Paco Joan Furniture Store Inventory System. De La Salle University Manila College of Computer Studies. INTROSE Introduction to Software Engineering

Transcription

1 Project Proposal S21 Group H Paco Joan Furniture Store Inventory System De La Salle University Manila College of Computer Studies INTROSE Introduction to Software Engineering Group Members: Co, Bervyn Co, Jasper Ganal, Perrin Leonardo, Daniel John Professor: Ms. Chelsea Celestino Date Submitted: Table of Contents 1. Introduction Overview Company Background Business Process Problem Description 2-3

2 1.2 Objectives, Scope and Limitations Objectives Scope and Limitations 3 2. Functional Requirements Software Functions # 2.2 User Types and their Descriptions # 2.3 Data Files and their Descriptions # 2.4 Report Types and their Descriptions # 2.5 Use Case Diagrams # 2.6 Use Case Descriptions # References # Apendix A. Sample Forms # Apendix B. Sample Reports # Apendix C. Personal Log #

3 1. Introduction 1.1. Overview Company Background Paco Joan Furniture store was established in the early 1950 s with currently 20 employees: 5 of them are the sales ladies, 4 drivers and the rest are lifters. It started off as a small sari-sari store owned by a family in the early 1940 s and was renovated and expanded when the owner decided to pass it to one of his sons. It is located in Paco, Manila where it boasts and ensures the quality of their products. The products the store basically sells are furniture such as tables, chairs, cabinets, sofa, etc. Most of the products are imported from other countries; others are ordered from manufacturers Organizational Chart Business Process Paco Joan Furniture Aside from selling its goods, delivery service is one of the main services provided by Paco Joan Furniture. Whenever a customer purchases a product, he/she may choose whether to have it assembled at the store and then delivered to their houses, or assemble it at the comfort of their own home. Most customers however, want it to be assembled at their house so as to monitor the parts of the furniture they have ordered be taken out of the box and to lessen

4 the risk of damaging the furniture if it were to be delivered and be forced to fit in a small door. Currently, the manager lists down all the products available and constantly checks them whenever she loses count when doing an inventory. Steps before a delivery: 1. Before a saleslady sells a particular item, she must first ask the manager whether or not the product is still available. The manager would check the list to see how many existing product is left, how many are damaged, how many are of what color etc. 2. When the item is available, that is the time when the saleslady will fill-up everything on the receipt. When a delivery is in order: 1. The saleslady will write down what they need for the delivery and shows it to the manager. 2. The manager then asks the lifters to procure everything in the storage in preparation for delivery. 3. When all is prepared, the furniture is transported to the location where it will be assembled or dropped off Problem Description The following are the identified problems of Paco Joan Furniture that the proposed software hopes to address: PR ID Problem Root Cause Symptoms and Frequency Business Impact PR 01 The manager sometimes loses count during inventory. Information retention/ memory problems due to age; carelessness Happens habitually, especially when there are too many products to count. Inaccurate count of products during inventory may lead to erroneous sales reports; Too much or too less count of a product could mean the difference between customer satisfaction and customer complaints.

5 PR 02 The manager may have the tendency to double the count of a product, or add a digit to a sales figure. Misunderstan ding between manager, and salesladies; carelessness Happens when salesladies don t pay that much attention to product s descriptions and pricing. Doubling the listing of data or accidentally adding digits to an originally correct figure, as a result of carelessness and/ or misunderstanding among employees of the company, will result in data redundancy and erroneous reports. PR 03 The manager sometimes needs to check the stocks frequently. An immediate and accurate list of products which are currently available isn t always obtainable. Every time a product is bought. Too much inventory checking may lead to mixed lists of products. PR 04 The customers sometimes want to know the details, ideas and numbers to a certain product (due to bulk ordering) as fast as possible. Timeconsuming; tedious to do in an instant. Customers ask too much information on a particular item, and salesladies frequently have to go back and forth to the manager to pass the questions. Customers might lose patience in waiting. In lieu of that, the business will not process immediately. The worst result is that the customer might lose interest in purchasing products from the business. PR 05 The salesladies makes changes to the current list of available products without informing the manager. No communication with manager to inform that there had been changes made to the list. Sometimes, when manager gives the duty to the salesladies. This may lead to loss of profit if changes made involves the pricing made for the products Objectives, Scope, and Limitations Objectives General Objective

6 The system aims to address the problems the store currently faces in dealing with inventory/stock check and giving accurate product information by making an automated inventory system. Specific Objectives The specific objectives of the system are: SO ID PR ID Specific Objective SO 01 PR 01 To keep count of the stocks available. SO 02 PR 02 To eliminate data redundancy. SO 03 PR 02 To organize the contents/stocks of the store. SO 04 PR 03 To monitor the actions made to the contents/stocks. SO 05 PR 04 To organize the contents/stocks of the store. SO 06 PR 04 To provide fast and accurate product description/information/ pricing SO 07 PR 05 To secure the database by using a login system Scope and Limitations The proposed software will be programmed in C# running under Microsoft Visual Studio, and the expected machine that will use it should have the necessary software installed. The inventory system will be protected using a log-in system in which, other than the manager, may accommodate the salesladies to have access by registering. Basic information will be collected from the salesladies such as their name, birth date, contact information, etc.. The system will cover: Contracts for every furniture. Stocks for every furniture. The count of every style of furniture. Purchase order of every order made. Only the admin can edit the system.

