Spoiler Marketing Information Systems Plan
Spoiler Marketing
Information System Plan
by
Arancillo, Wallen Mae
Arlanza, Ella Mae
Blancaflor, Jay Ann Marie
Genegaban, Maureen
Guardafavo, Mercy Joy
BSIS – 3A
West Visayas State University
Institute of Information and Communications Technology
Lapaz, Iloilo City 5000.
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Spoiler Marketing Information Systems Plan
Information System Plan
I. Background
Company Profile
Spoiler Marketing is headed by Mrs. Josefina C. Que and is located at Ledesma
street Iloilo City. They are focusing on selling different spare parts and some
accessories of different kinds of vehicles’ like tricycle, bicycle, motorcycle, cars and
etc. The Spoiler Marketing has some branches at Sara, Leon and Pototan. The main
product range of the company consist all types of spare parts for motorcycle
industries.
Nature of the Business
They are focusing on selling different spare parts and some accessories of
different kinds of vehicles’ like tricycle, bicycle, motorcycle, cars and etc. The
Spoiler Marketing has some branches at Sara, Leon and Pototan. The main product
range of the company consist all types of spare parts for motorcycle industries.
Nature of the System
When a customer buys their product, it is being tallied manually in the log book
and the customer is given a receipt while they keep a duplicate of that receipt using a
carbon paper. The recording of sales, purchases, expenses and inventory of the
products is in a manual form. They then kept it in a rack for inventory purposes.
They only have one private Accountant (who is base in the Iloilo City Hall) who
computes and summarizes their monthly sales, purchases, expenses and inventory of
their products. The Accountant then present the total amount of monthly expenses,
sales, purchases, revenue and profit as well as the predicted income tax return they
will pay.
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Spoiler Marketing Information Systems Plan
II. Detailed Results of the System
Present System Flow
The Spoiler Marketing gets their stocks from Manila. They pay it by terms e.g. 60 days
or 30 days, after a month or more depends on the given deadline of the Agents who
distributes the products to them. They are focusing on selling different spare parts and some
accessories of different kinds of vehicles’ like tricycle, bicycle, motorcycle, cars and etc. In
every product they put 22 to 30 percent, 12 percent for the EVAT and 10 to 18 percent for
their revenue. When a customer buys their product, it is being tallied manually in the log
book and the customer is given a receipt while they keep a duplicate of that receipt using a
carbon paper. The recording of sales, purchases, expenses and inventory of the products is in
a manual form. They then kept it in a rack for inventory purposes. They only have one
private Accountant (who is base in the Iloilo City Hall) who computes and summarizes their
monthly sales, purchases, expenses and inventory of their products. The Accountant then
present the total amount of monthly expenses, sales, purchases, revenue and profit as well as
the predicted income tax return they will pay.
Problem of the Present System
The following are the problems in their existing system:
1. Less efficient and effective Data management - Data and information (e.g. sales,
purchases, expenses and inventory records) about the clients is saved into a file folder
and next to be put into a rack or drawer.
2. Not a user friendly - User need to input the data manually by using materials such as
pens and papers. It sometimes can lead errors while fulfill the Data.
3. High cost for data storing - The Company needs the cover the cost of pens, papers,
drawers/racks and other materials to store data about their customer and suppliers /
distributors.
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Spoiler Marketing Information Systems Plan
4. Takes a lot of time - Process of finding and processing Data and information (e.g.
sales, purchases, expenses and inventory records) will take a lot of time and
sometimes error can be occur during the processes.
5. No Backup and Recovery - Since storing data is only using physical materials, there
will no backup system for the data if disaster happens.
6. Inconsistent Data - When the same data are stored in multiple locations,
inconsistencies data are inevitable. For example, several of the files are piled up only
in one rack. Suppose that there is an address change for one of the suppliers. If the
files are to be consistent, this change must be made simultaneously (and correctly) to
each of the file containing the supplier address data item. Since the files are
controlled by different users, there is a strong likelihood that some files will reflect
the old address, while others reflect the new address.
