CELL PHONE SALES MANAGEMENT SYSTEM (CPSMS)

CELL PHONE SALES MANAGEMENT SYSTEM (CPSMS) SIT1 AISHAH BT. This report is submitted in partial Mfillment of the requirements for the Bachelor of Computer Science (Database Management) FACULTY OF INFORMATION AND COMMUNICATION TECHNOLOGY UNIVERSITI TEKNIKAL MALAYSIA MELAKA 2007

ABSTRACT The primary purpose of preparing this Projek Sarjana Muda 1 is to fulfill Bachelor of Science Computer (Database Management) program in Universiti Teknikal Malaysia Melaka (UTeM). This thesis contains a complete analysis about the project that be developed and will be implementing in PSM 2. For the PSM, I will develops the Cell Phone Sales Management System (CPSMS) which this system developed for management of cell phone includes storing information and sales of cell phone and providing the services for customer to solve problem and make decisions in deciding the features of a cell phone that customers wish to buy. Besides that, this system also provide for staffs to make cell phone selling process as to issue sales receipt, generates sales report and part for stock inventory. This system developed because there are a lot of telecommunications companies that still using old day system and mostly do not have information system. Some literature review has been done to determine the scope, technologies and approaches used in this project. Structured Systems Analysis and Design Method (SSADM) is a methodology that be applied in CPSMS. SSADM uses a combination of text and diagrams throughout the whole life cycle of a system design, hm the initial design idea to the actual physical design of the application.

Tujuan utama Pmjek Sarjana Muda dilaksanakan adalah untuk memenuhi program Ijazah Sarjana Muda Sains Komputer (Pengurusan Pangkalan Data) di Universiti Teknikal Malaysia Melaka (UTeM). Tesis ini mengandungi analisa lengkap tentang projek yang akan dibangunkan dan akan dilaksanakan di PSM 2. Untuk PSM, saya akan membangunkan Sistem Pengurusan Jualan Telefon Bimbit dimana sistem ini dibangunkan bagi pengurusan telefon bimbit termasuklah menyimpan maklumat dan jualan telefon dan menyediakan perkhidmatan kepada pelanggan menyelesaikan masalah dan membuat keputusan dengan menetapkan ciri-ciri telefon yang ingin dibeli oleh pelanggan. Selain itu, sistem ini juga menyediakan kepada kakitangan dalam proses jualan telefon dengan mengeluarkan resit jualan, menjana laporan jualan dan bahagian simpanan stok. Sistem ini dibangunkan kerana terdapat banyak syarikat-syarikat telekomunikasi masih menggunakan sistem lama dan kebanyakannya tidak mempunyai sistem maklumat. Di dalam ulasan kuliah telah diterangkan tentang penentuan skop, teknologi-teknologi dan pendekatan-pendekatan yang digunakan di dalarn sistem ini. Structured Systems Analysis and Design Method (SSADM) merupakan kaedah yang digunakan dalam CPSMS. SSADM menggunakan kombinasi teks dan gambarajah sepanjang kitaran hayat rekabentuk sistem, daripada aplikasi rekabentuk awalan kepada rekabentuk fizikal sebenar.

CHAPTER I INTRODUCTION 1.1 Project Background The Cell Phone Sales Management System (CPSMS) is a web based system designed specifically to be used in PRO SM Telecommunications. It is a company that specializes in cell phone selling business. CPSMS is the system that developed for management of cell phone includes storing information and sales of cell phone and providing the services for customer to solve problem and make decisions in deciding the features of a cell phone that customers wish to buy or have called Decision Support System (DSS). For this system, DSS are intended to help the salesperson and customers by providing them with a process and tool for quick and easy data interpretation. In general, DSS is helps in making appropriate decisions. Besides that, this system also provide for staffs to make cell phone selling process as to issue sales receipt and generates sales report. CPSMS also provide the part for stock inventory. This part will display the total of phone stock that is available in the company and every time a phone is being purchased, the stock will be automatically reduced. With this system, all the data are stored in one place and users fasting to getting the information.

