case of any changes in the customers’ demands.
1.2 Problem Statement
The current system at Muru Enterprises Limited has no ability to track or follow up the
company’s customers in relation to what kind of commodities they need and in what
quantities. It is hard to follow up the customers and their preferences. In addition, the
customer data in the store is not secure because there is um~estricted data access. It is also
hard to track the amount of commodities present in the store, which leads to commodity
absence when customers need them and on the other hand, there may be excessive
stocking of the items in the store. The reporting format of the current system presents
redundant customer data to the managers and other system users. It is noted that the report
generation is not fast because the applications used like Microsoft Access and Visual
Basic are not specialized software for general store information management. Therefore,
there was a need for the general store information storage and retrieval management
system to address the current limitations as mentioned above.
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1.3 Main Objective
The main goal of this research was to design and implement an Information Management
System for General Stores.
1.4 Specific Objectives
The specific objectives of this project were to;
1. Investigate into the existing literature in order to get what is required in designing a
general store system.
2. Design the general store management system basing on the requirements collected
from the research.
3. Test and validate the proposed system.
4. Implement the designed general store management system.
1.5 Scope of the Study
There are many distribution channels in Kampala both retailers and general stores. Our
major study was Mum Enterprises Limited, which is located along Martin road. Since all
general stores generally operate the same way, •focusing on workers, suppliers and
customers of this company was a representative of similar general stores. A close
observation of Muru general store management system was emphasized. Theoretically,
the implemented system put emphasis on transactional data, customer tracking and
suppliers’ notification processes.
1.6 Significance of the Study
In today’s competitive world, information systems provide competitive advantage
to a business due to an increase in the amount of information processed and
precautions should be taken on how this information should be stored. There has
been a rapid increase in the amount of data created, stored and retrieved by most
organizations (Kjetil, 2002; Beynon-Davies, 2003). Since it is every manager’s
dream to get new customers as well as maintaining the existing customers, the
implemented system enables easy tracking of the company customers as well as
their tastes and preferences.
3
The designed system helps to overcome the problem of unauthorized data access by
ensuring security and data integrity with the clients data. This was achieved by
creating authenticated usernames and passwords giving access to only those
authorized parties to avoid unauthorized data alteration in the system.
Co-ordination with the company’s suppliers helps the company to improve on its
forecasts and planning for its inventory. With coordinated supply management,
there is always a reduction in inventory costs since company supply orders are made
basing on the demand levels and what is in stock (Xiande, Jinxing and Zhang,
2002). The proposed system is able to issue alert messages through electronic
mailing services to the company suppliers, updating them on the supply dates and
what! how much to deliver.
o The implementation of this project ensures efficiency and effectiveness in updating
its users on how much is stocked, what is needed and what is overstocked in terms
of items. This eliminates the problems of overstocking and under stocking in the
general store.
• The implementation of this system enables the generation of simple, clear and
concise reports with all the information relevant to the managers’ planning and
decision processes. This eases access of information on customers, suppliers and the
company avoiding delays on the company services.
o This study technically provided an output of a general store management system.
This business system carries-out the processing of the company’s transactions,
notifying the users and suppliers on when and what to deliver, as well as tracking
customers for efficient inventory control and monitoring.
• Intensive research on this study and developing the business system at hand helped
us understand how business systems operate and what it takes to develop one, hence
developing our careers.
Academically, the study helped us to gain practical skills giving us a clear over view
of how to implement what we studied in class. The success of this project also
contributes to the fulfillment of the requirement of a Bachelor’s Degree in computer
science.
• Several resea:rch works were done in this area, but most of it focuses on
supermarkets. Our emphasis being on general store management for whole sellers,
its findings will act as a basis for further research.
4
Chapter Two
Literature Review
2.1. Introduction
This section gives the different ideas which were generated by different scholars about this
topic. These ideas gave us a foundation basing on the analysis they make on the topic of
designing a general store business system.
2.2 Information Storage
The information gathered in an organizational setting mainly seeks to support the
organizations’ managerial commitments and the lowest levels where this information is to be
used also need consideration. Marketers need this information to aid in their one to one
dealings with the organizational clients; however, this can only be possible if the marketing
personnel have up-to-date and raw information about these particular clients. Marketers
should always be mindful of the range of the storage medium used to store the information
gathered (Head, 2001). It is wise to rely on midrange storages that are capable of ensuring
quality data through unprecedented levels of availability, performance, functionality,
management, connectivity, investment protection, and strength hence gaining value from all
the information gathered.
2.3 Security
2.3.1. Data! Information Security
Serious considerations must be given to the security aspect of the company’s business data
via mobile and local network systems. Data security involves considering issues of integrity,
availability and confidentiality (Badamas, 2001). Costs too are supposed to be considered
and before venturing in the control measures, there should be a clear understanding of the
risks and threats to the application system at hand. Data in the business is so confidential and
must be secure. It is true that, every type of computer application has its threats and risks.
This also applies to business systems, which called for a clear investigation on the operation
of the system at Mum Enterprises Limited to solve the specific risk situations as well as
designing the new improvements to the system under a secure mode.
Information security is vital to the survival of today’s enterprises and therefore should be
5
given the emphasis it deserves at all enterprise levels. Lost, stolen, destroyed, compromised,
or exploited, computer information can destroy a company (Rossouw, 2002). So to introduce,
manage and maintain a high level of information security in an organization calls for a proper
management methodology. Keeping the company’s essential data secure is a fundamental
enabler to helping the business survive in today’s competitive market place.
2.3,2 User Component of Security
Information security involves both technology, which makes up the system security and
people who work on it. The use of information systems in business has been very
advantageous to the organizations that use them through data processing, storage and
retrieval. However, the increasing levels of information insecurity are affecting this. The
main cause of security failure is the human factor due to the fact that however good the
system may be designed, they have to be involved. Although many security measures are put
in place, they can still fail because of the human factor (WSEAS — Presented at the 2002
WSEAS Tnt. Conf. on Information Security, Rio de Janeiro, 2002).
Information security aspect is increasing and some of the ways to address it is by
understanding the organizational goals and culture, risk communication among the
employees and trust for each other at the work place. With the understanding of the
organizational goals, this can build a good culture leading to trust and risk communication
among the employees of the organization (loannis and Ray, 2004).
2.3.3 Interface Security
Information is the most important backbone of any organisation in business today. All
organisations should endeavour to seek and put in practice the sophisticated security
measures on their information. Many security breaches like system failure, theft,
inappropriate usage, unauthorised access or computer virus are exposed to the organisation
information which poses a risk to its competitiveness and cash flow; it could also damage its
reputation (Rudall and Mann, 2006). Parties like former employees, competitors and crackers
might be interested in the organisation’ s sensitive data for either passive or active intentions.
