STOCK MONITORING AND SUPPLY CHAIN MANAGEMENT MODEL FOR

SUPERMARKET RETAIL SERVICES; A CASE

OF UCHUMI, UGANDA.

BY

MIGWI JANE WAMBUI

BBC114563/71 /DF

PROJECT REPORT SUBMITTED TO THE SCHOOL OF

COMPUTER STUDIES IN THE PARTIAL FULFILMENT

OF THE REQUIREMENTS FOR THE AWARD OF A

BACHELOR’S DEGREE IN BUSINESS

COMPUTING KAMPALA

INTERNATIONAL

UNIVERSITY.

JUNE 2010.

DECLARATION

This is to confirm that I, Jane Wambui undertook this project as my third year project that was

carried out in partial fulfillment of the requirements for the Degree of Bachelor of Business

computing. I also confirm that this is my original work and has not been presented in this or any

other institution for examination or for any other purposes.

Migwi Jane Wambui

Registration Number: BBC!14563/71/DF

Signature - Date 61 a6lo~

Supervisor: Mr. E.James SSegawa

HOD school of Computer Science(SCS)

Signature Date___________________________

DEDICATION

I dedicate this book to Mr and Mrs. Chege and Mr. and Mrs. Holden

~canyon

Ii

APPROVAL

This is to certify that my approval has been given for this research project report to be submitted

to the faculty of computer science as a requirement for the partial fulfillment for the award of a

degree in bachelors of Business Computing.

SUPERVISOR

SIGNATURE

DATE

CANDIDAT

ENG. JAMES SSEGAWA KIGUNDU

MIGWI JANE WAMBUI

SIGNATURE

5~tfr/~2J1PDATE

ACKNOWLEDGEMENTS.

My sincere appreciation goes to mum and dad,Mr and Mrs Chege ,rnum Val Holden and brotherKelvin K. my uncle Elijah for their special love and belief in me, moral support advise andfinancial support they rendered all through that has made me who iam.

Special tributes go to my supervisor Eng. Ssegawa E. James Kiggundu for his guidance,advicepatience and tolerance during the course of the research.

Special thanks go to friends : Zipporah Karinge, Samson Chege , Obed Mogeni. NaomiNyambura, Joan Ekyagaba Kemigisha and Wilson Mburou for being there at the time I neededthem. Last but not least to the almighty God provider of all who has been faithful to me and hissuper love and strength. Glory be to His name.

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DEDICATION

I dedicate this research work to my dad and mum Mr. and Mrs Chege who continually gave me

moral support to undertake my studies. You have indeed helped me come this far to you I say

God bless.

V

ABSTRACT

The research focused on the challenges of developing computerized information systems in asupermarket. The research study involved visiting Uchumi supermarket which uses manual filebased system for managing inventory data, they face problems like data redundancy andinconsistency whereby some information are duplicated in several files . the file based systemdoes not allow required data to be retrieved in a convenient and efficient manner thus difficult inaccessing data. The objectives therefore include: to investigate and analyze the present system soas to identify in efficiencies into the current system of monitoring and controlling stock in thesupermarket. Design, model and develop a computerized system for the organization: develop.Implement, test and validate the system of record keeping in the school.

The methods that were used to come up with the system included: for data collection ,selfadministered questionnaires, and structured interview for designing the database. Microsoftaccess was used and for the interface design, visual basics interface programming.

Finally the implementation and the operation of the system was designed to accept only thosewho are the authorized to access the database from the visual interface using passwords andusernames granted by an administrator are used to gain access to the database.

The research findings~ the study were established causes of record keeping which is manualsystem of data entry, update, and storage and storage of data which is riddled with problems likepoor storage, consumption of time during data entry, loss of records. The new system iscomputerized from entry of data processing to generating of reports. The system has speed,validation routines and is reliable. It is secure through a password however faces by challengessuch as poverty~ illiteracy, ignorance and others which hinders the development of computerizedsystems in organization.

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ABBREVIATION! ACRONYMS

DBMS Data Base Management System

Db Data Base

ER Entity Relationship

RAM Random Access Memory

VB Visual Basic

DFD Data Flow Diagram

SCM Supply Chain Management

Supply Chain

OS Operating System.

vi

LIST OF FIGURES

Fig I Conceptual frame work

Fig 4.0 Entity Relational diagram.

Fig 4.4.1 Splash form

Fig 4.4.2 login form

Fig 4.4.3 Invalid password form

Fig 4.4.4 Main parent form

Fig 4.4.5 Customers form

Fig 4.4.6 products, sales and customers orders form.

vi”