12 Problem Statement@) For the current system, filing system has been used. There are several problems may occur in current system. It may affect the users in various aspects. The problems are: a) Data losses For the current system, the data are kept on paper and files, it is quite impossible to backup the data. Possibilities of data losses while in the process of approval are high. b) Low data retrieval and performance Data retrieval and accessing are too-slow because the current system was not used centralized database but filing system is used. So, the users have to take a long time to get and access information. c) Stock inventory, sales receipt and reporting was done manually For the current system, company handles the stock inventory, sales receipting and reporting manually by using the old filing system. These are done on paper instead of a proper system, so the possibilities of losing the data are quite high. d) Manually support of decision making Before this, any recommendation to the customer was done by salesperson himself, and it took quite a while for the salesperson to think and figure out the requested cell phone features. e) Lack of security In the current system, there are lacks of security because all the data and record are kept on files. From that, the data are not secured.

13 Objective The system that will be developed will llfill the following objectives: a) Database centralized The purpose of database development is to store the data easily and faster and to avoid losing the data. The importance why database must be developing to make sure the data is secured. For the CPSMS, centralized database are used. It will make easy to manage the data and control the system. b) Faster data processing and accessing With the centralized database, the data can retrieve and entering the faster by users. It is includes purchasing and sales process, payment, sales report and also stock inventory. From that, users can reduce their time with using this system. c) Generates Sales Receipt CPSMS provide company staff to make cell phone selling process as to issue sales receipt that states item description, quantity, unit price, amount, name of buyer and salesperson, date and receipt number. The receipt that produced will give for customers as their references. d) Generates Sales Report The system to-be also provides the function to generate the sales report by staffs as a company reference. This report can be generates by date, phone brand or Staff ID. e) To computerized support of decision making This system provides the services for customers to solve problem and make decisions in deciding the features of a cell phone that customers wish to buy.

This system also allows customer to gain more information on the cell phones. f) Security system Data stored in the company database must be protected from accessing by unauthorized users. This system requests the users to enter the password security that allows them to use the system and to protect fiom accessing by unauthorized users. 1.4 Scope The Cell Phone Sales Management System (CPSMS) are developed to be used in PRO SM Telecommunications specifically in management of cell phone. It is a company that specializes in cell phone selling business. The CPSMS is a new system created for PRO SM Telecommunications staff and customers to enables them get and view the information about the cell phone and helps the customers to make a decision in buying the phone according to the features that they wish. For example, when the customers come to buy a cell phone, salesperson will ask them what brand of phone that they want (Nokia, Samsung and else) and the budget that they spend to buy the phone. The system will process the requirement and gives the result for the request. At the same time, this system also helps salesperson in managing the business transaction CPSMS also help salesperson to issue sales receipt for customers which means salesperson issue out receipt when customer buy a cell phone that states item description, name of buyer and salesperson, date and receipt number. Beside that, manager can generate sales report for the cell phone that already sold and also as their references. The sales report can be produced or generated by date, phone brand or Staff ID. Another function that provides in this system is inventory control. This part will display the total of phone stock that is available in the company and every time a phone is being purchased, the stock will be automatically reduced. The same thing goes when a

new stock arrived; the stock will be automatically updated as well when the staff entered the new stock. Company staff needs to register their personnel details to allow them using this system by given a Staff ID and password. Scope of this system included the target of user, functions of the system (modules), where to implement the system and the output. 1.4.1 User The project that will be developed will used by: A. Admin The manager will be the one using most of the system. They know the flow of the system and can view all the details of the system. Manager has to register first to allow them use this system. The manager has to make sure the system does not have problem and users do not have problem in using the system. Responsible to control and monitor the system that involved the activities related with the data's such as entering the new staff details. = Manager also can produce sales report. B. Salesperson Salesperson has to register to allow them use this system. Responsible in managing and controlling the system. Produce sales receipt for customers when customers bought the phone. Responsible to enter the new stock of phone when stock arrived. C. Customer Customer can login to view and update their profiles. Customers can view and get the information of cell phone to help them make decision in deciding the purchasing of a cell phone.