It is always very crucial to come up with standard control measures in order to secure the
organisation data. And for this project we used the most secure standard programming tools
like PHP and MySQL during the implementation with an aim of improving the system
security.
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2.4 Supply Chain Management
2.4.1 Supply Chain and Inventory Management
Supply chain management calls for the information flows among suppliers, manufacturers,
distributors, retailers and customers. This helps the company to improve on its forecasts and
planning for its inventory through coordinating their replenishment and production decisions
under demand uncertainty. This supports the idea of notifying the suppliers in case of a need
to restock, which reduces on the inventory costs (Katerina and Panagiotis, 2008). This was
attained by tracking what is in stock in relation to customer orders and the supply chain to
improve operational management through information sharing.
Through the application of a robust but simple monitoring and control technique, there is
always effective business management. This technique helps the business managers to
monitor, control and make decisions which are beneficial to the business marketing and
inventory processes (Paul, .John and Geoff. 2001). This forwarded the major idea to help
small and medium-sized enterprises to survive through the use of systems that monitor and
control the business management processes. In support of this idea, we saw that the wholesale
monitoring and control system helped Muru Enterprises Limited control and manage its
inventory processes. Inventory management is a critical issue for distributors and through
this, a general description of what is in stock and when to restock is monitored and
controlled. It also helps in shelf availability, which builds shopper loyalty to the store.
2.4.2 Enterprise resource planning(ERP)- is a company- wide computer
software system used to manage and coordinates all the resources, information and
functions of a business from shared data stores.
An ERP system has a service- oriented architecture with modulator hard ware and
soft ware units or “service” that communicate on a local area network. The modular
design allows a business to add or reconfigure modules (perhaps from different
vendors) while preserving data integrity in one shared database that may be
centralized or distributed.
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2.4.3 Origin of the term
Around 1930. over frequent changes in sales forecasts, entailing continual read
adjustments in production, as well as the unsuitability of the parameters fixed buy
the system, led MRP (material requirement planning) to evolve into a new concept
manufacturing resource planning or MRP2.
Source: “CIM: principles of computer integrated manufacturing”, Jean-Baptiste
waldner, john wiley and sons, 1992, reproduced with authors authorization.
The initial ERP originated as an extension of MRP (material requirements planning;
later manufacturing resource planning) and CIM (computer integrated
manufacturing). It was introduced big research and analysis firm Gartner in 1990.
ERP systems now attempt to cover all core functions of an enterprise, regardless of
the origination’s business or charter. These systems can now be found in non-
manufacturing businesses, non-profit organizations and governments. To be
considered an ERP system, a software package must provide the function of at least
two systems. E.g. a software package that provides both payroll and accounting
functions could technically be considered an ERP software package. Of modules in
an ERP which formally would have been stand-alone applications include; product
lifecycle management supply chain management e.g. (purchasing, manufacturing and
distribution), warehouse management, customer relationship management (CRM),
sales order processing, online sales, financials, human resources and decision
support system.
2.4.4 Supplier-Business Unit Co-ordination
Coming up with several business processes in the company always promises effective
operations. This is because each business process is viewed as a single business unit and that
means that maximum and dedicated control and monitoring is always emphasized. This is
achieved through the use of customized business systems for each unit (Elizabeth, David and
Mike, 2004). However, in the implemented project, the information systems were not divided
according to the inter-organizational units but the business System designed caters for each
business unit accordingly and provides it with the necessary information though not online.
This ensures an excellent management of the supply chain since both parties the company
and its suppliers are provided with the most relevant information needed through mini
reports.
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2.5 Customer J~’Ianagement
2.5.1 Customer Relationship Management
The business world is growing at a very high rate and that means that new ideas Ofl how to
handle, obtain and retain the companys customers are very important. “Customer is the king”
this saying can be put in practice only if the effective customer management policies are
invented .A customer can only go where he/she is celebrated but not tolerated by getting what
they need. The system designed puts the company’s customers in the first position of its
requirements’ considerations. Some of these considerations include service requests,
complaints, product returns, and information requests (Regina, Robert and David, 2003). The
system was able to capture the customer interests, needs, and buying habits as they
progressed through their life cycles, and tailored the marketing effort accordingly. This way,
customers were in a better position to get exactly what they wanted as they changed and at
the same time it helped the company to retain them.
Business owners, managers and employees need to keep a good relationship with their
customers for the success of their businesses. This can be achieved by recording and updating
the information provided by their customers at different intervals, that is to say, what the
customers want, when they want it, how and where. This can help the organization to know
the change in the customers’ tastes and preferences, target markets and attract new customers
(Ranjana and Brian, 2005). Through the Customer Relationship Management System, the
organization alerted its customers about the available items in the store, got customer ideas
about the goods and services of the organization. Thus, this system became very important
for the success of the business because it improved the entire customer communication
process.
2.5.2 Customer Knowledge Capture
There is a pressing need to capture customer behavior in a medium that can support
concurrent change in tastes and preferences due to the dynamic environment in which current
businesses operate.”.. . practices in marketing and customer relationship management have not
been able to capture knowledge from customers that comes from social interactions with firm
employees.”(GarcIa-Murillo and Annabi, 2002). Such media needed to support the personnel
who were involved in the exercise of capturing the data; however, it needs to be secure and
accessed by the various users in the organizational hierarchy.
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2.5.3 Customer Loyalty! Retention
Customer loyalty focuses on what the customer desires from a company and the company’s
position in the customer’s mind; therefore it is very important for every company in business
to make strategic decisions of creating this element within its customers. “. . . .companies are
embracing the use of modern technologies to enhance the services they offer and to gain
customer loyalty. The objectives are to stay in the forefront of today’s marketplace and to
improve service, efficiency, and profitability.” (Shan-Chun, Sunita and Kandampully, 2003).
Provision of exclusively effective quality services, differentiated commodities, after sales
services are some of the ways that the company uses to win its customers’ loyalty and create
a good reputation among them since it costs less to retain than to acquire new customers.
2.6 Database System Management
In today’s competitive world, information systems provide competitive advantage to a
business due to an increase in the amount of information processed and precautions should be
taken on how this information should be stored. There has been a rapid increase in the
amount of data created, stored and retrieved by most organizations (Kjetil, 2002; Beynon
Davies, 2003). Many of these organizations create this information when they record their
day-to-day activities either as business transactions with their customers or during the
management process. Therefore, this called for the use of Databases that simplified data
storage, increased data integrity and increased security through authorization. However,
databases are expensive in terms of creation and maintenance especially those that are meant
to store and retrieve large amounts of data.