List of tables~

Table 1 Customers table

Table 2 Order table

Table 3 Sales rates table

Table 4 products table

Table 5 Suppliers table

Table 6 staff table

Table 7 Company table

ix

Tab~e of content

DECLARATION

DEDICATION ii

APPROVAL 1~

ACKNOWLEDGEMENTS iv

DEDICATION V

ABSTRACT vi

ABBREVIATION! ACRONYMS VII

LIST OF FIGURES VH~

LIST OF TABLES ix

TABLE OF CONTENT X

CHAPTER ONE 1

i.o Introduction 1

1.1 Background I

1.2 Statement of the problem 1

1.3 OBJECTIVES OF THE STUDY 2

1.3.1 Main Objective 2

1.3.2 Specific Objectives 2

1.4 Research Questions 2

1.5 SCOPE 2

1.5.1 Geographical scope 2

1.5.2 Research scope 3

1.6 Significance 3

1.7 Conceptual Framework 3

x

CHAPTER TWO ~

LITERATURE REVIEW 4

2.OlntroductiOn 4

2.1 Supply Chain Management System 4

2.2 information system 4

2.2.2 The roles of an information system 5

2.3 Computer Based information system (CBIS) 5

2.4 Management Information System 5

2.5 Database 7

2.6 Components of the database or DBMS environment 9

2.7 Tools used 9

CHAPTER THREE 11

METHODOLOGY 11

3.0 Introduction 11

3.1 Research design 11

3.2 Population 11

3.3 Sample size

3.4 Sampling techniques 11

3.5 Research instruments 12

3.6 Data analysis 13

3.7 Development tools 13

3.8 Design tools 13

3.9 Implementing Tools 15

xi

CHAPTER FOUR. 16

SYSTEM INVESTIGATION ANALYSIS AND MODELLING 16

4.0 Introduction 16

4.1 System Specification Analysis and Requirements 16

4.1.2 System requirements 16

4.2 Functional requirements 18

4.3 System Design 19

4.3.1 Logical design 19

4.3.2 Physical design 25

4.4 System Testing, Implementation and Evaluation 27

4.4.1 The developed system 27

4.5 Program testing 36

4.6 System Conversion 37

4.7 User Training and Documentation 37

4.8 Operation and Support 38

CHAPTER FIVE 40

Discussion, Recommendations and Conclusion 40

Areas for Further Research 42

REFERENCES

APPENDIX A: QUESTIONNAIRE 44

APPENDIX B: BUDGET TABLE 46

xii

CHAPTER ONE

INTRODUCTION

1.0 IntroductionSupply Chain Management is the coordination of all the activities and information flowsinvolved in buying. making and moving a product. It integrates supplier, distributors andcustomer logistics requirements into one cohesive process to reduce time. redundant effortand inventory costs. The Supply Chain as opposed to Supply chain Management is a networkof facilities for procuring materials, transforming raw materials into intermediate andfinished products and distributing the finished products to customers. Companies operating intoday’s dynamic environment and economy must have effective monitoring of stock controland warehouse management process to be able to respond to customers’ demand quickly andprofitably. Uchumi supermarkets limited are a South African company. The principal activityof the company is that of operating retail supermarkets. Its subsidiaries include UchumiUganda~ Uchumi Kenya. Uchumi Uganda kicked off business in 2002. It is located onproducts and services both of which are edibles and non edibles to a large population inKampala. Its prices arc standardized and this makes it capable ibr each different earningcategories of people to afford. Its located in a convenient place near the city, Kampala andthus making it attract customers while raising their revenue.

1.1 Background.The term Supply Chain Management was first coined by a US consultant in the early 1 980s.it was then important with the creation of the assembly line and was characterized by needfor large ~scale changes re-engineering, downsizing driven by cost reduction programs andwidespread attention to the Japanese management. It was later integrated with later integratedwith the development of the electronic Data Interchange (EDT) system in the I 960s anddeveloped through the 1990s by the introduction of Enterprise Resource Planning (ERP)systems. The system was later globalized and was characterized by the attention given toglobal systems of supplier relationships and the expansion of supply chains over nationalboundaries and into other countries. This system has bee incorporated in the East Africanregion by the Agricultural manufacturing and assembling industries also in the managementof drugs in the ministry of health. In Uganda this system has supported the government byhelping the country national supply chain for HIV/AIDS commodities. While the supplychain includes many multisector stakeholders from the ministry of health to Faith-based andnon-governmental organizations.

1.2 Statement of the problem.Uchumi Uganda limited is a retail business faced with challenges just like any other businessand to survive it has to find ways of protecting it from collapsing so as to offer value andservice to customers at lower costs and also to add on revenue. These challenges come about

1

due to the dynamic business environment. This includes. Short life life of products. Thisrefers to those goods that cannot be maintained in the shelves for along time due to perishability. The organization undergoes loses since such goods are thrown away at a cheaperprices and others become waste. Rapid growth of the market. New products are arriving inthe market hence market hence outdating the existing ones this affects the business in that itwill incur expenses so as to adapt to the new technology and business process. New globaland local competitions. This is brought due to inte~ation of business process globally withthe fast growing technology, integration of societies. A business may lose customers and thusreduce on revenues if their products are not of new models and designs. Rapidly changingcustomer tastes and preferences. This results due to status and personalities and educationlevels.

1.3 OBJECTIVES OF THE STUDY.1.3.1 Main Objective.

The main objective of the research study was to develop an automated informationsystem which shows efficient and effective, supply, storage and distribution of productsto the final customer.

1.3.2 Specific Objectives.1. To investigate how the information system would successfully monitor and control

stockii. To identify and evaluate how the performance of the new system would be better over

the existing one.iii. To model and design a database for storing information for the users of the system.

(Suppliers and customers).

iv. To develop software that would help the management to coordinate, schedule anddelivery of products and services to customers.

1.4 Research Questions.i. Would the management effectively be able to monitor and control the stock using the

SCM?ii. How would the system help in getting rid of those goods that expire very first and

those that are outdated?

iii. Which measures should be put in place over the loopholes realized over the existingsystem?

iv. Would the system help the management to cut on expenses and add on revenue?

1.5 SCOPE.1.5.1 Geographical scope.

This refers to the extent to which he study would cover geographically; the studyconfined itself within Uchumi, Uganda which is located on Yusuf Lule on the prestigiousGarden City, Kampala and its immediate environs.

2

1.52 Research scope.

The study targeted how goods and services reach the customers through the retail business. Itinvolved collection of infbrmation from the beneficiaries of the institutions such as the suppliers,management of the organization. distributors and the end consumer.

1.6 SignIficance.The designed system would help solve those problems affecting the business. The systemwould help the management to reduce on the indirect expenses where it would show thosethat are dead stock from the fast moving goods. it would also show how the markets trendsare aflècting its stock this is whereby the consumers would tend to suggest for new modelsand designs in the organization. it would help the management to always identify the righttime to order for goods other than incur inventory costs, the system would provide a way inwhich the customers would interact with It in a friendly manner without having problems.