Make payment when bought the phone 1.4.2 Functionality Cell Phone Sales Management System (CPSMS) will provide the following functions/modules: a) Registration Before this system can be used, Staff and Customer have to register first. They will get the ID and password to use the system. This module created to avoid unauthorized user used and access the private information from this system. b) Login After user registered their information, they need to login the system first before they are able to use this system. This module is a one of step and procedure to make the data is secured. c) Decision support This system provides the services for customer to solve problem and make decisions in deciding the features of a cell phone that customers wish to buy or have. d) Generate Sales Receipt CPSMS allow salesperson to issue out a receipt when customer buy a cell phone that states item description, quantity, unit price, amount, name of buyer and salesperson, date and receipt number.

e) Payment This module occurred when customers bought the phone and make a payment. Salesperson will issue out receipt that state the amount the customers should be paying through the system. f) Generate Sales Report This module is designed for manager produce sales report for company references or any purpose to get the total of sales. This report can be generates by date, phone brand or by Staff ID. 13 Project Significance The Cell Phone Sales Management System (CPSMS) performs several benefits that guarantee the integrity and consistency of the data in the database. Most of these functions can be achieved to user. Within this system, customers can see of cell phone information to get the information before they bought the phone. Subsequent the Cell Phone Sales Management System provides data integrity management. It's promotes and enforces integrity rules to eliminate data integrity problems, thus minimizing data redundancy and maximizing data consistency. Like the other system, CPSMS provides security management. It creates a security system that enforces user security and data privacy within the database. Sdty rules determine which users can access the database, which data items each user may access, and which data operation (read, add delete or update). Apart hm this, there are various benefits that users can gain hm this system. For example, they can use this system to obtain information about cell phone. For the company staff, the business transaction is being faster because this system allows them to produce and issue the receipt of payment when customers buy the phone, generates sales report and enters the new stock when stock arrived.

1.6 Expected Output Upon completion of the system, it should be capable of storing cell phone information which includes brand of cell phone, model, features and price of phone, also storing staff and customer records as well as allowing staff and customer using this system. This system also enables staffs to make transaction and business management of cell phones including sales and payment and report generator. All information of phone repairing also will be kept in the database when customers come to repair their phone. Besides that, CPSMS also provide a Decision Support System @SS) to help customer finding the right cell phone according to their preferred features. 1.7 Conclusion As the conclusion, with this Cell Phone Sales Management System (CPSMS) development, it increases quality of cell phone system management that includes business transaction of cell phone (sales and payment), inventory control, and supported system for customers in deciding the features of cell phone that customers wish to buy. The new system will transform the Cell Phone Sales Management System which has many problems from manual system to efficient computerkd system. With the new system, problem such as data redundancy, data integrity and data loosing can be avoided in b. Other than that, user also can easily retrieve and viewing the information of cell phone, this and other enhance functions make the system convenient to use either user (sktl) or user who has to manage the system. For the next chapter will discuss the Literature Review and Project Methodology applied for this project.

CHAPTER ll LITERATURE REVIEW AND PROJECT METHOMlLGY 2.1 Introduction This chapter will briefly describe the literature review on project that will be done and also focus on a finding according to researcher's studies in order to choose the best solution to improve the current system. Then, discussion will more on the best methodology that had been chosen, the steps and activities in every stages and a statement that support the developer's opinion. From this chapter all requirement will be stated clearly such software and hardware requirement to develop this system. In a literature review, all the summary of the previous research relevant to the topic which is methodology that indicates the ordered set of task for developing software and includes extensive levels of detail. Besides of traditionally used for the development of medium or large system, Structured Systems Analysis and Design Method (SSADM) is one of the methodologies that have been used to represent the understanding of the system or product.