Databases are so important since they foster relationship among information items through
the analysis of the spatial and temporal organization and collaborative use of information
(Keel, 2007). This information was shared through the different organization networks with
an aim of enabling individual users to navigate vast amounts of shared information
effectively and help remotely dispersed team members combine their contributions, work
independently without diverting from common objectives, and minimize the unnecessary
amount of verbal communication.
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2.7 Information Retrieval
During this information era, new technology has been setup for easy access and processing of
the information. To control and monitor the business information, Business system
management is vivid. It is this most appropriate information that enables managers to make
strategic decisions through the use of simplified information retrieval tools.Today’s
businesses are characterized by manual retrieval systems that expose them to so many threats
during data retrieval and this include data inconsistencies and so many others which fall in
the same line (Hersh, Zobel and Mothe, 2002). It was believed that such problems were
caused by the users’ neglect at the designing stage by the system analysts. We ensured that
the user was at the heart of each project design. The systems available today do not consider
the fact that most users are unable to make optimal use of the available system functionalities
when retrieving this information and have trouble with accessing the information and don’t
perceive all functionalities as essential. Our intention was to come up with a user-centered
design that focuses on preventing user problems and equip them with solutions that support
users at work with their information in an electronic environment, communication and other
activities.
2,8 Store Management
On-shelf availability is a critical issue for both manufacturers and general store managers
today. Having a fully stocked store improves consumer value, builds consumer loyalty to the
products and shopper loyalty to the store, increases sales and most importantly boosts
category profitability (Katerina and Panagiotis, 2008). The percentage of out-of-stocks was a
direct result of general store replenishment practices and shelf-restocking practices (product
is at the store but not on the shelf). The process of collaborative store ordering was important
in a general store because it described the situation where the store-managers and suppliers
collaborated in the ordering process, shared the same product and stored information. Once
this is implemented, the company will gain a competitive advantage over its rivals.
11
2.9 Conclusion
For any business to competitively excel it should take an insight into the strategic policies
and procedures of managing, controlling, processing, manipulating and organizing its
information. Once these procedures and policies are maintained, they obviously ensure
proper information management, improved security, and networked information usage
hence advancing the task of decision-making.
12
Chapter Three
Methodology
3.0 Data collection methods
3.1 Secondary Data and Information for Reading
Efforts were made to investigate the existing literature concerning business systems drilling
down to those designed for general stores. More documents like Muru Enterprises Limited
System users’ manual were reviewed to internalize the system specifications. This was done
in order to understand how the current system operates and how well we could use the
information gathered to restructure it.
3,2 Interviews
Structured and semi-structured interviews were conducted with both the users of the system,
company customers and the managers. We considered the use of structured interviews since
they are administered by a researcher; they increase response rates and the quality of answers
for questionnaire style research. Semi-structured interviews were put into account because
they allow the researcher to produce an interview schedule, which lists all the questions the
researcher wants to find out from the interviewee and provides an element of comparing and
contrasting the gathered information with information from other interviews. This was
basically looking for the challenges faced while using the system and the strengths it
registers. The information gathered was used to address the problems faced while using the
current system by making fundamental changes in the new proposed system.
3.3 Questionnaires
We provided closed- ended and open-ended questions to the users of this system through
questionnaires with an aim of getting an insight into what the current system does and the
expected changes. We realized that with the use of questionnaires, responses were gathered in
a more standardized way which was relatively quick to collect information relevant to our
project.
13
3,4 Observation
Observations were carried out to critically identify the weaknesses and strengths of~ the
system and to clearly verify that there were no deviations and biases encountered in the
information provided by the users of this system. We took a step ahead to interact with the
current system at Muru Enterprises Limited purposely to equip our understanding with how it
operates in relation to the information we gathered from the questionnaires and interviews
carried out. This built on our requirements collection for the design phase of the proposed
system.
3~5 System Design
Interpretation and evaluation of the information gathered was undertaken to properly evaluate
whether the information gathered suit the system design requirements. This was done to
determine the processes and procedures which we employed in the design stage of our
project. The tools we used during this stage included relational tables, Data Flow Diagrams
and Enhanced Entity Relationship Diagrams.
16 System Implementation
The system design was implemented using MySQL, PHP, HTML, CSS, Java script and other
programming languages. Below are some of the reasons why we considered the use of these
tools.
MySQL
It is a relational database management system which allows the storage of data in separate
tables rather than putting it all in one big storeroom. This improves on the speed and
flexibility of the system. MySQL has the ability for easily recovering data in case of system
break down.
Hypertext Preprocessor (PHP)
PHP supports scripting on several platforms like WindowsNT, Linux and UNIX. PHP is a
fast processing tool and has stability which helped us to design a robust system. PHP also
provides many levels of security which can be set in any specified files to the desired level.
14
Hypertext Markup Language (HTML)
Delivering host sessions using HTML provides the user with a consistent interface and it
provided us with a highly effective interface for presenting our information.
Cascading Style Sheets (CSS)
With the use of a single CSS file that contains features like positioning, layout, font, colors
and style information for an entire web site, the layout and position of navigation can be
completely consistent across a site. The file can be referenced by each HTML file on the site.
This helped us in separating the content of all our HTML documents from the style and
layout of other documents.
15
Chapter Four
Current System Analysis and New System Design
4.1 Introduction
Descriptions of both the current and proposed system are given in this chapter together with
the tools used to design the proposed system.
4.2 Description of Current System
Muru enterprises Limited is a medium sized company located along Martin Road which deals
in supplying general merchandise that include households, plastics, detergents, cooking oil,
sugar and so many others. It offers services to a small community in Kampala and supplies
most of its products to people in areas of Mukono district.
4.2.1 Product Purchasing
Muru enterprise sends its suppliers its stock balance on specific days of the week that is on
Monday, Wednesday and Saturday. Muru’s suppliers include Mukwano Industries Limited,
Kakira Sugar Works, Sugar Corporation of Uganda limited among others. On receiving the
stock balance the supplier offers an order form to the buyer (Muru), once it is filled the
information it contains is captured and entered into the system which is interpreted in terms
of products and the system outputs a sales form that includes items needed together with their
prices.
When everything in the supplier’s system is balanced, the products are loaded on the vehicles
and delivered to the general store. Muru as a company has vehicles in its possession which
help in transporting the products purchased from the suppliers to the general store. On
receiving the products at the store, they are put in charge of the store keepers who are
responsible for off loading them and stocking them into the store. The quantity, categories
and names of products received are entered into the system and now ready for sale.
