The organisation should not be fictional as this will be invalid and will gain no marks. You should clearly state the problem and the corresponding solution. The Analysis should not exceed 1500 words (diagrams and footnotes are not included)
Kitchen Wok is a small Takeaway who sells various different Asian dishes to takeaway. One can order their takeaway in person or over the telephone. My client (Mr. N Cong) is the owner and the manager of Kitchen Wok. He employs two other people and works himself as the Chinese Chef. One of the employees is the Tandoori chef for Indian dishes and the other being the waiter/delivery man. The takeaway is open from 5pm till 11.00pm Sunday to Thursday and 5pm to 11.30pm on Fridays and Saturdays. It is closed on all major holidays including Christmas and New Years. The takeaway is in two parts; the ordering and waiting area at the front and the kitchen at the back. In the kitchen the Chef and the Tandoori chef share the jobs of cleaning dishes as well as the whole kitchen in addition to their specified jobs. The waiter is at the front of the takeaway, taking the orders (or delivering the takeaway).
When an order is placed the waiter writes it down on carbonated paper, so there are two copies of the order. The original copy is kept at the front and the duplicate is given to the kitchen staff. The duplicate may be thrown away after the food is prepared but the original is required for further use. At the end of the day, the client has to add up all the orders that were taken in that day and write the total in a book. The original copies of the day’s orders are then stapled and kept for future reference (for the tax people). In addition to that the client also has to check manually of the remaining stock and to see what to get for tomorrow. All of this has to be done before the client can go home. The client also at the end of each week has to write a list of the items that he has used and get a total for the week (for the tax man). This is done by hand and is a very long, boring and repetitive work as the client has to keep a record of what he uses each day of that week.
The current system – problems
In the interview I had to ascertain how the current system worked and what the requirements for the new system were. My client does not want any changes to the current method of recording orders. The orders are hand written on carbonated paper and the duplicate sent to the kitchen. However my client wants to change the way he records the week to week list that he has to do for the tax people, as producing this by hand is time consuming and prone to inaccuracy and error. In addition to the above the client has asked to change the stocks which are checked manually.
At present the week to week lists are prepared by hand. The items that the client has used in the week had to be written down and their costs are added. All of this is done in a duplicate book so he can keep a copy to prove that he has done it. Also if the tax people somehow lose it he can give the duplicate copy. As the week to week list is done by hand it sometimes can be messy and not legible. This creates problems as the client might have to redo all of that week again. The client uses a calculator to add up all the items and has to do the calculations several times to avoid any mistakes and be on the safe side. This takes long and is really time consuming and although the calculations were done several times the tax people still find mistakes with the addition.
The daily checking of the remaining stock is another job that the client has to do. Manual, physical and long the client sometimes misses some of the items and the next day he can not serve that particular dish. This might reduce the number of regular customers since is poor customer service.
Outline of task to solve – solutions
The two problems defined in the last section are my tasks to solve. Since the week to week lists of the items used are hand written, not legible, contain errors and just too time consuming and boring I will have to create a system where the data of the week to week lists are recorded quickly and accurately as well as being fast and prompt.
In addition given that the stocks are checked manually (my client has to check everyday of what to get for the following day) I will create a system where all the items in the stock are on the system and every time an item is used it will subtract that item from the list on the system. So when an item gets to say about ten it will alert the client to get that item for tomorrow. I have decided with the client that I am only going to do about five to seven items because the system will be too big for me too handle if I do every single item. Another advantage to doing a small number of items is that, if something goes wrong it will be much easier to repair the system or even to start all over again, rather than if I had done all the items.
Objectives of the new system
My client would like a system which will perform and complete the subsequent functions effectively:
* Calculate accurately the total, from data of any week to week list
* Able to amend prices of items as required
* Straightforward storage and retrieval of any list when necessary
* Be capable to make exact copies of the list when essential
* Precisely exhibit remaining stock and deduct stock when necessary
* Give advance warning when stock is insufficient for the forthcoming day
* Should be trouble-free, unproblematic and simple to use
Inputs Processes and outputs
Input 1: Name and price of item
Process 1: Calculation (addition) of the prices – these will be done by using formulas on Excel. It shall accurately calculate the total amount.
Output1: total amount of the cost of the items – should clearly display the correct total amount of the cost of the items
Input 2: The number of portions of items brought
Process 2: deduct portions – the process should be able to deduct at ease the number of portions used throughout the day
Output2: the remaining number of portions – this should show the remaining number of portions of the stock and be able to warn the user if running low
Hardware and Software available
I will be using both the computer at school and at home. At school I have access to Pentium 4 PC with a 15″ Benq flat screen monitor, scanner, along with both colour and black and white Epson laser printer. At home I have colour printer HP with a 17″TFT monitor and also have access to a scanner.
End User Skill
My client has little knowledge of word but hardly and of excel. The client has used computer now and then when really needed. So this is why I must keep the system simple to use and must not be too complicated.