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The Sweet Stand Essay Sample

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The Sweet Stand Essay Sample

The Problem

Recently a small “Young Enterprise” group has set up a Sweet Stand, which sells a variety of sweets and soft drinks. The staff working at this Sweet Stand are Dave Currall (The Manager), Natalia Gelder (Assistant Manager). At the moment, the records which hold the information, are all paper based. This problem requires for Dave Currall to keep records in order, and also wastes time in writing the information down for the records. A stock check takes a lot of time to do although

Nature of the problem

User’s requirements

1. Stock checking forms.

2. Stock not re-ordered.

3. Wrong Minimum re-order quantities.

4. Don’t know who supplies which item.

5. Takes time and is difficult to prepare orders.

1. Form to use for stock checking.

2. Automatically identify when stock is low.

3. Items have a re-order quantity.

4. Each item has its known supplier.

5. System creates printed orders.

Details of the problem

Details of the user’s requirements

1. Stock checking form – its paper based. This means that too much time is taken filling in the stock check form. Paper can be easily lost; also after a period of time it begins to look all messed up. Repeating the tasks again and again wastes time.

2. Stock is not re-ordered which leads to that the items are running out, and customers will go elsewhere.

3. Wrong Minimum re-order quantities – re-order levels are being guessed, therefore at times too much, stock is being re-ordered. As a result, there are problems with the storage space; items go passed their sell-by-date and have to be thrown away.

4. We don’t know whom supplies which item, it also takes time to find the items, and the items could go to a wrong supplier leading to a loss of money.

5. Takes time, and is difficult to prepare orders – we need to know which items are low on stock, what items are needed, and who the order is coming from (the supplier).

1. Stock checking form – computer generated list of items that can be used to record the number of each item in stock.

2. Automatic low stock warning – the system needs to identify when a current item is below a certain mark of stock and will need to be highlighted for re-ordering.

3. Item re-order quantity – each item has a number, which is used as a re-order quantity.

4. Each item has its own supplier – the system needs to know if the supplier for each item, this could be coded, used to order items from the correct supplier.

5. System creates printed orders – the items that need re-ordering, are put on an order form which is then reading to be ordered with its certain No. in Stock. There will be a different order form for each supplier. This order form will require all of the important information.

Method of collecting data

Information collected

* Items sold

* No. in Stock of stock

* Supplier

* What the supplier suppliers/ what item(s)

* Sell-by-date

* Re-order level of items

Method Used

* Items sold – The staff count the items and write all the stock items onto a list. So when an item is sold, the staff will write down what has been sold.

* No. in Stock of stock – The staff will count how much stock of each item they have, and write it down on paper.

* Supplier – The staff would contact the supplier and retrieve the information they need to know on what the supplier supplies.

* What the supplier supplies/ what item(s) – The staff would contact the supplier and find out what stock the supplier has via telephone, letter, etc.

* Sell-by-date – each box of items shall have the same sell-by-date so the staff can write down the sell-by-date for that box and keep up to date with the items.

* Re-order level of items – levels of items need to be monitored manually to see what items run out of stock quickly, and some items which don’t sell very much. This way different levels are aquired for each item.

Suggested Alternatives

Alternative solutions shall improve the Sweet Stand; these should be improving the capture of the records by inserting them into a database so that they are kept safe. It should be able to identify when an item should need to be recorded. Also, it will control the No. in Stock of each item. Also it will be able to identify which item has come from which supplier. Also, these orders will be prepared when an item needs to be reordered.

Inputs, Processing and Outputs required

Inputs

Processing

Outputs

* Stock items

* No. in Stock of stock

* Supplier details

* Re-order level

* Formulae

*

* Stock check form

* Order form

* Stock listing report

Detail of inputs, processing and outputs

Name of input

Detail of input

Stock items

The items of stock that need to be ordered need to be input into the system

No. in Stock of stock

The number of items in stock will need to be an input into the system

Suppliers details

The information on the supplier will need to be input. This information is the address, name, and contact numbers.

Re-order level

The re-order level will need to be input for each item of stock. This is so that the calculation can alert the user that the item needs to be re-ordered.

Name of Processing

Detail of processing

Formulae

IF(‘RE-ORDER'<=’STOCKLEVEL’,”Y”,”N”)

Name of Output

Detail of Output

Stock check form

This is for the staff so that the staff can go around the sweet stand and count the number of items available to buy.

Order form

The order form will be created so that when items are out of stock, an order form can be used to be sent off to the supplier.

