finalanalysis

8/7/2019 finalanalysis

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Investigation:

Interview with The Restaurant Manager:

On the arrival at the restaurant, I was greeted by the restaurant secretary. I

really appreciated his cooperation for giving me some time from his busy schedule

and he escorted me to the managers office. I was mesmerized by the atmosphere of

the restaurant and the dim lights enhanced the effect. I proceeded to his office and

after some preliminaries, we engaged into the formal interview.

Self: Who is the in charge of menu and prices?

Manager: The Hotel Manager is the in charge of all menu and prices.

Self: How often do you review your prices?

M: When we review about the raw materials we use in preparing that dish,

But normally the owner makes changes in our menu and prices once in a year.

Self: Which type of foods does your restaurant provides?

M: We offer Chinese, continental and sea foods and takeaways. Takeaways includes

all sorts of pizzas, steaks and other stuff.

Self: Which are your three most popular dishes?

M: People come here for Chinese food here chicken with Pineapple.

Self: Who is in charge for Food Inventory Purchase?

M: The Head Chef is the in charge for it.

Self: Is your food purchase is done separately for Chinese and continental dishes?M: No, we have a contract with a company which deals with providing meat to

restaurants of the area so the meat Is purchased collectively. As far as vegetables

are concerned they are stored in the storage facility and also are bought together.

Self: How often do you buy the raw materials for your dishes?

M: Meat is bought on daily basis but the vegetables are bought every alternate day

or if a particular vegetable is required the chefs tell the head chef their demand and

we buy the grocery. Sea food is purchased on weekly basis.

Self: Do you have a record of your hottest selling dish?

M: No, we dont maintain a record.

Self: What sort of drinks do you keep?

M: We keep almost all sorts of drinks, which includes both soft and hot drinks. We

have almost every popular non- alcoholic drink and we also do serve milk shakes

and Cold coffee. In hot drinks we offer Cappuccino, Green Tea, Pink Tea, Coffee

and Chinese Tea.


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Self: Do you Buy your drinkables?

M: Yes, most of the soft drinks are bought but hot drinks are made by ourselves.

Self: Do you buy your condiments or make then yourselves?

M: We buy all condiments because we have to take care of the quality control.

Self: What happens when you have a wedding or a party? Do you take it as a

separate project?

M: Mostly, parties and wedding ceremonies order continental food. So our

continental chef and staff are busy in the preparations, this results in slight delay of

continental dishes orders. Yes, we handle it as a separate project and have separate

staff members for it.

Self: Are the employees paid on weekly or monthly basis?

M: They are paid monthly.

Self: What is the turn off ratio for your employees?

M: It is very low at least an employee works here for about 13 to 14 months. It is

this low because there is 5 % service charges on every dish which is served in the

hall of the restaurant, most of the share of the service charges goes to waiters of the

restaurant.

Self: What are your total overheads?

M: I am not going to tell you the exact figure but it approximately is Rs.150,000/-

inclusive of all utility bills.

Self: How are the overheads managed and how do you distribute them ?

M: There is no such system to distribute our overheads we only pay them from our

profits and total income of the month.

Self: What are the problems you are facing with the current system?

M: The main problem with the current system is that it is totally manual and we

have to maintain a lot of registers of different categories and it is a wastage of time.

Self: Well, thank you for affording me time in the busy schedule.

Manager: You are most welcome.

Thank you for your time.


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2.2 Description of the Current System


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Modules of the Current System

Module 1: Receiving the order

Module 2: Dealing with the customer

Module 3: Processing the Order

Module 4: Recording of orders and Writing Reports


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Problems with the current system

1. The current system is expensive in the form of the stationery. This is because

the system requires every different register for every module of the system

like for daily orders, payment to the staff and the people bringing the raw

material.

2. The current system does not offer the safe keeping of the records. Receipts

and invoices are misplaced because there are a lot of transactions which are

made at daily basis.

3. Securtiy of the current system can also be tempered easily because all the

records are present in the same room.

4. The current system can be made fraudulent because recipts could be forged

easily when payment takes place. The receipts are ordinary receipt books

which can be bought from any stationary shop.