System Objectives
1. Make the management system more efficient
2. Provide a comfortable and easily services for client
3. Make the services become more faster
4. Provide a back up system for the data stored.
5. To save space
6. Reduce the cost of maintenance and data saving process.
7. Make the management system more efficient, data consistency, and provide a
comfortable and easily services for clients.
8. To easily track down the Spoiler’s Marketing purchases, expenses and inventory
records
9. To optimize the security and validity of the number of supplies, sales, purchases,
expenses every month.
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Spoiler Marketing Information Systems Plan
III. System Alternatives
The following are the proposed system alternatives:
Point of Sale System
We propose to use Point of Sale System to provide the following benefits to Spoiler
Marketing:
1. Security protection (enabled password lock system)
2. Inputs the product and price easily and faster using bar coding system
3. Automatically prints receipt for the customer
4. Will ensure consistency in terms of maintaining accurate inventory controls at each location.
Disadvantages of Point of Sale System
1. Could be problematic if the software encountered a serious problems caused by the
program source code. The retrieval of the data will be difficult and it will take time to
recover the system and go back to operation.
2. If you do not already own POS hardware, you will need to purchase it separately.
3. If you go with a software-based point of sale system, you will need to continue
updating it with new versions from the manufacturer or Software Company.
4. In addition to the complications and costs that come with these updates, you may
need to invest in hardware updates as well.
By using the POS (point of sale system) System, the Spoiler Marketing personnel easily
computes the product price and quantity using the bar coding system. The personnel will scan or
input the barcode of the product and print out the receipt with the total amount purchased by the
customer. Each product is scanned using its barcode that is read by the barcode scanner. The
barcodes of each product are stored in the database.
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Spoiler Marketing Information Systems Plan
Table 1. Cost Assumptions of Point of Sale System
Software Developer Php 1000.00 / day
Tester Php 800.00 / day
Network Administrator Php 800.00 / day
POS Expert Php 40,000.00
Metrologic MS3580 QuantumT Scanner Php 14000.00
POS Receipt Thermal Printer Php 8,736.00
Computer sets (two) Php 20,500.00 each
One Additional personnel(computer literate) Php 250.00 / day
Retain to Manual Inventory System
The second proposed system would be to continue using the Manual Inventory System.
However, this would not rectify any of the problems faced by Spoiler Marketing. If these
problems are not resolved, Spoiler’s Marketing efficiency will stagnate and will be
impossible to achieve the growth and expansion required.
Table 2. Cost Assumptions of Retaining to Manual Inventory System
Receipt stub and Stamps Php 100.00
File rack and cabinets Php 20000.00
Carbon papers Php100.00
Bond papers and folders Php 1000.00
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Spoiler Marketing Information Systems Plan
Web- based Point of Sale System
We propose to use Point of Sale System to provide the following benefits to Spoiler
Marketing:
1. Real-time POS solution.
2. Compatible with most computers as long as they are connected to the Internet
(perfect for businesses that already own POS hardware)
3. POS solutions often customizable to suit your business needs
4. Costs a fraction of traditional POS Systems (ideal for independent retailers)
5. Software hosted on secure servers and in multiple data centers, so your information
will always be backed up
Disadvantages of Web- based Point of Sale System
1. Could be problematic with a slow Internet connection
2. If you do not already own POS hardware, you will need to purchase it separately
3. Web-based POS Systems often come with monthly fees.
By using the web – based POS (point of sale system) System, the Spoiler Marketing
personnel easily computes the product price and quantity using the bar coding system still. The
personnel will scan the product to compute its price using its barcode and print out the receipt
with the total amount purchased by the customer.
Stock rooms records can be viewed so that the suppliers can provide supplies and equipment to
various internal offices and departments. These "clients" can now view available inventory and
(optionally) place orders remotely for required items. They can authorize their supplier’s to view
their inventory and place orders (via a shopping cart) which are then processed and shipped by
the warehouse. Order and shipping status can be check at any time by the owner or his clients.