Stock Listing report

The stock listing report is created to check the items in stock.

Suggested System Specification

Hardware

Software

Keyboard

Mouse

Monitor

Pentium III

64 Megabytes of RAM

40 Gigabyte Hard Drive Disk

Graphics card

Floppy Disk Drive

CD-RW disk drive

Windows 98

ClarisWorks v5 Database

Design

Data Structure

Field No.

Field Name

Length

Type

Example data/ Comment

1

Supplier

Variable

Value list

The name and address of the supplier e.g. J.Firkins, Grain road, Runcorn, WA7 4PK

2

Item

Variable

Text

This represents the items which are sold

3

No. in Stock

Variable

Number

This represents the number of items in stock at the moment

4

Re-order level

Variable

Number

This represents what the re-order level should be

5

Re-order?

Variable

Calculation

This represents whether or not items need to be re-ordered. This is done by subtracting the number of items in stock from the re-order level. If the re-order quantity is less than the re-order level, then the Re-order? Field should display “Y” for yes.

6

Minimum re-order quantity

Variable

Number

Shows the limit of the stock number and changes the re-order to yes when No. in Stock is the same as the Mimum re-order quantity

Alternative to the Basic

Field No.

Field Name

Length

Type

Coded

Validation

Comment (Codes description and Validation)

1

Supplier

Variable

Pop-up Menu

Y

Y

CW-Caterserve Wholesalers

JF -J Firkins

Automatically chooses CW as a default

2

Item

Variable

Text

N

N

Cannot be empty

3

No. in Stock

Variable

Number

N

Y

Cannot be empty, Must be in range of 0-100, Number format is general

4

Re-order level

Variable

Number

N

Y

Cannot be empty, Must be range, of 0-100, Number format is general

5

Re-order?

Variable

Calculation

N

Y

Formula used =IF(‘Re-orderLevel'<=’Stocklevel’,”Y”,”N”)

6

Minimum re-order quantity

Variable

Number

N

Y

Cannot be empty

Justify choice of data structure

Advantages

Disadvantages

Basic Design

Does not have a range for the no. of stock, Simple, easy to handle, unlimited addresses can be input

The address has to be typed, Is not coded, is not validated,

Alternative to the basic

Has pop-up menus, the system is validated and coded.

Has a limited No. in Stock of addresses to input,

My choice is:

I have chosen the alternative to basic system

Reasons for my choice:

The alternative system has the addresses inserted automatically, which would save time typing in the addresses. Also the system validates and codes most of the fields.

2. User interface

Advantages

Disadvantages

Basic Design

Unlimited addresses can be inputted.

Fields spread out, takes up to much space.

Alternative to the basic

Compact,

Limited addresses are inputted in the pop-up menu i.e. JF and CW.

My choice is:

I have chosen the alternative to basic design.

Reasons for my choice:

It holds less space than the basic design.

3. Output Formats

Advantages

Disadvantages

Basic Design

Portrait view on paper.

Shows the fields to cause confusion, takes up too much space.

Alternative to the basic

Landscape view on paper to give a certain stock more given space.

My choice is:

Alternative to the basic

Reasons for my choice:

Its view easier to understand and less confusing.

4. Software and Hardware requirements

Preferred Software and Hardware

Hardware

Software

* Processor – 900MHz Intel compatible

* Memory – 32Mb

* Hard disk drive – 1Gb

* CD-ROM – fitted.

* Floppy disk drive – fitted

* Printer – Mono laser

* ClarisWorks V.5 database application – It stores and processes the data for the Sweet Stand. An alternative to the database application would be Ms Access.

* Ms Windows 98 operating system – This controls the systems hardware. There is no alternative for this.

Hardware alternative

Software alternative

* Processor – 1000MHz Intel compatible, this will allow the programs to run faster.

* Memory – 128Mb RAM, this allows large or many files to run faster.

* Hard Drive – 60Gb

* CD-ROM – CD-RW fitted, this allows you to backup your data on compact disk

* Floppy disk drive – no alternative

* Printer – Colour ink jet, more expensive, output is slower

* Ms Access

Implementation

1.

Database Title

The Sweet Stand

Database Filename

Sweet Stand.cwk

Database File Storage Location

H:\SweetStand.cwk

Database File Backup Details

SweetStand.bak

2.

Application Program Name

ClarisWorks V5.0

Application Program Opened From

Start/Programs/Pupil Programs/ClarisWorks 5.0

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