1.7 Conceptual Framework.the whole concept about this application lied on obtaining accurate transaction records at anygiven time. The users of the system mostly staff would be required to provide theircredentials before logging into the system. Thereafler. choosing whatever option from order.sales. purchase and staff records. Wrong credentials would lead to rejection and in turn anerror message displayed. In order to implement the above the mechanism the followingfunctionality has to be designed and implemented. A database of the transactions to beordered and an administrative interface for inserting, deleting and updating data.The whole operation follows the following figure.

CHAPTER TWO

LITERATURE REVIEW

2.Olntroductiofl

The chapter involved in looking at what has been published on this topic by accredited scholarsand researchers. (University of Toronto) it also entailed how different writers address anddescribe the tools and methodologies used to develop the system and also the platforms that willbe used for implementation. Also it will describe the database management systems on how datawill be arranged.

2.1 Supply Chain Management System

This is the management of a network of interconnected business involved in the ultimateprovision of products and service packages required by end customers. (Harland, 1996)

It is the systematic, strategic co-ordination of the traditional business functions and the tacticsacross these businesses within the supply chain, for the purposes of improving the long-termperformances of the individual companies and the supply chain as a whole. (Mentzer et al, 2001).A supply chain as opposed to SCM is a set of organizations directly linked by one or more of theupstream and downstream flows of products, services, finances and information from a source toa customer, (menterzer et al 2001). According to my view, the importance of SCM is essential tocompany success and customer satisfaction. It can also play a critical role in society in that SCMknowledge and capabilities can be used to support medical missions, conduct disaster reliefoperations and handle other types of emergencies. It also plays a role in cultural evolution andhelps improve our quality of life.

2.2 information system

It is a set of interrelated components that collect, manipulate and disseminate data andinformation and provide a feedback mechanism to meet an objective. It refers to the interactionbetween algorithmic processes and technology. This interaction can occur across organizationaluses but also the way in which the organization interacts with the technology works with theorganizations business processes. (Loudon, 2000).As for me it is a good idea whereby a systemhas to centralize the access of information in a more logical manner unlike storing data in manualfiles which increases data redundancy, inconsistency and data isolation though at the same timethe system may encounter such problems as complexity~ cost of developing, cost of conversionand higher impact of failure. This may be minimized by capturing the user’s requirements usingthe appropriate data collection methods analyzing and storing the required data.

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2.2.2 The roles of an information system

Enable managers to keep track of elementary activities and transactions of organizations likesales receipts, cash deposits. payroll, credit decisions and flow of material in the factory (Jane,1998) helps organizations get new knowledge into business so as to be able control the flow ofpaper work. (Kenneth, 1996), through information systems organizations are able to monitor,control and make decisions and also administrative activities (Kenneth, 2000) finallyorganizations are able to operate efficiently with fewer employees (Kenneth, 1998). As the needfor adapting to the new technology rises high then companies and big organization has investedheavily so as to meet the demands of the consumer by offering quality goods, reducing the timerequired in delivering the goods and services it has also reduced on costs incurred in productionalso it has improved on the planning and decision making of organizations

2.3 Computer Based information system (CBIS).

This comprises of computer hardware and software, telecommunications database, humanresources and procedures, that are configured to collect manipulate, store and process data intoinformation.

2.4 Management Information System

Management Information system (MIS) is a subset of all internal controls of a business coveringthe application of people, documents, technologies and procedures by management accountantsto solving business problems such as costing a product, service or a business-wide strategy.Management information Systems are distinct from regular information systems in that they areused to analyze other information systems applied in operational activities in the organization.Academically, the term is commonly used to refer to the group of information managementmethods tied to the automation or support of human decision making, Wikipedia (2010).

MIS are derived from shared database with data from many sources including transactionprocessing system. These systems can be requirements, summary information which is used foroperation management as well as; regulatory requirements, summary information thatconsolidates data to report exceptions to some rule or criteria, Jeffrey at el (2001). ManagementInformation System (MIS), are information systems, typically computer based, that are usedwithin an organization. Word Net described an information system as a system consisting of thenetworks of all communication channels used within an organization. Components that collectmanipulate and disseminate data or information data or information, people, communicationssystems such as telephone lines, and the data itself. The activities involved include inputting

5

data, processing of data into information, storage of data and information, and the production ofreports. Management Information System is the term given to the discipline focused on theintegration of computer systems vith the aims and objectives on an organization.

Wikipedia (2010) Management Information System is a formal system for providingmanagement with accurate and timely inlbrmation necessary for decision making is planning,development management and use of inibrmation technology tools to help people perform alltasks related to information processing and management; an inibrmation 321 site (2008)

4

Transaction Processing System Management Information System

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Fig; Shows three TPS supply summarized transaction data to the MIS reporting system, Loudon(2002)

2.5 Database

It is an integrated collection of logically related records or files consolidates into a common pooithat provides data for more multiple uses.