16
4.2.2 Product Buying
Cashiers receive the customers physically and use a manual sales book to capture their details
like the name, address, telephone number and their preferred orders. In case a customer is
buying the products on cash; the quantity, name and the total price of the products bought,
customer name and the cashier issuing the receipt are written on the receipt.
Once the total amount of money for the products is cleared, the cashier signs the receipts and
duplicates it into four copies. One of the copies is given to the customer, the second copy
remains with the cashier, the third copy is given to the store keeper so that he/she can be able
to identify the products bought by the customer and the last one is taken to the accountant
who enters the information in the computer system. The persons in charge of loading the
products picks the products bought according to the receipt and load them on the vehicle
making them ready for transportation to any specified destination.
The company also sells its products on credit but only to its loyal customers with which they
have all their details. The customer’s order is captured by the cashier on the order form and
duplicated into four copies just like the receipts and distributed. After all the order forms are
given to the concerned parties, the products are given to the customer and taken.
4.2.3 Data Entry
The accountant captures all the information which includes the customer details from the
sales book and initially enters it into the system. If the customer buys products on cash, their
order purchase information will be entered into the system. The information of interest at this
level is the total amount of money paid for the products bought, product name, the product
quantity, customer name and the cashier who signed the receipt.
Credit sold products involves the issuing of an order form, so while entering the information
in the system; the accountant is strictly interested in the quantity of products ordered for, the
product names, the name and location of the customer buying, and the cashier name who
signed the form. The total amount of the products to be paid is not written or not entered
because the unit price of the products was initially set in the system. So the system just
multiplies the quantity ordered for with the unit price and issues the total amount of money to
be paid.
17
4.3 Recommendations
A visit to Muru Enterprises Limited and an interaction with its system gave us a clear image
of its operations and we were able to identify some problems which can be solved once some
of the following remedies are put into action.
Muru is a company which deals in general merchandise meaning that it distributes a variety
of products to its customers. This is a reason enough to call for the need of a website so that it
can simplify the process of ordering to its customers and to advertise the new products on
market with an aim of attracting more potential customers.
The system security at Muru is under looked at the extent that getting access to the system
does not necessitate one to have any login permissions, just a mere click on the system gives
one access to each and every part of it. Enforcement of security measures and putting them in
place should be emphasized for entrusted information security.
The database used at Muru enterprise does not operate basing on standard integrity
enhancement measures like primary keys, referential integrities when identifying the abase
objects such as the customer and product tables. Such measures should be applied in order to
avoid redundancies and inconsistencies.
In the due course of navigating through the system at Muru, the accountant exposed us to
some of the dormant/inactive sections of the system that were designed but good for nothing
as far as the company operations are concerned. Such practices lead to system inefficiencies
and consume a lot of disk space. System design requirements should always be analyzed
based on the company information needs.
4.4 Description of the Proposed System
The proposed system is intended to utilize stored data for a general store business to manage
or reduce its inventory efficiently as well as enabling the management to make strategic and
operational decisions. Emphasis has been put on the notification process to the managers or
staff as well as the suppliers. This includes the system monitoring what is in stock and what
has been sold in relation to the customer demand rates, then inquires from the managers or
staff if it is proper to restock or halt stocking.
18
On agreeing to the restock notice, the system sends a delivery request to the supplier. It is
also intended to not only store the customer details but also make use of it by monitoring or
tracking them basing on their purchase behaviors and preferences. This will help in
maintaining the company customers, attracting several others as well as answering their
queries hence increasing the customer satisfaction levels. The process of following-up
customers is going to be managed through the mailing list. The proposed system will consist
of the following;
4.4.1 Notification Process
A wholesale company’s idea is not all about stocking the products but to purchase and
immediately sell out the stock, hence always finding measures on how to reduce inventory
through an efficient inventory management process. Through handling the notification
process basing on the inventory data, the system can help in reducing on over stocking.
The system scans through the inventory data and tallies what was stocked and what was
bought out to consolidate what is remaining in stock for all categories in the store. After the
scan, the system queries a summary of all the category data and sends a report to the manager
in form of a request for more stock to meet the customer demands. Several of the processes
will be undergone in response to the notification request as seen in the table below.
Event Response to the Actions Taken
Conditional event
Accountant agrees Yes system sends a delivery request to the
to notification supplier
request
No Notification is halted
Table 4.1 Notification procedures
19
Note:
The manager and accountant access the notification requests but the accountant responds
back in relation to the account balance of the company. The notification process helps in
making efficient demand predictions which helps the manager to easily make appropriate
decision while managing and controlling the business.
4.4.2 Following-Up the Customers
All company data is based on the customers and the company in this case takes the customers
as an asset, since it is from their orders or demands that business rotates. In the same manner,
a company should respect its customers by keeping their details confidential. In addition to
getting customer trust, the company should not only store the customer details but also make
use of it to enjoy a competitive advantage.
The customer information is captured from the invoice details filled while buying the goods
since it has his or her personal details as well as preferences or purchase habits. When the
customer details are to be fed in the system, it goes through the following trends of data
analysis and verification as seen in the table below;
Event Response to the Conditional Actions Taken
event
checking customer Yes - Update the customer details
existence
No Create account for the new customer
customer purchase having common habits and Send mail to the customers basing
habits and preferences on their preferences
preference
verifications
Send mail to the customers basing
Different habits and preferences on his! her preferences
Table 4.2 Following up customers
20
Note:
The cashier inputs the customer details in the system, after the system making its analysis for
the customer account, the customer will then be subscribed to the company mailing list. The
mailing operation are based on customer purchase habits whether weekly or a fortnight and
the preferences which are the commodities usually purchased by specific customers.
4.4.3 Data Management
The system also manages the company’s data in a secure mode where it is the manager and
the accountant having full access to all the company data. For other staff members to access
the system there will be specific views in relation to the data they need to access. In
summary, the system also manages the stock sales when the customer buys products from the
store, the stock purchase when the company purchases products from the suppliers and the
stock control which deals with inventory management of the products in stock. The
management of the company data deals with data storage and retrieval where the users will
feed in data and query the database from the graphical user interface where data retrieval is in
terms of reports or charts.
4,5 Requirement Analysis
4.5.1 Requirements of the Proposed System
Below are some of the hardware and software requirements of the proposed system.