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Spoiler Marketing Information Systems Plan
Table 3. Cost Assumptions of web – based Point of Sale System
Software Developer Php 1000.00 / day
Tester Php 800.00 / day
Network Administrator Php 800.00 / day
POS Expert Php 40,000.00
Metrologic MS3580 QuantumT Scanner Php 14000.00
POS Receipt Epson TM-U220 Printer Php 8,736.00
D-Link DI-804HV 4-Port Broadband Router Php 3,300.00 - Php 3,500.00
LAN Cables Php 3000.00
Globe DSL Broadband Php 995.00 / month
Computer units (two) Php 20,500.00 each
One Additional personnel(computer literate) Php 250.00 / day
IV. Systems Analyst Recommendation
The Systems Analyst recommends that using “Point of Sale System” is better than to
retain the Manual Inventory System. In the Point of Sale System it easily inputs the product and
price faster using the bar code scanner and automatically prints receipt using receipt printer for
the customers’ receipt. With the use of Point of Sale System the computing process is faster and
easier and secured as well. It will ensure consistency in terms of maintaining accurate inventory
controls at each location. This system lessens the time for accessing data. The Point of Sale
System
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Spoiler Marketing Information Systems Plan
V. Detailed System Flow
The proposed Automated Inventory System for Spolier marketing
As the customer walks into the spoiler marketing , he / she asks a product to check its status,
the person on the counter checks on the product record by using the product name , then , the
product is being passed form the data store. If the product is available, then the customer takes
the order otherwise he / she cancels the order. The customer then goes to the cashier to have the
payment. The cashier input the purchase information in the inventory. After having the
inventory, the cashier performs billing, the issue the receipt to the customer.
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Spoiler Marketing Information Systems Plan
System Flowchart
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Customer
Create receipts
Record payment And item quantity.
Cashier Received payments
Transaction cancelled
Issue receipt
Purchase order
Check order status
YES NO
Spoiler Marketing Information Systems Plan
VI. Proposal Summary
The Automated Inventory System that we are to develop helps to make the process
management become more efficient and easier. It is a Solution designed with an optimized and
systematic Automated Inventory System that has a user – friendly interface as well as a
systematic and automated approach for easier handling and this improvement of the Data
Management System. This project demonstrates the efficient and effective data and inventory
management. It uses less of time for accessing data or information about the client and at the
same time makes the process become faster.
The objectives of the study are the following: make the management system more efficient, data
consistency, and provide a comfortable and easily services for clients. An optimized and
systematic Automated Inventory could easily track down the Spoiler’s Marketing purchases,
expenses and inventory records to improve cash flow, visibility, and decision making. It will also
optimize the security and validity of the number of supplies, sales, purchases, expenses every
month.