2.5.1 advantages of databases

i. Data can be shared;- different users can share data from the same database as wellas new applications can be developed to operate against that same data.

ii. Redundancy reduction: in non-database systems, each application has its own files.This leads to the redundancy in stored data resulting to wastage of storage space. This isdone away by the use of Db approach.iii. Inconsistency avoided: Redundancy is controlled by ensuring that given data isrepresented by a single entry. DB systems ensure propagating updates in that incase thereis data duplication; the DBMS is made aware such that any change made in either of thetwo entries is automatically applied to the other one as well.Iv. Transaction support: a transaction is a logical unit of work typically involvingseveral database operations (update operations) this involves the transfer of cash amountfrom account A to account B. here we need two updates, one to withdraw cash fromaccount A and the other to deposit cash to account B.V. Data integrity is maintained; — an integrity constraint is a rule that data in thedatabase must follow. A database has integrity if the data in the databases satisfies allintegrity constraints that have been established. In DB approach, Database Administrator(DBA) can define validation procedures that will ensure the integrity of the database.Vi. Security. This is the prevention of access to the database by authorized users. SinceDBA has control over the operational data, it can define authorization procedures toensure that only legit imitate users access the data.Vii. Data independence: This occurs when the structure of the database can changewithout requiring the programs that access the database to change. This is achieved indatabases environment through the use of external views or subsehema’s.Viii. improved program maintenance: when interacting with a DBMS, programs arerelatively independent of the actual data in the database. This means that many changesto the structure of the data itself may not require maintenance to the existing application.

However, computerized databases are faced with the following setbacks;

i. Size: to support all the complex functions that it must provide to users, databasemanagement system must be a very large program occupying megabytes of diskspace as well as substantial amount of internal memory.

7

ii. Complexity: A DBMS is extremely a complicated software therefore the databasedesigners and developers DA’s and DBA’s and end users to take advantage of itthey need to understand it’s functionality.

iii. Cost of the DBMS: this varies significantly depending on the functionalityprovided by the DBMS and the environment.

iv. Additional hardware costs. The disk storage requirement for the DBMS maynecessitate the purchase of additional hardware, to achieve the desiredperformance; hence this results into additional expenditures.

v. Cost of conversiOn the cost of DBMS and extra hardware is significant asopposed to the cost of converting the existing application to run on the newhardware and the DBMS. This consists of training the staff, employing thespecialist to help with conversion and running of the system.

vi. Performance: Typically a file based system is designed to serve a specificapplication such as invoicing as a result the performance is always good but forDBMS is designed to serve several applications rather than just one thereforeapplications never run as fast any more.

2.5,2 Database maintenance.Databases of an organization need to be updated continually to reflect new businesstransactions and other events. Also to cater for miscellaneous changes so as to ensureaccuracy of data in the databases. This can be achieved through transaction processingprograms and other end user application packages in collaboration will involve thefollowing: deletion of absolute records, expansion of databases capacity so as to handlegrowth in data volume for enhanced application requirements, addition of new files to thedatabase, incorporation of 1~elds onto the existing records in the database finally linkingup all items in the database logically.

2.5.3 Database Management systems (DBMS)According to Ramez (2001), states that a DBMS is a complex software system thatconsists of many components or modules for implementing the catalogue query language,interphase processors, data access concurrency control, recovery and security.It involves the following; A user issues an access request using some particular language(typically SQL) the database intercepts that request and analyses it and the databaseinspects in turn the obj ects versions of the external schema, the internal mapping and thestorage structure.

2.5.4 Functions of the DBMSSchwartz (1995), outlined the following as the functions of a database managementsystem:Data storage retrieval and update. transaction support, recovery services, concurrencysupport services, authorization services, integrity services and a user accessiblecatalogue.

S

2.6 Components of the database or DBMS environment.In reference too Kroenke (2000), the major components of the database environment are:Computer Aided software Engineering (CASE) tools: this are automated tools used to designdatabases and application programs.Repository: Centralized knowledge base containing all the data definitions, screen and reportformats and definitions of other organizations and system components.Database management system: Commercial software system used to create and maintain thedatabase and provides information to the users.User interface: Languages, menus and other facilities b which users interact with varioussystem components such as CASE tools, application programs, the DBMS and therepository.Data administrator: persons who are responsible for the overall information resources of anorganization. They use CASE tools to improve the productivity of the database planning anddesigning.Systems developers: persons such as systems analysts and programmers who design new

application programs.End users: Persons throughout the organization who add delete and modify data in thedatabase and who request or receive information from it. All user interactions with thedatabase must be routed through the DBMS. Examples of end users include: naïve users,application programmers, sophisticated users and specialized users. The users interact withthe system through the application programs, graphical programs and the Graphical Userinterface (GUI) provided by the operating systems. The end users are the clients of thedatabase.

2.7 Tools used.The tools that were used in this research included:

2.7.1 Visual BasicsIn reference to Bradley and Milispaugh Visual Basic is a tool that allows one to developWindows (Graphical User Interface-GUI) applications. The applications have a familiarappearance to the user.The main reason to the use of Visual Basic (VB) as a further noted is that it uses agraphical user interface which is easy to use. Actually, it allows one to draw theapplication with less coding since most of the code comes with the software and it is onlyto customize them. In addition, it has useful debugger and error handling facilities.

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2.7.2 Microsoft AccessAccording to Timothy (2001) Microsoft Access is a relational database managementsystem. In relational database systems, data is organized tables that are related or linkedto one another, Each table consists of rows called records and columns called fields.Access is a powerful program with numerous easy-to-use features including the ability toquickly locate information, add, delete and modify records, sort records analyze andproduces professional looking reports, Microsoft Access database is the most readilyavailable database: it comes as a package of Microsoft Office XP.

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CHAPTER THREEMETHODOLOGY.

3.0 IntroductiOn.This chapter looked at those methods that have been used to develop an effectivecomputerized system. It included how data was going to be collected, analyzed and the waythe system would be designed, implemented and tested.

3.1 Research design.The research techniques employed were both quantitative and qualitative methods. Thequantitative techniques were based on numbers and used statistical measures. On the otherhand a qualitative technique was used to explain and answer questions such as “Howeffective is research for modeling an automated IS for Uchumi supermarket affecting theorganization performance”.