4.5.1.1 User Requirements
1. The system shall be easy to use; hence the graphical user interface needs to be suitable.
2. Interactive, in case user interacts with the system; it should be able to provide real time
feedback hence generating timely reports.
3. The system should be able to provide information to the different users depending on their
levels and authority/responsibility in the organization.
21
4.5.1.2 Functional Requirements
Improvement of the system is intended to provide a means of capturing the manner in which
new technologies can be used to enhance the effectiveness and efficiency of business
operations.
1. Inputting customer details, business sales and purchases.
2. Generating summarized reports in real time as required.
3. Provide interaction between user and the system.
4. Provision of specific views to the different users of the system.
5. Enable user to capture changes that take place concerning company transactions.
6. Security should be paramount where usage is restricted to authorized users only.
4.5.1.3 Non Functional Requirements
These are requirements which define system properties and constraints that enable efficiency
in the system.
1. Availability: The system should be able to provide necessary information to the authorized
users.
2. Reliability: Access needs to be easy but secure and therefore it should be a reliable
backbone of the company information.
3. Functionality: The system should be able to perform its functions as expected that is to say
it should be secure.
4. Usability: In case of use, a system should be simple, interactive and easy.
5. Scalability: The system should be flexible and can easily adapt to change in case need
arises.
6. Performance: T he system should be able to respond to user requirements within the
expected time and also create necessary reports.
22
4.5.1.4 Specific Requirements
Server Machine Software
1. Windows Operating System.
2. Web server with Hyper Text Markup Language
3. Antivirus software and graphical browser installed.
4. MySQL Wamp server
Server Hardware
1. Pentium 3 and above.
2. Random Access Memory of 512 mega bytes and above.
3. Hard disk space of 3 gigabytes
4. Internet Connection
Client Machine
1. Internet Connection.
2. Web browser software.
Security
1. Password usage on the system.
2. System audits should be carried out.
23
4.6 System Design
The system design analysis of the general store information storage and retrieval management
system for Muru Enterprises Limited takes the following documentation.
4.6.1 Data Flow Diagrams
1. Symbols used for the Data Flow Diagrams
pProcess
Internal! External Entity
Data flow
Data Store
24
2. A Data Flow Diagram for the Proposed System
Response toNotificationdata
Figure 4.1 Data Flow Diagram for proposed system
ElPurchase Data
Update on
Stock
E3
Updates andNotification
E2
25
3. A Data flow Diagram for Tracking Customers and the Supply Notification
Operational Processes
Figure 4.2 Data Flow Diagram for customer tracking and supplier notification
processes.
Key:
Data flow: It is represented by an arrow and it shows the direction in which data is flowing.
External Entity: This is represented by a rectangle. They provide and consume data for
example customer, supplier.
Process: A process transforms input data into desired information for dissemination as input
to other processes, entities or data stores.
Data Stores: These represent data repositories.
26
Process Identity Description
Handle Makes updates to the inventory by feeding it with the product restocks or
1 .0 Purchase data new stocks according to their categories
Handle Manages the inventory updates according customer demand rates then issues
inventory notification messages to the staff for approval, then sends a delivery notice
2.0 Notification to the suppliers
Deals with the balancing of the invoices and after agrees to the transaction
Balance the by issuing the customer a receipt then sends the sales information to the
3.0 sales made inventory management data store.
Follow-up Handles the customer preferences basing on the new stock updates and
customer sends an update of the customer preference for easy tracking of the customer
4.0 preferences through the mailing list.
Check Gets the customer information and cross-checks with the system
Customer requirements then after sends the details to check if the customer already
4.1 Existence exists or is new.
Update
customer If the customer already exists basing on the verified details, then his / her
4.2 Account details are updated.
Create New
Customer Otherwise, if the customer details are new, the system creates an account for
4.3 Account him/her.
Process Basing on the customer preferences and the stock updates, mails are sent to
4.4 Mailing list the customer for easy tracking to maintain them and attract new ones.
Table 4.3 Processes and Descriptions
27
4.6.2 Enhanced Entity Relationship Diagram
1. Symbols Used
Entity
Connector
Relationship
Generalization
2. An Enhanced Entity Relationship Diagram for the Proposed System
Figure 4.3 Enhanced Entity Relationship I)iagram for proposed system,
Cashier
~••~ Supplies 1 .~
Ordersfor
0.. *
Belongs to
1..1
28
Key
Entity: This is an object that exists and distinguishable from other objects; like the supplier
entity.
Relationship: This is a con~elation between one entity and others; like a relationship between
the customer and the product.
Generalization: This is the process of minimizing differences between entities by
identifying their common characteristics.
Connector: This creates a link between two entities.
4,6,3 Extract from Data Dictionary for the General Store Description of
Entities
Entity name Description Aliases Occurrences
Staff General term describing all staff Employee An employee can issue several
employed by the general store. receipts, purchase products and
receive invoices from the
suppliers.
Customer This is a general term used to Client The customer gets receipt from
describe a person or organization the staff for the products bought.
that buys something from the
general store.
Product A general term used to describe Service Different products are supplied
anything that is produced, usually by different suppliers, purchased
for sale. by the staff and later sold to the
customer.
Supplier The general term used to mean a Service Different suppliers supply a
person or firm supplying goods. provider variety of products to the store.
Category General term to describe a group of Class Each product in the general store
products regarded as having certain belongs to a specific category
features in common. based on its features.
Manager A general term to describe a person Supervisor The manager is regarded as a
who controls a business, in other staff member too and can
29
words a general store.
This is a person who keeps and
checks the financial accounts and
sales in the general store.
Table 4.4 Entity descriptions
control, manage and monitor the
progress of the transactions in
the general store.
This is looked at asastaff whose
responsibility is to purchase,
receive invoices and issue
receipts to the customer in the
general store.
Note:
Identification of the main entity types to be used in the database required by the views to be
provided and their alternative names.
Cashier Cashier
Ordering This is a general term used to Choices This contains the quality of
represent the product potentially products desired by the
desired by the customer. customer.
30
4.6.4 Extract from Data Dictionary for General Store Showing Description
of Relationships
Entity name Multiplicity Relationship Entity name Multiplicity
Cashier l.A Purchases Product
1..1 Receives Invoice l..~
1..1 Issues Receipt
Manager 1 .. I Purchases Product 1.
Li Receives Invoice 1..~
1..i Issues Receipt 1..*
Customer 1 .. 1 Makes Ordering I .. *
1..1 Gets Receipts l~*
Product i..* Ordered for Ordering
1.. * Purchased by Staff 1.. 1
I .. * Supplied by Supplier 1.. *
1 ~ Belongs to Category 1 ..i
Category 1.. 1 Has Product 1.. *
1.. * Stocked in Inventory 1.