2.2 Fact and Finding The fact and finding information was taken from references books and articles fiom the internet that are related to this project. 2.2.1 Domain This part will discuss in detail about the domain system background. For this project, the main domain is about cell phone selection. Before customer buying a cell phone, they must get some information or study about what kind of cell phone is suitable for them. But as for nowadays technology, internet can be used as a medium to get the information. Although in internet provides more information of cell phone, but for the users does not have an internet connection, they cannot access the information that they want. So, Cell Phone Sales Management System (CPSMS) is created for the customers especially for PRO SM Telecommunications customers to help them make a decision in deciding the features of cell phone that they wish to buy. Besides that, this system also allows staffs to produce out sales receipt, entering the new cell phone information that arrived, control the stock inventory and generates sales report. 2.2.2 Case Study of Existing System i. Case Study 1 : http://tech.~ahoo.com Figure below shows one of the examples of the current website that provides services for customers in choosing a cell phone according to the fatures that they selected. This website allows users to selecting the features of cell phone include the price of phone, cell phone brand, type and others features. It also gives the information of cell phone that available in our country. The different between this website and Cell Phone Sales Management (CPSMS) is

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Table 2.1: Comparison between existing system and system to-be http://tech.vahoo.com http://www.dhgate.com Cell Phone Sales Management System (CPSMS) Interface Systematic and efficient User friendly User friendly Type of DSS Web base DSS Web base DSS Web base DSS and Hybrid System Technology Internet Internet Internet 23 Project Methodology The term "methodology" is generally regarded as a set of integrated procedures and techniques (method) that can be applied to a specific information system problem in order to offer a relevant solution. According to Noreen Hillary (Systems and Software Engineering lecture notes), methodology can be defined as a method is an integrated set of procedures and techniques which, when applied in a certain sequence, result in the

specification or generation of an information system. Also another definition was given by Martin Bush (Systems and Software Engineering lecture notes) defined the methodology is a systems of methods, and a method is an orderly way of doing something. A methodology is a strategy for overcoming the problems faced by the system analyst. It's made up of techniques, tools, conventions and documents and it lays down the tasks to be done. The methodology to apply in develops Cell Phone Sales Management System (CPSMS) is Structured Systems Analysis and Design Method (SSADM). SSADM a set of standards developed in the early 1980s for systems analysis and application design widely used for government computing projects in the United Kingdom. SSADM uses a combination of text and diagrams throughout the whole life cycle of a system design, from the initial design idea to the actual physical design of the application. SSADM uses a combination of three techniques: a) Logical Data Modeling The process of identifling, modeling and documenting the data requirements of the system being designed. The data is separated into entities (things about which a business needs to record information) and relationships (the associations between the entities). b) Data Flow Modeling The process of identifying, modeling and documenting how data moves around an information system. Data Flow Modeling examines process (activities that transform data fiom one form to another), data stores (the holding areas for data), external entities (what sends data into a system or receives data from a system) and dataflows (routes by which data can flow). c) Entity Behavior Modeling The process of identifying, modeling and documenting the events that affects each entity and the sequence in which these events occur.

Each of these three system models provides a different viewpoint of the same system, and each viewpoint is required to form a complete model of the system being designed. The three techniques are cross-referenced against each other to ensure the completeness and accuracy of the whole application. 23.1 SSADM Modules and Stages SSADM application development projects are divided into five modules that are Mer broken down into a hierarchy of stages, steps and tasks: Table 2.2: The Module of SSADM Modules Feasibility Study Requirements Analysis Requirements Specification Logical System Specification Physical Design Description The business area is analyzed to determine whether a system can cost effectively support the business requirements. The requirements of the system to be developed are identified and the current business environment is modeled in terms of the processes carried out and the data structures involved. Detailed functional and non-functional requirements are identified and new techniques are introduced to define the required processing and data structures. Technical systems options are produced and the logical design of update and enquiry processing and system dialogues. A physical database design and a set of program specifications are created using the logical system specification and technical system specification. The structure of SSADM is divided into five modules, and these modules are fiuther divided into stages that can be seen from the Figure 2.1 as below:

4 j Requirements Analysis Environment Logical Systems Specification L Requirements Specification Options rn Logical Design Physical Design Physical Design Figure 2.1: The Module and Stages of SSADM