3.2 Population.The users of this system included the suppliers, the operational and the tactical managers andthe final user of the product who is the anal consumer of the products and seiwices.

3.3 Sample size.Formulas, tables and power function charts are well known approaches to determine samplesize. The sample comprised of: 30 respondents from the suppliers, 5 operational staff~ 1 0managerial staff and 10 customers.

3.4 Sampling techniques.It is that part of statistical practice concerned with selection of an unbiased or random subsetof individual observation within population of individuals intended to yield some knowledgeabout the population of concern, especially for the purposes of making predictions based onstatistical inference. Simple probability sampling methods will be employed to get the peopleinterviewed.

3.4.1 Simple random sampling.This is where there is no predetermined pattern or plan for selecting data, the choice willbe done randomly. This minimizes bias and simplifies analysis of results. In particular,the variance between individual results within the sample is a good indicator of variancein the overall population, which makes it relatively easy to estimate the accuracy ofresults.

3.4.2 Stratification method.This is the systematic approach for selecting sample data. This method reduces thevariance of estimates by spreading out sampling. For instance, if one is dealing withcomputerized files, stratification sampling can be executed by writing a sample program.

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Dividing the population into distinct, independent strata can enable researchers to drawinferences about specific subgroups that may be lost in a more generalized randomsample.

3.5 Research instruments.This involved looking at those tools that would be used in collecting and gathering datafrom the users of the system. (Respondents).The fact finding techniques will involve: Questionnaires and interviews.3.5 .1 Data collection methods.

In this research I employed primary and secondary ways in getting data.1. Primary data. This was sourced by physically visiting the field and collecting data

through various tools.

2. Secondary data. It was sourced by reviewing documented resources such astextbooks and online publications. The following data collection instruments wereemployed:

3.5.2 Questionnaire.it is a technique in which a number of printed question papers were used for obtainingdata. The list of questions were sent to the respondents via manually and also byemails after which they were returned to the investigator.This method included both the closed ended and open ended questions.The mcthod was employed because because it is cheap and expeditious, theinformation obtained is valid and reliable and also the respondents were flexible togive any answer of their choice without pressure.Questionnaires have the following demerits:There is no guarantee that an individual would answer or expand on all questions.Questionnaires tend to be inflexible. There is no opportunity for the systems analyststo obtain voluntary information from individuals or to reword questions that mayhave been misinterpreted. It’s not possible for the systems analysts to observe andanalyze the respondent’s body language. There is no immediate opportunity to clarifya vague or incomplete answer to any question. Costly, good questionnaires aredifficult to prepare since they are expensive to outline and execute.

3,5.3 InterviewsAn interview is an oral administration of a questionnaire that is they are face to faceencounters with the respondents. This was employed so as to directly ask questions torespondents for recording purposes. This method was preferred due to the following:provides in-depth data that was not obtained by the questionnaires, honest andcomplete information was obtained since the respondents was convinced about thepurpose of the study also it provided an opportunity for both the researchers and theinterviewee to relate ,ask and answer questions that they did not understand.

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Demerits of interviews: interviewing is a very time-consuming and costly, factfinding approach, success of interviews is highly dependent on the systems analysthuman relation skills, interviewing may be impractical due to the location ofinterviewees.

3.6 Data analysisThis involved the process of inspecting, cleaning, transforming and modeling datawith the goal of highlighting usefhl information, suggesting conclusions andsupporting decision making. The method to be employed was SPSS which is acomputer programme used for statistical analysis. It involved the following statisticalmethods: Descriptive statistics, cross tabulation, frequencies and descriptive ratio,bivariate statistics which computed means and correlation.3.7 Development tools.This involved those tools that were used to design, construct and implement thesystem. This system was developed using open source software’s and tools. It wasbased on client/server architecture. It required database management system,programming language and operating system.3.8 Design tools.This included the systems development life cycle (SDLC) which follows given stepsto accomplish the objectives also the Data flow Diagrams were used to communicatetechnical and other design constraints to the one implementing the system thus servedas the blue print for the implementation.3.8.1 The SDLC methodology.Here the waterfall was preferred which is a model represents how process arestructured as a cascade of phases, where the output of one phase constitutes the inputto the next, each phase in turn is structured as a set of activities that might beexecuted by different people concurrently.

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Waterfall model diagram.

3.8.2 Data flow diagrams.Data flow diagrams are very essential tools which help in capturing critical data usedin the application. They are used to describe the flow of business operations usingonly four these elements: external entities. processes. data stores and direction whichdata flows. The technique was reviewed and documented.

3.8.3 Unified Model language (UML)The four general activities to be performed with UML were:

Maintenance

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1. Modeling the functions of the system.2. Finding and identifying the business objectives3. Organizing the objects and identifying their relationships4. Modeling the behavior of objects.

3.8.4 Computer Aided Design.Computer aided design (CAD) systems may be used to model many, if not allof the features of a particular product in this case the prototype. Typically,these would be the size, shape and form of each component part, stored astwo-dimension and three dimensional drawings. Once this dimensional datahad been entered and stored in the computer system, the designer was able tomanipulate or modify design ideas with great ease as the product developmentis pursued. For example, the researcher may use the system to produce anearly prototype quickly and test the feasibility of a prototype.3.9 Implementing Tools.The application was constructed, database documentation produced and initialuser training was done.The system required MS WINDOWS XP SERVICE PACK 2, to be installedon the target machine before installation; MS Access 2003 was alsoprerequisite and needed to be installed first, since it was used as the DBMS.Antivirus software optional needed to be installed to protect the applicationfrom malware.

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CHAPTER FOUR

SYSTEM INVESTIGATION ANALYSIS AND MODELLING

4.0 Introduction.

In this phase the researcher gathered substantial data about the existing systems used as a means

of storing and keeping information in the organization.