Supplier 1.. * Supplies Product 1.. *
1.. 1 Gives Invoice 1.. *
Ordering O..* Ordered for Product 1..*
1.. * Makes Customer 1.. 1
Table 4.5 Relationship descriptions
Note:
Identification of the relationships that will exist between the provided entity types and their
multiplicity constraints in the database to be created.
.3
Key:
Multiplicities: Expresses the number of entities to which another entity can be associated via
a relationship set.
1..l :-Exactly one entity occurrence
I.. * :-One or many entity occurrences
0.. * :-Zero or many entity occurrences
4.6.5 Extract from Data Dictionary for the General Store Showing
Description of Attributes
Entity Attributes Description Data type & Length Null Multvalue
name d
Manager staffNo Uniquely identifies a member of 5 variable characters No No
staff (manager).
MgName
Name First name of manager. 1 5 variable characters No No
iName Last name of manager. 1 Svariable characters No No
sex Gender of staff member. 1 character (M or F) Yes No
DOB Date of birth of staff member. Date No No
Cashier staffNo Uniquely identifies a member of 5 variable characters No No
staff (cashier).
AccName
Name First name of cashier. 1 Svariable characters No No
lNarne Last name of cashier. 1 Svariable characters No No
sex Gender of staff member. 1 character (M or F) Yes No
DOB Date of birth of staff member. Date Yes No
32
Customer cust id
cu stN am e
fN ame
INarne
Address
EAddress
Mob_No
suppNo
suppN ame
contact
telephone
address
Uniquely identifies a customer.
First name of a customer.
Last name of a customer
Location where customer resides
Email address of the supplier
Customer mobile number
Uniquely identifies a supplier
5 variable characters No
1 5variable characters
1 5variable characters
1 5variable characters
25variable characters
10 characters
5 variable characters
1 Ovariable characters
5 characters
25variable characters
1 6variable characters
5 variable characters
15variable characters
5 variable characters No
No
No
No
No
No
No
No
No
Supplier
No
No
No
No
No
Name of the person! company
that supplies a product
Telephone number of the
supplier
Email address of the supplier
Physical location of the supplier
No
No
No
No
No
Product
No
No
No
prodct id
prodctName
catgory_id*
unit_price
No
No
Uniquely identifies a product
This is a specific name
describing a specific product
Foreign key referencing
category identity number
The amount of money at which
the product goes
No
No
No
No11 integers No
Category category id Uniquely identifies the category 5 variable characters No No
catgry_nam Name of a certain category 1 5variable characters No No
ii
I where a specific product belongs
Ordering order_id Uniquely identifies order 5 variable characters No No
custmerNo* Foreign key referencing 5 variable characters No No
customer who ordered for the
product
product id* Foreign key referencing product 5 variable characters No No
order_date Date on which the order was Date No No
made
quantity or Number of products ordered 11 integers No No
dered
unit_price Amount of money per product 11 integers No No
ordered
Table 4.6 Attribute descriptions
Note:
This involves the identification and association of attributes with the appropriate entity or
relationship types with the specified domain types, primary keys and foreign keys.
An attribute name with an asterisk symbol (*) represents a foreign key in that particular table
and an underlined attribute represents a primary key for that table.
34
Chapter Five
System design
5.1 Introduction
This chapter explains the results achieved after the implementation of the system design as
shown in chapter four.
5.2 User Interface Design
The user interfaces are made up of forms and hyperlinks, which enable an authorized user to
link to other pages, they are created using HTML, CSS and PHP.
Typical functions of a user interface are;
1. To enable an authorized user log into the system
2. Enable user to view the available data and use it making strategic decisions.
3. Give the manager the ability to view reports to easily stock and restock basing on the
store status.
4. Enable storage and safety of the sensitive data entered into the system.
5. Provide the authorized users with the ability of querying forms.
6. The ability to retrieve data from the database for easy interpretation.
35
1. Login form for the general store system authorized users.
— E~ ~ JVj-L [
~nI~ L ‘~o1r’ULk~
Aut.horised users only
tisemame __________________IPassword I I
Login As Keneger
Figure 5.1 Login form for the general store system authorized users.
This is the interface which solves the problem of security on our system. For anyone to
access any information in the system they have to use the authorized detail that is the
username and password while logging in.
~~_T II\;:~~ij ~
rnr~i~
Login
Copy~tghts~ BS/19 ,AlI flgh~ reserved
36
2. Supplier Notification Form
Gei~1Womon~faqe&R~nwatSy~811 ‘
rUJ ~GER’SP EL
v~ewsnpp~D~ Supplle?s Notification Form::View Email Address
By:D~ Message~ O~m __
:~i~wA Sat~ r~omij:~e~
Figure 5.2 Ordered Items Interface
This is a form on the manager’s panel where he writes the notification message notifying
the suppliers on the store status that is if a product is out of stock and it is sent if form of
an email.
37
3. Manager’s form for adding a New Item
I- U
I0’ L
Pp~~
]‘~. LI’ b
~ )‘~••~JANAGEWS PANEL
::V~w Supplier De~::~ cn~er Dednfls::~ Supplier:Cu~ome,s By Ln~ttoas::Delete Supplier:~ ca~mer::Vlew AveliaMe Sules:Add Pru~::ReOISte, casNer
New ItemsSture uew tte~ in the deishese hum this eree.
Ouft Pd~
categoey Cooldng Od.
Tmep~
I Reset] [~]1Bra~ ~j
~ Local intran~ I Protected Mode: On
Figure 5.3 Manager’s fo m for adding new item.
This is one of the forms on the manager’s panel where a new product from the supplier
can be entered into the system together with its category, name, image, quantity
purchased and the unit price set.
38
5.4 Database Design
We used Mysqi, a database manipulation language because it supports relational databases,
data storage in multiple tables, its efficiency and availability.
In addition to the above, Mysql can run on different platforms like Windows, UNIX among
others, it is also embedded with SQL which enables querying of databases hence real time
report generation.
5,5 Interactions between User Interface and Database
The system can allows the user to interact with database through the use of MYSQL/PHP
connections and other scripting languages like Java Script and PHP. The interaction between
the interface and the database was achieved with the use of a web browser.
5.6 Generation of Reports
The general store information storage and retrieval management system has the ability to
return reports concerning;
1. Customer and supplier details
2. Product sales.
3. Information on orders.
39
Examples of sample reports generated by the system are illustrated below.