Stage 1: Investigation of Current Requirements Establish analysis fiamework Investigate and define requirements Investigate current processing Investigate current data Derive logical view of current services Assemble investigate results Stage 2: Business Systems Options Define business system options Select business system options Definerequirements Stage 3: Definition of Requirements Define required system processing Develop required data model Derive system functions Enhance required data model Develop specification prototypes Develop processing specification Confirm system objectives Assemble requirements specification Stage 4: Technical System Options Define technical system options Select technical system options Define physical design module Stage 5: Logical Design Define user dialogues Define update processes Define enquiry process Assemble logical design Stage 6: Physical Design Prepare for physical design Create physical data design Create function component implementation map

Optimize physical data design Complete function specification Consolidate process data interface Assemble physical design The model that has been chosen that suited with SSADM is waterfall. Figure 2.2 shows the structure of waterfall. Figure 2.2: Waterfall Model Figure 2.2 shows the phases involve in waterfall model. It includes Analysis, Design, Implementation and Testing. Thus the waterfall model maintains that one should move to a phase only when it's proceeding phase is completed and perfected. Phases of development in the waterfall model are thus discrete, and there is no jumping back and fourth or overlap between them. The advantage of waterfall development is that it allows for departmentalization and managerial control. A schedule can be set with deadlines for each stage of development and a product can proceed through the development process.

23.2 Analysis The Analysis Phase is where the project lifecycle begins. This phase is the building block of a training program. The basis for who must be trained, what must be trained, when training will occur, and where the training will take place are accomplished in this phase. The product of this phase is the foundation for all subsequent development activities. A literature research should be the first step in any analysis to prevent redundant work fiom being performed. During this phase, information such cell phone infomation, stock inventory format, sales receipt are collected through fact and finding, interviews, internet sources and books review. From the collected information, it will be converting into a more structured diagram using Data Flow Diagram (DFD). 233 Design Design is the second phase. Design becomes more important as the project becomes larger and more complex, and impacts more people. Design is a description or analogy used to visualize something that cannot be directly observed. In other words, it is an abstraction of a more complex real-world object. It is the relatively simple representation of complex real-world data structures, usually using graphic to represents data structures and their characteristics, relations, and constraints. Therefore, database design becomes a crucial activity in the database environment. Database design contains three models; conceptual, logical and physical design.

b - - Analysis I Conceptual Design 1 Logical Design 1 Physical Design I * Implementation 1 Testing Maintenance and Evaluation Fire 23: Database Life Cycle (DBLC) 23.4 Implementation This is the Implementation Phase, during which the system is actually built (or purchased, in the case of packaged software design.) The first step in implementation is systems construction, during which the system is built and tested to ensure it perfoms as designed. Deliverables during this step include Programs, the Test Plan, User Documentation, and the Tested System. Conversion is the process by which the old system is turned off and the new on turned on, during which the project team creates a Conversion plan, a Change Management Plan, a Support Plan, and a Project

Assessment. At the end of Implementation, the final system is delivered to the project sponsor and approval committee. 23.5 Testing The primary purpose of this phase is to determine whether the software developed and unit tested in Phases 3 and 4 is ready for implementation. Each testing stage will have a unique testing team, who will define the work plan, approach, scope and entry and exit criteria for each stage. Each testing stage should be completed and all fixes applied, before moving on to the next testing stage. The results of all the testing stages will determine whether to move forward to the Implementation Phase. Based on the size and scope of the project, the Practice and Program Manager wil determine the types of testing that are applicable and the level of testing required. 23.6 Reason for choosing a Structured Methodology The main reasons for choosing a structured methodology are the benefits it offers over conventional methods. The benefits of structured methodology are given below: o Provides a systematic way of breaking the problem into manageable stages and individual tasks. o Provides a firm structure of steps and checkpoints throughout the lifecycle, which means that projects can be carefully managed and controlled. o Reduces development cost of a system by trapping errors as early stage of the lifecycle as possible. This ensures higher quality, greater flexibility and fewer errors. o Most complete analysis and design methodology, as it uses well established techniques to define the business needs. It reduces the risk of project failure which makes it a safe choice.