4.1 System Specification Analysis and Requirements

This specifies the functionality of the system and the constraints under which it operates. System

specification is intended to establish the services that are required from the system and the

constraints on the system’s operation and development. This stage was very delicate because

errors at these points inevitably lead to later problems in the system design and implementation.

In this research study, the researcher observed that the identified user needs can be satisfied

using the current software and hardware technologies and that the proposed system was cost

effective. System requirements were derived through observing the existing system, discussing

with potential users, management and stakeholders. A set of requirements was defined and

recorded so as to produce a requirements document.

Checking the requirements for reality, consistency and completeness was effectively carried out.

Errors in the requirements document were inevitably discovered and corrected. The systems

resulting requirements document, also known as the functional specification, was precise and

may serve as a contract between the system buyer and software developer.

4.1.2 System requirements.

These were the requirements for the system as a whole rather than of its components. To obtain

the system requirements, the researcher consulted the inventory control staff in order to obtain

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the actual needs. The required properties included performance, reliability, usability, safety and

security.

For the system to operate then there is the need for both software and hardware requirements

among which:

Operating system.

The user will use MS WINDOWS XP SERVICE PACK 2 as the operating system for running

the system.

Database Management System.

The researchers use Visual Basics, to maintain and provide controlled access and security to the

user by providing a user password to the authorized users only. For adding information,

updating, deleting, manipulating, storing and retrieving information database.

Programming language.

Visual Basics (VB) was also used by the researcher to create the interface between the database

and the DBA.

The success or failure of a system is often dependent on the system requirements and this was

taken into great consideration by the researcher.

The proposed system was mainly based on database management software and was to be used on

any personal computer running on Linux or Windows as for my ease I preferred Windows XP

operating system. The computer running the system should at least have a minimum of 350MHz

of CPU speed, 2GB of free hard disk space and 128MB of RAM or higher for better results on

performance. A screen resolution of 1024 X 800 is also recommended.

17

4.1.3 Security requirements

This specifies system behavior that was disallowed rather than the behavior that was expected of

the system. The following security checks were observe&

Unauthorized users should not be allowed to access the database, this can be enhanced by use of

passwords and user names, relevant information should be made available to the relevant people

and use of security measure such as firewafls and anti-virus to trap unwanted information that

might harm the system.

4.2 Functional requirements

These were the statements of services the system should provide, how the system should react to

particular inputs and how the system should behave in particular situations. They explain what

the system should do and what ft entails:

The system will produce reports of all salaries received in a given period of time, produce a list

of all employees and their details, update, delete, refresh, exit and add records to the database are

some of the functionalities that the system will have.

The system will also provide appropriate views for the user to read documents in the document

store.

4.2.1 Non-functiOnal requirements

These were constraints on the services or functions offered by the system. They include timing

constraints, constraints on the development process, standards and so on. The following were

expected of the new systent

18

The system is designed to be user~friendly through the various buttons and simple forms by

which the user interacts, data integrity is ensured through the use of validation rules, access to

the system will be controlled through the use of passwords, need to enter the correct password to

access the system, the system alerts the user if he clicks a button without a valid data type and

the user is warned before performing actions that can be disastrous or dangerous for example

deleting a record.

It will help provide data consistency thus improving on accurate record keeping and data capture.

Errors due to manual computations will be greatly reduced.

4.3 System Design

The logical and physical designs of the new system were developed by the researcher. Entity

relationship diagrams and data flow diagrams were put into consideration. The diagrams will

serve to facilitate the users’ understanding of the new system.

4.3.1 Logical design

This was concerned with the conversion of logical records structures of a data model supported

by a database management system identifying entities and their matching attributes and the

relationship types determining the attributes domain. It involved the use of entity relations

diagrams.

19

Entity Relationship Diagram

An entity relationship model is part of system development methodology that provides an

understanding of the logical data requirement of a system independently of the systems’

organization and process. It also reflects a static view of the relationship between different