1. Login error message
I LIII! Li.t~iprist’~. I ij II4)II~ —I tru,u I IrIteIrit t:.pu ~c —
fle E~ Vmw Fe~es Teds Hds
4 Bed. • Seeds F~es
Màoss ec~~r*ei~&Ie~ - -~ Go Lk~n
Wrong iifoma~on, please check yo~ mfocma~oea end then logn ageia
Please try again
Stat ~ ~,mv~e ~( ... ~ZU &~i~ The~~ I~ ~ttp!/~c~•~ c~Saem Ko~... I ~ 1~51 ~J4
Figure 5.5 Login error message
This is a report which demonstrates an error message generated by the system requesting the
user to use the right information while logging in so as to gain access to it.
40
2. Customer details report
~
1] ~ 1\~ k~iL I P ~ ~ L~[I\~
I ~ ~ i~V~GER’S PANEL
:VTe~rSuppfl~D~Ik ID 1
~oWy:cugom~Bv Last Name : sha~a:D~ete~~1I~ Address : Nak~iabye
Bnail : sha1ara~yahoo~t*:M~a~Iah~e Phone No : p782986755~ Sex : frmale
Figure 5.6 Customer etails Report
This is an illustration of the report which shows the details of the customer entered into and
retrieve from the database.
41
5.7 System Achievements
1. Creation of a database for the entire system
2. Send data into the database
3. Retrieve data from the database
4. Create reports in real time
5. Enable follow up of customers and supplier notifications.
5.8 System Testing
The system was tested on computers with different Operating Systems, whose processors had
relatively high speed, which ensured good performance. All the machines used during the
testing had the Wamp server already installed on them that improved on the system
compatibility and database functionalities.
5.9 System Validation
To ensure that the system could function in a physical business environment, we consulted
several system developers and users, with its prototype to guide us on its functionality and
user friendliness and as expected it conformed to the business requirements. Concisely, the
system was able to meet its main objective.
42
Chapter Six
Conclusion and Recommendations
6.1 Introduction
This section of the report provides a summarized overview of how the objectives and tasks of
the project have been achieved, lessons learnt, recommendations as well as the conclusion.
6.2 Project Tasks Undertaken
The incomprehensible hardships faced in the daily man’s business world prompted us to
come up with an idea of designing a general store information management system so that
business can be simplified. However due to the short time given and the need to gather vast
information from various sources we were not able to do all what it takes to address these
problems in our system.
In our quest to gather information, questionnaires, interviews and observations were used
with an aim of getting the required information from various possible dimensions. Data flow
diagrams and Enhanced Entity Relationship Diagrams were employed during our Systems
Analysis and Design phase purposely to give us a comprehensible flow of information in our
proposed system.
6.2.1 An Insight into the General Store Information Storage and Retrieval
Management System
Simplicity is the dream everyone would wish to achieve in everyday life hence coming up
with an automated general store business system to make a business man’s life easy.
Transactions in a general store can be fun when the information about the company customer
together with the suppliers is managed and monitored effectively.
The strength of a company to manage and make use of its stored sensitive data promises its
excellence in today’s competitive business world. This triggers the need to use all the
43
Computer science techniques available in order to secure and make good use of the available
company data.
6.2.2 Lessons Learnt
The nature of our project required us to make research visits in various places including our
project case study (Muru Enterprise Limited).In this era, businessmen live a busy and
preprogrammed life and switching them to other abrupt programs is not an easy task. On so
many occasions, our project appointments with the company had to be postponed. The
rescheduling of these appointments taught us to live by other people’s programs and always
to be patient in order to achieve the best.
Computer science Projects were arranged in a way that a step had to come after the other and
deliverables made right from the very start. Concept papers had to come first, project
proposals next and so on according to the schedules set. This gave us a lesson to programme
everything we do in our everyday life through the use of task plans so as to be responsible
and organized citizens.
6.2.3 Obstacles to the project
The project resources like transport facilitations, stationary, hardware and software, research
and consultancy fees were not easy to come by and this made it very hard to deliver most of
the needed project expectations on time.
The consecutive project appointment rescheduling gave us hard times in the course of
researching for the project requirements. This resulted in the so many disappointments caused
by the company of our case study hence delaying the Current System and the New Proposed
System analysis phase.
Computer science projects were programmed to be done concurrently with other course units.
This made it difficult to balance the two obligations at the same time; you find that each
course unit has two tests, a coursework and an exam to be done at the end of the semester.
The project requirements were too much to be accomplished in such a short time given.
It is a good idea to work in a group since a lot is shared and sometimes it makes work easy.44
On the contrary, the group members were not co-operative on certain occasions. one had to
absent herself and leave the workload to one person. This slowed the work down and many
ideas were missed because they were never shared when they were needed
6.3 Recommendations
Business systems can be so interactive once they cater for everything that relates to the
business for example the business banking activities. This project can be improved by
embedding in more dynamic utilities that were not possible due to the project scope but can
improve the company’s business transactions.
The specified time span never favored us to gather all the information needed for a Business
System that is why we opted for a database for our information storage. It would be a good
idea for any intending project designer to use a data warehouse in this case because of its
numerous advantages over operational databases. Data warehouses grant the option of
viewing data in multiple dimensions and gives access to historical data making it easy for the
system users to make strategic decisions.
6.4 Conclusion
Operations of a general store business rotate on two entities that is the supplier who supplies
the products to the store and the customers who consume the products from the company.
Therefore much emphasis is needed while handling these two entities with an aim of attaining
a competitive advantage. Automated Business Systems make it easier to monitor, manage and
control all the transactions made with the proper use of the information available. All the
steps undertaken during this project have been so useful to us because we have come to
realize the way how things are done in the outside world that is out of university life. We
have gained skills in various fields like Business Management, Research and Design among
others. It has been so educative, inspirational and interesting that any computer science
student ought not to miss.
45
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48
Appendices
1. Questionnaire Guide
Questionnaire on the System Analysis for Muru Enterprises Limited.
This questionnaire is prepared in preparation of the general store information storage and
retrieval management system at Muru. A system analysis research which will facilitate the
design intended to improve on the current business system used at Muru general store which
will be customized to the present operations carried out.
An efficient, dependable, technologically advanced, sophisticated, comprehensive, business
system for a general store plays a vital role in the smooth or round functioning of a business
company.
You have been considered a key informative in this research and your views are very
important .The information provided will be treated confidentially.
Background of Information
Time interview started•
Time interview ended~
Name of general storeS
Locatiow
Name of intervieweeS
Tit1e/Position~
Name of interviewer
49
Processes used in the basic operations of the system
1. What are the basic processes carried out in this general store?
2. How do you obtain the data from the different business units within this general store?
3. What is the average time needed to process a transaction file before it is taken for
storage?