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Spoiler Marketing Information Systems Plan
Appendices
This part will include all the diagrams, charts and other sample documents like forms,
receipts and the like. (Follow the order given below when submitting your documents)
Gantt Chart (Calendar of Activities)
Work Breakdown Schedule
Organizational Chart
Present DFD
Proposed DFD
Transaction Table
Software Recommendation (OS, Front-end, Back-end and other software needed)
Hardware Recommendation (including the necessary peripherals )
Entity Relationship Diagram
Database Design
State Transition Diagram
Use Case Diagram
Use Case Description
Source Code (portion of the program only)
Sample Documents( like receipt, stock card, time card and the like)
Budget Proposal
Cost Benefit Analysis
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Spoiler Marketing Information Systems Plan
Gantt Chart (Calendar of Activities)
July
2010
September
2010
October
2010
Task
Planning of the
Proposed System
Project discussion
Data Gathering
Defining Module
Selection of Software
Platform
Layout Planning
and System Analysis
Detailed Analysis of
Modules
Programming of Core
Modules
System Testing and
Implementation
Software Evaluation
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Spoiler Marketing Information Systems Plan
Documentation
Work Breakdown Schedule
Spoiler Marketing inventory system
WBS Task Status Start Date Finish Date W. Days
%
1 Add Macro description 1
- 2/15/08 2/23/08 6 80%
1.1 Add task description Suspended 15/02/08 19/02/08 3 100%
1.2 Add task description Delay 20/02/08 23/02/08 3 60%
2 Add Macro description 2
- 2/24/08 3/15/08 15 73%
2.1 Add task description Completed 24/02/08 04/03/08 7 100%
2.2 Add task description In progress 05/03/08 07/03/08 3 60%
2.2 Add task description Deleted 05/03/08 15/03/08 8 60%
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Spoiler Marketing Information Systems Plan
Organizational Chart
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Owner
Stockman
Cashier
Supervisor
Employees Employees
Stockman
Supervisor
Employees
Cashier
Stockman
Supervisor Supervisor
Employees
Cashier
Stockman
Cashier
Spoiler Marketing Company
Accountant CashierStockman
EmployeesBranches
IloiloPototanSaraLeon
Spoiler Marketing Information Systems Plan
Present data flow diagram
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CustomerOrder 1
Ask products
Product name Clerk Product name 2
Check status Stocks
ProductStatus
ProductName
3Confirm status
ProductStatus
ProductStatus
4Confirms order
Payment 5
Pays order CashierPayment 6
Records purchase
7Performs billing
8Issue receipt
Stocks
Receipt
Purchase info
Bill info
Bill info
Accounting record
Purchase info
Spoiler Marketing Information Systems Plan
Proposed data flow diagram
Context diagram
Level O Data flow diagram
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Customer Cashier0Automated Inventory
System
Order Payment
Spoiler Marketing Information Systems Plan
Transaction table
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Spoiler Marketing Information Systems Plan
Hardware and Software Specification
Software Recommendation
Front – end Client Server, Database Server , Application server
Operating system Windows XP (client)Windows 2003 server Edition( server)Windows 7 (application server)
Back – end MySQL , Microsoft SQL Server 2008Application used to built the system Visual studio 2008
Hardware Recommendation
Metrologic MS3580 QuantumT ScannerPhp 14000.00
Receipt Thermal Printer Php 8,736.00
D-Link DI-804HV 4-Port Broadband RouterEthernet Broadband VPN Router with 4-Port Switch (for connecting the client and database server
Php 3,300.00 - Php 3,500.00
LAN Cables (for connecting the client and database server
Php 3000.00
Globe DSL Broadband (optional) Php 995.00 / month
Computer set(mouse and keyboard , 2GHz, 2gb DDR2, Intel core-duo chipset, 520gb HD, DVD-writer)
Php 20,000 * 2 = Php 40,000
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Spoiler Marketing Information Systems Plan
Entity Relationship Diagram
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Payment
AmountPaymentGross selling priceDate
#*Order_num
Order
*Order_num
Order_date
#*Cust_ID
#*Prod_barcode
Product
Prod_name
Prod_description
Prod_qty
Prod_price
*Prod_barcode
Prod_type