entities

Et~ffNS IT

TEL It~’L

TEL Ii(~SPOST L ~DDRE~S

Lii IL~DDPESSPdOtC$ LOC~I1Ot

STAFF tDNRST ti—I IT

OTHER ti—I ITSCEIIDER

DOE

PHONE HOi ITs

PHONE NSORPs

El I~tLPOST—L —DDRESS

PHEStC~L ~DDPESS

~OB SPECDESt5Il~JtON

L~~1E C~F El IRON lENTGUStNE~S li—OlE

PRODUCT tDPRODUCT It N lE

DESCRtPTtON

~UFPLtER IC’lNNIUF—UUPE D~TE

RPtP(D—TE

STOOl. çU~NTIT

~ii cUPPLIEP ILSUPPLIERN~HE

PHONE HOt IDPHONE

El 1-IL~RSITLEGST~L-L~LPER

L PHNtC~ L ~DL~RD 5

LLTT

PRO’~tltCEPPODUCTS

SEP;tCES

I

h uPDEROPDLRIDJSJTOiIERIO

PPODU :T tOIT

ST—FL ID

U~TOlIERtDFIRST N—OlE

OTHER li-METTENDER

DOEPHONE HOt lEt

PHONE LOOM I

El iSlEPOST~1 —DDPESS

PHrSICSL TDDPESS4 J

SOEStD

D~TES

PT ODUCT tOoi~

ST-FE tO

STREP ID

I USEP

I 005 ~OPD

-4

Figure 4.0 Entity Relation Diagram

20

Table 4.1: shows the customers table

Field Type Size

~

First Name Text 10

Other Names Text 15

~

DOB Date 10

Gender Text 10

~

Phonc(HOME) Text 15

~

Phone(WORK) Text 15

~

Email Text 15

~

Postal Address Text 15

~Physical Address Text 20

Table 4,2: shows the orders table

Field Data Type Size

Order ID Number 10

Order Date Date

Product ID Text

QTY Number 25

Customer ID Text 10

21

~ff1DTextl0

Table 4.3 shows the sales rates table

Text

Text

15

10

Table 4.4: shows the products table

~dDataTypcze

Product 1D Text 10

Product Name Text 15 —

Description

~fact~iie Date

Expiry Date Date 10

~kQuantity Text

Date 10

22

Table 4.5: shows the suppliers table

Field Data Type Size

Suppliers ID Text 10

Suppliers name Text 15

Phone (home) Text 15

Phone (work) Text

Email Address Text

Website Text 15

Postal Address Text 10

Physical Address Text 20

Gity Text 10

Pmvhice - - Texi 10

Products Text 40

Services Text 40

23

Table 4.5: shows the staff table

24

Table 4.5: shows the company table

iT~ Data Type Size

Business Name Text 30

T~Nol Text

Tel No2 Text

Postal Address Text 20

Email Address Text 20

~sical Location Th~ 20

Fax Text 15

W~ite Text 20

4.3.2 Physical design

Physical design shows not only what a system does, but also how the system was physically and

technically implemented. It transforms the logical design material into real computer work and

describes how the logical structure is to be physically implemented in the target database

management system

This was the last stage of the design process. Its major objective was to implement the database

as a set of stored records, files, indexes and other data structures that will provide adequate

performance and ensure database integrity, security and recoverability. Physical database design

must be performed carefully since decisions made during this stage have a major impact on data

25

accessibility, response time, security, user friendliness and similar factors. The following were

the major inputs to physical design.

Logical data structures that were developed during the logical design like the relational data

models.

User processing requirements that were identified during requirements definition including size

and frequency of use of the database.

Characteristics of the database management system (DBMS) and other components of the

computer operating environment.

Activities involved in the physical database design

Data volume and usage analysis: - The size and usage patterns of the database are estimated.

Estimates of the database size are used to select physical storage devices and estimate the storage

costs.

Data distribution strategy: - There are different distribution strategies. In this research hybrid

data distribution strategy was considered. In this strategy, the database is portioned into critical

and non-critical fragments. Non-critical fragments are stored at one site while critical fragments

are stored at multiple sites.

File organization: - This is a technique for physically arranging the record of files on secondary

storage devices.

The following were put into consideration: - constraints including physical characteristics of the

secondary storage devices, available operating system and file management software and user

needs for storing and accessing data. Indexed non-sequential method whereby records are stored

non-sequentially and full index required is the selected file organization technique.

26

4.4 System Testing, Implementation and Evaluation

Details of system operation testing and conversion to the new system will be discussed in this

section.

4.4.1 The developed system

The system begins by showing a splash screen, which signifies the launch of the system. The

splash screen contains the application name, version and copyright information.

Fig 4.4.1: showing the splash form

System Login

The login form pops up immediately the splash screen exits. It prompts for the username and

password. All the users have to login with a correct username and password to gain access to the

system functionality.

27

Fig 4.4.2: showing the login form

If the user enters the wrong password or username, a message box appears informing the user

that the login credentials are invalid as shown below.

Fig. 4.4.3: Invalid password form

Sample form designs

If the login credentials are correct, the main user interface pops up which gives the user the

ability to interact with the system for data entry, update and retrieval. The user clicks on the

provided menu buttons to select the service he/she needs.

Some forms used in the system for data entry are indicated below.

28

UCH1JMI OASIS SUPERMARKET LTD

CUSTOMFRcEFTARS suPnwPs~)nAllc pnopuqcr~T)t~f ST4FF DFTM~

A~3Oti1 US SYS~LM USU S CUSTOMSU OPUCUS SALES

SALES REPORS ORDERS REPORT PRODUCES REPOSE E/ET

Fig. 4.4.4: the main parent form

29

- ~I1)•~!), ~~fi ~1~Y~ii~ fi~

UCHUMI OASIS SUPERMARKET LTD

ABOUT US

SALEs REPOPT OR[ERS RE[~ORT PPODU~TS REPORT EXIT

i~i~~1

Fig. 4.4.5: Customers Form

In the above forms, the user can add, delete, and update the data in the database. The user can as

well view the previous and the next records in the database. A report can be generated to give a

detailed report of the transaction that has taken place within a given period of time. The form is

supplied with navigation buttons which help the user to navigate through records in the database

for viewing or update. The delete, add new and save buttons also help the user to perform the

specified actions on the data.

Sample data entry forms are shown below.

iUSTOMER~ UETAIL~ SUPPLIERS DETAIL’~ PRO[)UTS E~ETAILS

SYSTEIt USERs j CUSTOMER ORDERS

STAFF DETAILS

SALES

30

I

UCHUMI OASIS 5upERMARKET LTD

~

ppO~ ~T T~&

PRO~CT~D~ ~PUD~4

G~ JMLS

PL t4JC NM~ W~S~ ~G ~E~GD4TS

FOF BOTK UTE~k~L A~4D L~UP~ J

iF)

L*P~L~ ~

~ W~i~y~ ii~U~FY 28~ 2C~9

~:xp qy ~ S~uth~ Jo~ 26~ ~F1Q

5ToQ~I~

31

UCHIJMI OASIS SUPERMARKET LTD

—~

~ ~E~Z1u~s~1t. S~turd~y T 26~ 20W IML5

c*usw~ 13366B0~60

02:

QT~: 06

Cu

;0d~ ;~ ~

26 2020000TROATL

020505 ID:

CIJSTDMLR 22:

~~000CF 2D~

QTY 0005052r

5t0V1J02 BY.