4. What are the sources of data input into this system?
5. What are the reports generated at the end of each process?
50
6. In which format is data presented after processing?
EEl Statistical ~Text
7. How often is the data entered into the system?
EZI Daily EEl Weekly ~ Monthly
Others
Explaiw
9. What are the procedures of work being done manually or electronically?
Connectivity and data flow within the system
10. How many computers are connected to the system in place?
LZI 0-5 ~ 5-10 ~ 10-15 ~ More
11. Which parties are interested in this data after it has been processed?
51
12. What data is shared with other business units?
Controls used to ensure system security
13. What performance controls are in place to ensure data security?
14. How do you ensure the confidentiality of the data in files during transmission?
Challenges faced while using the existing system
15. What are the problems faced while using the current system?
52
16. What do you think should be done to address the problems mentioned above?
17. What are the possible measures put in place to cater for the unpredictable disasters
that may damage the data in storage?
18. How do you rate the performance of the existing system?
EZ Very good LZI Good El Fair El Poor
EEl Very poor
Please explain why you rate it that way:
3~~
Appendex 2
• -- phpMyAdmin SQL Dump
-- Version 2.11.7
-- http://www.phpmyadmin.net
-- Host: locaihost
-- Generation Time: Jul 15, 2009 at 02:25 PM
-- Server version: 5.0.51
-- PHP Version: 5.2.6
SET SQL MODE=”NO AUTO VALUE ON ZERO”;
-- Database: ‘muru
-- Table structure for table ‘cashiers’
CREATE TABLE IF NOT EXISTS ‘cashiers’ (‘id’ varchar(10) NOT NULL,
‘fname’ varchar(15) NOT NULL,
‘Iname’ varchar(15) NOT NULL,
‘address’ varchar(20) NOT NULL,
‘email’ varchar(25) NOT NULL,
‘phone’ varchar(15) NOT NULL,
‘Sex’ varchar(6) NOT NULL,
‘district’ varchar(20) NOT NULL,
PRIMARY KEY (‘id’)
54
) ENGINE=MyISAM DEFAULT CHARSETIatin1;
-- Dumping data for table ‘cashiers’
INSERT INTO ‘cashiers’ (‘id’, ‘fname’, ‘Iname’, ‘address’, ‘email’, ‘phone’, ‘sex’,
‘district’) VALUES
(‘1’, ‘Alikira’, ‘Richard’, ‘KIU’, ‘alikilunah@yahoo.co.uk’, ‘0782516624’, ‘Male’,
‘Hoima’);
-- Table structure for table ‘customers_details’
CREATE TABLE IF NOT EXISTS ‘customers_details’ (‘id’ varchar(3) NOT NULL,
‘fname’ varchar(15) NOT NULL,
‘iname’ varchar(15) NOT NULL,
‘address’ varchar(20) NOT NULL,
‘email’ varchar(20) NOT NULL,
‘phone’ varchar(12) NOT NULL,
‘sex’ varchar(6) NOT NULL,
‘district’ varchar(15) NOT NULL,
PRIMARY KEY (‘id’)
) ENGINEMyISAM DEFAULT CHARSET=latinl;
-- Dumping data for table ‘customers_details’
55
INSERT INTO ‘customers_details’ (‘id’, ‘fname’, ‘Iname’, ‘address’, ‘email’, ‘phone’,
‘sex’, ‘district’) VALUES
(‘1’, ‘Adum’, ‘Joseph’, ‘Mbarara’, ‘adumjoseph@yahoo.com’, ‘0782516624’, ‘Male’,
‘Pader’),
1~~ ‘~ ‘‘ ~ ~ ~ ~ ~‘V ~ ‘ ‘ ~ ~ , , ),
-- Table structure for table ‘details’
CREATE TABLE IF NOT EXISTS ‘details’ (‘fname’ varchar(15) NOT NULL,
‘iname’ varchar(15) NOT NULL,
‘item’ varchar(20) NOT NULL,
‘qty’ int(11) NOT NULL,
‘price’ int(11) NOT NULL,
‘quantity’ int(11) NOT NULL,
‘remaining’ int(11) NOT NULL,
‘total’ bigint(11) NOT NULL,
‘odate’ date NOT NULL
) ENGINE=~MyISAM DEFAULT CHARSET4atin1;
-- Dumping data for table ‘details’
INSERT INTO ‘details’ (‘fname’, ‘iname’, ‘item’, ‘qty’, ‘price’, ‘quantity’, ‘remaining’,
‘total’, ‘odate’) VALUES
(‘Adum’, ‘Joseph’, ‘Detergents’, 50, 2000, 200, 8, 80, ‘2009-07-28’),
(‘Adum’, ‘Joseph’, “, 0, 0, 0, 0, 0, ‘0000-00-00’);
56
-- Table structure for table ‘item’
CREATE TABLE IF NOT EXISTS ‘item’ (‘id’ int(3) NOT NULL,
‘item’ varchar(15) NOT NULL,
‘uprice’ int(11) NOT NULL,
‘cat’ varchar(20) NOT NULL,
PRIMARY KEY (‘id’)
) ENGINE=MyISAM DEFAULT CHARSET1atin1;
-- Dumping data for table ‘item’
INSERT INTO ‘item’ (‘id’, ‘item’, ‘uprice’, ‘cat’) VALUES
(2, ‘Millet’, 5000, ‘Grains and Cerial’),
(3, ‘Millet’, 5000, ‘Grains and Cerial’),
(4, ‘Homo’, 2000, ‘Detergent’),
(0, “, 0, ‘Cooking oil’);
-- Table structure for table ‘sales’
CREATE TABLE IF NOT EXISTS ‘sales’ (‘id’ int(4) NOT NULL,
‘uprice’ int(8) NOT NULL,
57
INSERT INTO ‘useraccounts’ (‘member_id’, ‘first name’, ‘last_name’, ‘username’,
‘user_role’, ‘password’, ‘security_qn’, ‘security_ans’, ‘DateTime’) VALUES
(1, ‘W_LIS Member’, ‘info system’, ‘Manager’, ‘Manager’, ‘manager’, ‘will it work?’,
‘why no!’, ‘2009-07-12 08:01:29’),
(2, ‘manager2’, ‘manager2’, ‘manager2’, ‘manager2’, ‘manager2’, ‘will it work?’, ‘why
not!’, ‘2009-07-13 22:27:13’);
60