7 Staffs can only view the inventory system. Contains admin and other staffs account. Contains the details of every supplier. The system will not cover: Actual purchasing. Budget and other finance purposes will not be included in the system. 2. Functional Requirements 2.1. Software Functions The software mainly has two modules: Manager Module and Employee Module MD01 - Employee s Module This module is for the employees, and is only used to view the products and corresponding information about each so they could easily supply answers to customer s queries about a particular product. SO ID SO 01, SO 02, SO 06, SO 07 FN01 - Create Log-In Account FN02 - Edit Log-In Details The employees will have to register for an account in which it will take in personal information such as: name, birth date, age, contact number; account information such as: username, password, security question, security answer; and other necessary data to view the inventory. Upon creating an account, an employee may edit his/her information.

8 FN03 - View Inventory This will enable an employee to oversee the products of the store. Considered to be the heart of the system, it will display all of the products the store has available and provide the information that comes with each product including but not limited to: product name, product code, quantity/product in stock, product sold, price, style, color, supplier and product description. FN04- Notify User MD02 - Manager s Module This module allows the manager to manipulate the inventory system. It allows him to use every function of the software as he/ she handles the inventory and is the primary user. SO ID SO 01, SO 02, SO 03, SO 04, SO 05, SO 06, SO 07 FN01 - Create Log-In Account FN02 - Edit Log-In Details The manager will have to register for an account in which it will take in personal information such as: name, birth date, age, contact number; account information such as: username, password, and other necessary data to use the inventory system. Upon creating an account, the manager may edit his information, or the information of employees registered in the system.

9 FN03 - View Inventory FN04 - Add Item to Inventory FN05 - Delete Item from Inventory This will enable the manager to oversee the products of the store. Considered to be the heart of the system, it will display all of the products the store has available and provide the information that comes with each product including but not limited to: product name, product code, quantity/product in stock, product sold, price, style, color, supplier and product description. This provides the manager with a form to fill-up with details regarding a product to be added to the inventory. This allows the manager to permanently delete a product that is not offered anymore, or when the store doesn t plan to restock on a particular furniture after it has been sold. FN06 - Modify Item in Inventory In case a particular product needs modification, this allows the manager to reenter the correct information for it. FN07 - Delete Account Enables the manager to delete unserviceable accounts. e.g accounts of past employees. FN08 - Noti 2.2. User Types and their Descriptions UT01 Administrator/ Manager The Administrator/Manager is given the privilege to make use of all of the functions of the system. FN01, FN02, FN03, FN04, FN05, FN06, FN07 UT02 Employee Unlike the manager, employees have limited use of the software and can only register and edit accounts to be able to log-in to the system and view the inventory. FN01, FN02, FN Data Files and their Descriptions DF01 - Product Table

10 This table houses the information of every furniture that the store offers. It is used as a centralized repository of data that can be used to further know the details of each product. MD ID MD01, MD02 Product Name Product Code Quantity/Product in stock Product Sold Price Style Color SupplierID Product Description Date Procured The name of the product. Code for the product; Primary key. Determines the remaining stock of a product. Determines how many were sold. Price of a product. Describes what the product is made out of. Tells the color of the product. Supplier of the product; Foreign Key An in-depth description of a product. Tells when the product was obtained from the supplier. DF02 - Employee Table This table contains the information of every employee currently employed in the store and is only accessible to the manager. MD ID MD02

11 Employee Number Employee Name Birth Date Age Sex Telephone # Cellphone Number Address Username Password Primary key for employee. The name of the employee. Determines the birth date of the employee. Determines the age of employee. Determines the gender of the employee. Contact number of employee. Contact number of employee. Where the employee currently resides. Employee s username for the system. Employee s password for the system. DF03 - Supplier Table This table contains the information of every supplier that the store imports products from. MD ID MD02 Supplier ID Supplier Name Contact Person Telephone # Cellphone Number Supplier Address Primary key for supplier The name of the employee. Name of contact person per supplier. Contact number of supplier. Contact number of supplier. Address of supplier Report Types and their Descriptions RP01 - Employee

12 This will enable an employee to oversee the products of the store. Considered to be the heart of the system, it will display all of the products the store has available and provide the information that comes with each product including but not limited to: product name, product code, quantity/product in stock, product sold, price, style, color, supplier and product description. MD ID MD01 Frequency of generation Contents <Field Name> Daily This will enable an employee to oversee the products of the store. Considered to be the heart of the system, it will display all of the products the store has available and provide the information that comes with each product including but not limited to: product name, product code, quantity/product in stock, product sold, price, style, color, supplier and product description. <Field Description> RP02 - Manager This mode will serve as the head of the system since the manager can add, view and delete employees and stocks. The Manager can also check the status of stocks and their suppliers as well. MD ID MD02 Frequency of generation Daily

13 Contents This mode will enable the Manager to add edit and view employees as well as the current status of the stocks once ordered or purchased. The Manager will also handle the suppliers details as well as their contracts.the Manager can also add, view and delete stocks from the inventory system Use Case Diagrams 2.6. Use Case Descriptions Create Log-In PreCondition: The user has opened the software and is in the log-in screen. 1) The use case begins when the user selects to create a log-in account. 2) The system shows the user the list of details to be filled up. 3) Once all the needed details are filled up, a prompt will appear that the details have been successfully input and enters the system. Alternative Path: 1) The user selects to create a log-in account. 2) The system shows the user the list of details to be filled up. 3) The user decides not to continue registering and cancels registration.