o SSADM is a structured approach. managed and controlled easily. By using SSADM, projects can be 2.4 Project Requirements Project requirement is important to make sure the system can run and execute well. This requirement id divided into three categories which is software requirement, hardware requirement and other requirement. Software requirement is a list of software that is necessary and needed to develop or execute the application, program and system. Hardware requirement is a list of hardware and devices that been use the overcome the input output of the running or execute application, program or system. The software and hardware requirement is listed in Table 2.3 and Table 2.4. 2.4.1 Software Requirement The minimum of software requirement is mentioned at Table 2.3 below: Table 23: Software Requirement in developing CPSMS No. 1. 2. Software Microsoft Visio MySQL Description The Visio software is diagramming programs that can help to create business and technical diagrams that document and organize complex ideas, processes and systems. Diagrams created in Visio 2003 enable to visualize and communicate information clearly, concisely and effectively in ways that text and numbers alone cannot. MySQL is a database that very fast, reliable and easy to use. This software is used to access the databases due the system to its connectivity, speed and security. MySQL originally developed to manage large databases at a much faster speed than the solutions that preciously existed.

3. 4. 5. Microsoft Project Rational Rose Macromedia Dreamweaver Microsoft Project is a project management software program which is designed to assist project managers in developing plans, assigning resources to tasks, tracking progress, managing budgets and analyzing workloads. This software used to design a Gantt Chart. This is software design tool intended for visual modeling and component construction of enterprise-level software applications. It is used to draw a diagram such Data Flow Diagram (DFD), Flowchart and Use case. This is compatible software to write coding. This sohare allowed writing in PHP language. 2.4.2 Hardware Requirement The hardware requirements that will be used to develop CPSMS are listed as below in Table 2.4: Table 2.4: Hardware Requirement in developing CPSMS a. Minimum required for server: No. Hardware Minimum Requirement 1. Processor Intel Pentium IV or later 2. RAM 256 MB and above 3. Hard disk 60 GB and above 4. Memory At least3 MB b. Minimum required for client: No. Hardware Minimum Requirement 1. Processor Intel Pentium IV or later 2. RAM 128 MB and above 3. Hard disk 40 GB and above

2.43 Network requirements listed below: The network requirements that will be used to implement CPSMS project are i. Local Area Network (LAN) 2.5 Project Schedule And Milestone A brief description of the tasks of this project is given in Table 2.5 as below: Table 2.5: Task identil~ed in the CPSMS project Task Name Project Selection Planning and Research Analysis and Design Testing and Improvement Description Select a project which is interesting, challenging and fulfils the course requirements. Also choose a supervisor who covers the area of the project. Read some past projects and understand what's expected. Identify the tasks, and plan and schedule projects using Gantt chart. Also visit places that related with the project to be to get valuable information. Analyze the problems of existing system and identifl the requirements. Draw data flow diagrams, structured charts for the proposed system. Test the program and improve where necessary. 2.5.1 Gantt Chart A Gantt chart is a horizontally bar chart that graphically illustrates scheduling of the project activities. A well designed Gantt chart displays the activities and associated timescales effectively. The Gantt chart displays all the main time associated attributes which are task start date, time (the number of working days) to complete the task and task completion date. Each horizontal bar in the Gantt chart represents a

project task and its length scaled according to its expected duration. The name of each activity is written on the same row, at the left hand edge of the chart. Gantt chart provides a clear indication of how long an activity is expected to complete. The project tasks, milestones and duration are shown on a Gantt chart in Appendix A, Page 95. 2.6 Conclusion From the fact and finding that has been done, it can conclude that cell phone business companies are looking to enhanced their management in purpose to improve their customer services with provides the Eunction to enables customers or users making decision in decide the cell phone that they wish to buy and also make an easy for staff company to manages that related with business transaction, sales and purchasing, payment and stock inventory. In developing of CPSMS, waterfall and database life cycle methodology has been implementing as a guide through out the project development process. Using this methodology, the project progress will be in order. As the conclusion, the system developer will have to schedule the project progress properly so that the project goal can be achieve. The next chapter will review the analysis phase which includes the problem analysis and requirement analysis of the system development.