5. The current system is manual and takes a lot of work to handle the orders

and for data entry because there are a lot of purchases done at daily basis at

the restaurant.

6. Accounts management is very difficult for the accountant as there are a lot of

records including attendence and salaries of the staff apart from the

inventory purchase and overall budget of the retsaurant.


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3. REQUIREMENTS OF THE NEW SYSTEM

3.1 OBJECTIVES OF THE NEW SYSTEM

1. The major objective of the new system is to automize the restaurants

manual system as there are increasing number of employees and customers.

This shoes that the current system uses quite a large amount of stationary, in

the form of cash registers and receipt books. A lot of time is consumed to

maintain those records and for the storage of all the records additional space

is required too. The new system should solve this problem by making use of a

database by storing all the information that was previously recorded in

several different registers in a storage room, now in one DATABASE.

2. The new system also aims at making the process of word searching faster as

the database has earch parameters which allow for direct access using such

criteria such as the number of any sort of dish.

3. Attendance of the staff members are stored, organized and can be sorted

efficiently by the database in respect of the obselete way to open the

attendence registers and mark there.

4. The menu items will be stored in the database, in this way orders are

managed efficiently and swiftly by maintaining the record of the orders at

daily, weekily or monthly basis.

5. Accounts can be dealt effiiently with the database by keeping all the records

of the payments including the salaries of the employees and other paymentsgiven to food managing company. Details of the overheads will also be stored

in the database which previously consumed a lot of registers and time.

6. The proposed system will also be able to print invoices and receipts for the

orders and other payments done by the restaurant manager. Reports will be

automatically generated by the database as the owner wishes to see the

current situation of his restauarant or any other purpose.

7. The new system will have much improved security ystem as compared to the

old one because of the use of layered passwords and recorded time sessions

for a specified personnel.


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4. CONSTRAINTS AND LIMITATIONS

4.1 Hardware

Monitor

A colour monitor is preferable. A VGA/ SVGA with 256 or more colours is most

suitable for better performance.

Printer

An Inkjet printer is most suitable because it is both afforable and has a good

printing quality which will be required for printing the receipts, invoices,

reports and other documents.

Keyboard

A keyboard is required to input the data and also can work as a subsitute for

mouse in case it is not provided.

Mouse

The mouse is used for easier navigation thriugh the databse and for input of

options and to carry out other fuctions like using the operating system.

Hard disk and RAM

A large hard disk is recommended because a database system stores a lot of

information so requires a lot of space for fast processing. I would advise them to

use a 3 Gigabyte hard disk as the least option. Recommended hard disk amd

RAM would be 10 Gigabytes and 256 kilobytes respectively for premium

performance.

Diskettes

A 3 inch floppy diskette is required as the backup storage as the least option.

Re-writable or writable compact discs are recommended to be used as backup or

general storage in this way the data would be more secured because the compact

discs are virus free and have a high storage capacity as compared to 3

diskettes.


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4.2 Software

Microsoft Windows 98

Windows is crucial in the sense that it is the running base for my application

development package, Microsoft Access.

Microsoft Windows XP is recommended for enhanced performance because it

is a powerful operating system as compared to Microsoft Windows 98. The

Databse will run in either of the two versions of Windows.

Microsoft Office 2000

Office 2000 is mainly required for the data processing specially Microsoft

ACCESS which is required to build my database. Office XP 2002 is a better

option which have few more functions than Office 2000 and my databse is built

using the specified software.

4.3 Cost

The restaurant will face a little cost of the new system as they dont have a

computer. Buying a computer, updated software and recommended hardware

inclusive of an inkjet printer will be a little expensive but for once. As in the long

run this system will prove much cheaper than the obselete manual system which

included a lot of stationary. A Pentium or an AMD processor with speed of

600 Mhz should do the job.

4.4 Time Scale

The new system is expected to be implemented at the restaurant by April 2003.

4.5 Recommendations

The new system should be functional by January 2003 and at this time the

retsuarant should buy the upgrades and the recommended hardware to be used

in the system.

For implementation direct conversion is recommended as the current system is

totally manual and the computerized system should take over as soon as thespecified personnels are trained to use the new system.

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