14 4) System asks user if he is sure to cancel registration a.) If yes, the user is lead back to log-in screen. b.) If no, the user is given the opportunity to enter information on the text fields again. Exceptional Path: 1) The user selects to create a log-in account. 2) The system shows the user the list of details to be filled up. 3) The system alerts the user that a required field has been left blank. a) The user entered information on a certain data field that does not match the data type on the data base b) The user entered too many a value in a text field. c.)the user commits a case-sensitivity issues regarding username and password. 4) The system prompts the user of the errors in the data fields and asks the user to fill-up again. Log-in Precondition: The user is in the log-in screen, about to enter a registered username and password to use the system. 1) The user enters username and password and selects to log-in. 2) The system accepts and leads you to the inventory screen Exceptional Path: 1)The user enters username and password and selects to log-in. 2)The user enters an invalid username and password. 3) The system prompts the user has entered the wrong username or password or has yet to create a log-in account. View Inventory Precondition: The user has logged in, and is in the Inventory screen. 1) The use case begins if the manager or the employee entered the correct password. 2) The user will be able to view the inventory and sort them whichever the user wants. 3) The user then now can check the inventory and take note of the stocks that are damaged. Alternative Path: 1) If there is no stocks to view. 2) If the item is damaged and cant be sold and still the manager kept on subtracting the stock. Notify User PreCondition: The user has opened the software and be able to log-in correctly. 1) The use case begins when the manager or the employee entered the correct password. 2) The user will be able to view the damaged products that needs to be refurbished. 3) The user will be able to view which product is running low on quantity.

15 Alternative Path: 1) If there is no damaged item. 2) If the stocks have not yet reached it s minimum count. Manipulating the Inventory Precondition: The user is in the Invetory screen to add an item to the inventory 1) The user inputs information of new furniture on blank text fields. 2) The system accepts and immediately updates the view of the inventory Alternative Path: 1) The user inputs information of new furniture on blank text fields. 2) The user enters wrong info and decides to cancel adding a new furniture. 3) The user goes back to inventory screen. Exceptional Path: 1) The user inputs information of new furniture on blank text fields. 2) User enters incomplete or wrong data in one of the fields 3) System informs the user of the wrong fields. Precondition: The user is in the Inventory screen to edit an item in the inventory 1) The user changes information of current furniture on the pre-filled text fields. 2) The system accepts and immediately updates the view of the inventory Alternative Path: 1) The user changes information of current furniture on the pre-filled text fields. 2) The user decides to cancel editing. 3) The user goes back to inventory screen, The edit does not go through. Item retains original information. Exceptional Path: 1) The user changes information of current furniture on the pre-filled text fields. 2) User enters incomplete or wrong data in one of the fields 3) System informs the user of the wrong fields. Precondition: The user deletes an item in the inventory 1) The user chooses an item via the item code to delete 2) The system finds the item code and deletes the information of that furniture. Exceptional Path: 1) The user chooses an item via the item code to delete 2) User enters incomplete or wrong data for item code. 3) System informs the user of the wrong fields. 4) Deletion does not occur.

16 Precondition: The user decides to generate a sales report and is on the inventory screen. 1) The user clicks generate sales report button 2) The system displays the sales report. Exceptional Path: 1) The user clicks generate sales report button 2)The database lacks the data to generate sales report 3)Notifies the user of the cause. 4) Does not push through. Goes back to inventory screen. Precondition: The user decides to generate an inventory report. 1) The user clicks generate inventory report button 2) The system displays the inventory report. References Exceptional Path: 1) The user clicks generate sales report button 2) The database lacks the data to generate inventory report 3) Notifies the user of the cause. 4) Does not push through. Goes back to inventory screen Bronack, Thomas. (November 21, 2001). Inventory Management System. Retrieved from Appendix A. Sample Forms Sample Forms (if any) Appendix B. Sample Reports Sample Reports (if any) Appendix C. Personal Log Bervyn Co Task/s Assigned Task/s Done Jasper Co Task/s Assigned

17 Task/s Done Perrin Ganal Task/s Assigned Task/s Done Daniel John Leonardo Task/s Assigned -Functional Requirements (Software Functions, User Types and their Descriptions) Task/s Done -Functional Requirements (Software Functions, User Types and their Descriptions) -Modified the project proposal according to better understanding of the business -Use Case Diagram -Use Case Requirements