It Assignment Ramzeen

8/3/2019 It Assignment Ramzeen

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Name: Mohamed Razick Mohamed Ramzeen

Module title: Information System Technology

Module No.

Assignment title: Information System Management Report

BA Business Administration and Finance

University of Wales

Alexander College


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Investigation report

Executive summary

Uni Mart is a small business and it needs an effective data base to maintain the stock and accounts to

operate well in the future.

Introduction

Uni mart is a small shopping mart. Mr. Thomson is the owner and the shop operates with 2 staff assistants.

The operation of the Uni mart is buying and selling goods and also maintaining a small quantity of stock.

The goal of Uni Mart is provide best for less.

Operation of the current system

The manual system is currently using for maintaining records. The purchases and sales are recorded in

separate books; this is the only record they have for the operation. End of the each financial year the stock

will be counted manually and prepare the accounts approximately to calculate profit or loss for the year.

Every year Uni mart is having a good profit but its not accurate because the accounts are done manually

and there can be mistakes. If someone asks certain goods the staffs also do not know whether it is available

or not, they also want to check with racks, because they do not have any records for stocks. End of each

year the stock take is another difficult task and most of the time they close the shop to calculate the stocks.

And also there is no proper way of ordering, when suppliers visit to the shop they check from the racks and

order the goods to fill the blanks. Uni mart lost a lot of business because of not having a proper system to

maintain stocks and accounts.

The documents currently used by Uni Mart are listed below,

Invoice is used when purchasing goods and the cash purchases are recorded in purchase book as cash

purchase and credit purchases also recorded in purchase book as credit purchase.

Receipt is used for customers, when they purchase goods a written receipt will be issued for the cash

received and is not doing any credit sales and does not accept credit or debit cards. It also does not accept

any good returns.

Cash payment slip is used as a proof for cash payment such as salary, utility payments.

Data Flow chart of the current system


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Problems

There is no proper method of data maintenance and this affects the entire business. At any given time the

staff could not calculate the profit, they do not the how much stock they have? The book keeping and

accounts are not reliable. This will delay to make decisions. There are many more chances to make

mistakes because all the data maintenance is manual.

Solutions

Can use specific customized software for data entry and maintenance, example Quick Book, Acc Pac etc.

This is less time consuming and more effective. Also this will improve the reliability, accuracy and availability

of the data. But in other hand this will need a well-trained operator and is costly.

As an alternative Microsoft Excel can be used with minimum cost but it is needed training and time

consuming or a new data base, this is quick and cheap and provide large capacity but regular maintenance

is required.

Feasibility study

This study helps to select the most suitable system for the organisation. When compared specific software,

Excel and data base the following differences can be identify.

y The hardware cost for all three systems are same.

y The software cost for specific software is higher than others.

y All three systems require training.

y Database can store large data and is user friendly and is relatively cheap.

y Database need less training and data can be sorted or gathered easily and is less complicated

y Specific software is user friendly and secure than other two systems.

y The specific software is ready to use, but for other two systems before starting to use have to do

required settings.

Eg: - purchase of goods is a single entry but this has to be recorded as a purchase as well as

increase in stock. In specific software it will make changes in two elements when a single entry is

keyed but for other two system settings should be done to do this operation.


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Purchases

Credit Cash

InvoicePayable A/C

Reach

minimum

quantity

SalesRe order Ignore

Inventory

Receipt

Utility

payments

Payment slip Cash A/C

ActionDecision

Start/ End


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Conclusion

The new system will be more effective and save a lot of time, minimize the errors and improve the accuracy

of the information. The reminders of the system will add value to reorder process and make payments to

suppliers and utilities. This will help to maintain a better level of stock also. From this new system its easy to

run the business with an accurate information system.

System design report

The design report will show the structure of the reports and will analyse the database structure. It will

analyse the capacity required and the operation of the system.

Entity Relationship

Uni mart

Purchase

Credit Cash

Supplier

detail

Quantity

Cost

Stock

Item

Quantity

Cost

Sale

Item

Item

Quantity

Price

Customer


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Stock statement

Purchase statement

Name Data type Size notes

Quantity Numerical 5 bytes

Cost per unit Numerical 5 bytes

Total cost Numerical 7 bytes

Item text 6 bytes

Sales statement

Name Data type Size notes




Item text 6 bytes

The above statements show how much space capacity it needs in the database. These statements will be

used by to record their sales, purchases and the current stock they have. This will be helpful for the

company to identify and sort their stock easily and will help them to order goods when they need.

The database is in form type and is very simple. It will help the user to enter data and can search data

easily. The daily sales can be recorded and it will help the profit to be calculated easily. When goods need

to be ordered the user can search the database and give the orders.

Input and Output Reports

Name Data type Size Notes




Item text 6 bytes


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The above documents will be used by the business to record their sales, purchases and any transactions inthe business. This will help the business to analyse the details in order and can use them for decision

making.

Hardware Design, Software design, Personnel and Training Design

The needed hardware is a full computer set which has CPU, monitor, Keyboard, Mouse. They will also need

a printer to print receipts and a scanner to scan important details for future reference. The software needed

is a virus guard to help the computer from illegal access and the operating system.

The system operator should be trained before using the system and should know about the full system. Theuser will need one day to analyse the entire database and get used to the procedures. Without a good

knowledge if it is used data can be entered wrong and it will affect the full statements and will lead to wrong

decisions.

Recommendation and Conclusion

The database will help for a better system processing and will give accurate information to the users and the

business. Decisions will be reliable and flow of business like making orders will be efficient. The database

will help the business to develop and grow in the future.

Will be satisfied as they will function more effectively and will be stronger; this will give the strength to

develop in to a bigger business. The database is reliable and should maintain it regularly and should be

used by a properly trained operator. , as a small business can have better targets and ideas for the future to

expand them and become stronger.


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Bibliography

Dheeraj Mehrotra, Basic Concepts Of Information Technology (IT)

www.computerscienceexpertise.com

http://www.free-ebooks.net/ebook/Basic-Concepts-on-Information-Technology

http://bookboon.com/en/textbooks/it-programming

I, M. Ramzeen confirm that this assignment which I have submitted is all my own work and the source of

any information that I have used (including the internet) has been fully identified and properly acknowledged

as required in the guidelines I have received.

Signature. Date

Documents

It Assignment Ramzeen