Prod_size
Customer
*Cust_id
Cust_name
Cust_address
Cust_phone
#*Order_num
Orders
Paid
Contains
Compose of
Spoiler Marketing Information Systems Plan
Database Design
State Transition Diagram
Use Case Diagram
Use Case Description
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Spoiler Marketing Information Systems Plan
Source Code (portion of the program only)
Login form
Private Sub Command1_Click()' Codes For Login adoLogin.Refresh '<--- start Do Until adoLogin.Recordset.EOF If adoLogin.Recordset.Fields("username").Value = txtUsername.Text And adoLogin.Recordset.Fields("password").Value = txtPassword.Text Then frmLogin.Hide frmMainPage.Show Exit Sub Else adoLogin.Recordset.MoveNext End If Loop '<--- End ' Error Message if username/Password is invalid MsgBox "Username/Pasword is invalid", vbCritical, "Message"End Sub
Private Sub txtUsername_Change()
End Sub
Customer transaction
Private Sub Command2_Click()Dim msg As Stringmsg = MsgBox("Are You Sure You Want To Submit?", vbYesNo + vbQuestion, "Message")If msg = vbYes Then frmCustomerTransact.Hide frmreceipt.ShowElse Exit SubEnd IfEnd Sub
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Spoiler Marketing Information Systems Plan
Private Sub Command3_Click() List1.Clear List2.ClearEnd Sub
Private Sub Command4_Click()Dim strQuantity As String List1.AddItem Text1.Text strQuantity = InputBox("Please Enter Quantity", "Message", "0") List2.AddItem strQuantityEnd Sub
Private Sub Form_Load()
End Sub
Main page
Private Sub Form_Load()
End Sub
Private Sub frmCustomerTrans_Click()frmCustomerTransact.ShowEnd Sub
Private Sub frmExit_Click()Unload MefrmLogin.ShowEnd Sub
Private Sub frmNew_Click()
End Sub
Receipt
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Spoiler Marketing Information Systems Plan
Private Sub Command1_Click()Dim Option1 As StringDim Option2 As String
Option1 = MsgBox("Are You Sure You Want To Print?", vbYesNo + vbQuestion, "Message")If Option1 = vbYes Then MsgBox "SuccessFully Printed", vbInformation, "Message" Option2 = MsgBox("Do You Wish To Have Another Transaction?", vbYesNo + vbQuestion, "Message") If Option2 = vbYes Then Unload Me frmCustomerTransact.Show Else Unload Me frmMainPage.Show End If Exit SubElse Exit SubEnd IfEnd Sub
Private Sub Form_Load()
End Sub
Private Sub Frame1_DragDrop(Source As Control, X As Single, Y As Single)
End Sub
Private Sub Label2_Click()
End Sub
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Spoiler Marketing Information Systems Plan
Sample Documents( like receipt, stock card, time card and the like)
Budget Proposal
Spoiler Automated inventory System budget proposal
Software Developer Php 1000.00 / day
Tester Php 800.00 / day
Network Administrator Php 800.00 / day
POS Expert Php 40,000.00
Metrologic MS3580 QuantumT Scanner Php 14000.00 Receipt Thermal Printer Php 8,736.00D-Link DI-804HV 4-Port Broadband RouterEthernet Broadband VPN Router with 4-Port Switch (for connecting the client and database server
Php 3,300.00 - Php 3,500.00
LAN Cables (for connecting the client and database server
Php 3000.00
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Spoiler Marketing Information Systems Plan
Globe DSL Broadband (optional) Php 995.00 / monthCost Benefit Analysis
Table1. Client estimated cost / timeItem Pieces Estimated cost
Metrologic MS3580 QuantumT Scanner
1 Php 14000.00
Receipt Thermal Printer 1 Php 8,736.00
D-Link DI-804HV 4-Port Broadband RouterEthernet Broadband VPN Router with 4-Port Switch (for connecting the client and database server
1 Php 3,300.00 - Php 3,500.00
LAN Cables (for connecting the client and database server
10meter Php 3000.00
Globe DSL Broadband (optional)
1 Php 995.00 / month
Computer set(mouse and keyboard , 2GHz, 2gb DDR2, Intel core-duo chipset, 520gb HD, DVD-writer)
2 Php 20,000 * 2 = Php 40,000
Table2. Group estimated cost / timeExpenses Cost PurposeInternet & research Php 2000.00 (load of smart bro
kit)Research purposes, finding resources, downloading and installing the programming software that we will used
Photocopy Php 300.00 Legally important documents for our client bound for database includes the price list of products
Printing Php 500.00 For the documentation process and other documents
Fair Php 300.00 Going back and forth for the client
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