.5 ,: C:,:I

cstur~W

127’5336322

5050003

2222022004

1000

005

2510555 J

55 J

UCHUMI OASIS SUPERMARKET LTD

JS

STAFF 255. 001

g. 4.4.6: Products, Sales and Customers Orders Form

EL

32

‘3167 -00200 KAMPALA)20) 554768, 55350106312300400/6/8fLule Rd - garden Cityline (HeadOffice) 020~650707. 550368. 651194less- 020-2041267, 2062769, 8020080. 80220081 020-8020082, 8020083. 8020084. 8020085

CUSTOMER ORDER DETAILS

;TNAME: OBED GENDER: MALE DOB: Wednesday,Junel5.

[ER NAME: MOGENI PHONE: 345677889 P.O BOX,16162-00100,MASAKA

IONALITY: UGAN DAN obedmogeni~a~yah00.C0

TE ORDER ID PRODUCT ORDERED DESCRIPTION PRICE QTY TOTAL~

~021 1 1282 WASHING FOR BOTH UTENCILS 1,00000 969.00 969,000.00~01~1~

199487 132~ WASHING FOR BOTH UTENCILS 1,00000 23400 234,000.00~

‘~ 1277533487 BEVERAGES SOFT DRINKS 800.00 2,000.00 1,600.000.0~01u

jn-201O (2054232427) SALT IODINISED SALT 200.00 66,652.00 13,330,400.16,133,400.00

~ST NAME: NAOMI GENDER: FEMALE DOB: Wednesday, November

IER NAME: NYAMBURA PHONE: 256777 PO,BOX3000,ISHAKA

FIONALITY: KENYAN noms~ogmaiI.com

R DATE ORDER ID PRODUCT ORDERED DESCRIPTION PRICE QTY TOTAL~

C’ 1277533638 WASHING FOR BOTH UTENCILS 1,000.00 1,000.00 1,000,000.0~20lv.

un-201() 1 104977871 BEVERAGES SOFT DRINKS 800.00 23400 187,200.001,187,200.00

~.ND TOTAL

ST NAME: SAMSON GENDER: MALE DOB: Friday, August 10. 1956

HER NAME: CHEGE PHONE: 45667 P.O,BOX3456

TIONALITY: KENYAN sam_cbe@yahoo.com

ER DATE ORDER ID PRODUCT ORDERED DESCRIPTION PRICE QTY TOTALD~

1531634379 SALT IODINISED SALT 200.00 58.00Jun-2OIO

AND TOTAL

RINTED ON: 26-Jun-201()

11,600.00

11,600.00

Sample reports

33

age I of I ORDER PREPARED BY

The system can produce different kinds of reports depending on the different parameters which

the user selects. A sample report above shows customer orders report

The soft ware codes

Public Class MDlParent

Private Sub ButtonltClick (ByVal sender As System. Object By Val e AsSystem.EventArgs) Handles Buttonl2.Click

Globa1.SystenWindows.Forms.APP1~fbnYd3~OEndSub

Private Sub Buttonl l_Click(ByVal sender As System. Object ByVal e AsSystem.EventArgs) Handles Bultonll.Click

My.Forms.AboutBOXl .Show()End Sub

Piivate Sub Button l_Click(ByVal sender As SystentObject ByVal e As System.EventArgs)Handles Buttonl .Click

My.Fornis.CUSTOMERS.ShowThalogOEndSub

Private Sub Forml_Load(ByVal sender As SystentObject ByVal e As SystentEventArgs)Handles MyBase.Load

TODO: This line of code loads data into the ‘UCHUMIDataSa.COMPANY’ table. You canmove, or remove it, as needed.~

EndSub

Private Sub Button2_Click(ByVal sender As System.Object ByVal e As SystentEventArgs)Handles Button2.Click

My.Forms.SUPPUER.ShowThalOgOEndSub

Private Sub Button8_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)Handles Button8.Click

My.Forms.PRODUCTS.SltwThalogOEnd Sub

Private Sub Button7_Click(ByVal sender As SystentObject ByVal e As SystentEventArgs)Handles Button7.Click

My.Porms.STAFF.ShOwthalogO

34

End Sub

Private Sub Button5_Click(ByVal sender As System.Object, ByVal e As System.EventArgs)Handles Button5 .Click

My.Forms. USERS. ShowDialogQEnd Sub

Private Sub Button3_Click(BYVaI sender As Systern.Object, ByVal e As Systern.EventArgs)Handles Button3 .Click

My. Forms. CUSTOMERORDERS . Show()End Sub

Private Sub Button4_Click(ByVal sender As System.Object, ByVal e As SysteimEventArgs)Handles Button4.Click

My. Forms. SALES. Show()End Sub

Private Sub Button6_CliCk(ByVal sender As System.Object, ByVal e As Systern.EventArgs)Handles Button6 .Click

My. Forms.PRODUCTS REPORT. Show()End Sub

Private Sub Button9 Click(ByVal sender As System.Object, ByVal e As System.EventArgs)Handles Button9.Click

My.Forms. SALES_REPORT. Show()End Sub

Private Sub Buttoni O_Click(ByVal sender As Systern.Object, ByVal e As Systern.EventArgs)Handles Button 1 O.Click

My. Forms .ORDERS_REPORT. Show()End Sub

End Class

35

4.5 Program testing

This was intended to ensure that the system is consistent and conforms to its specification and

that the system meets the expectations of the users. Large systems, as the new system, are built

out of sub-systems which were built out of modules composed of procedures and functions. The

testing process was proceeded in stages where testing was carried out incrementally with system

implementation. The following were the stages to be followed:

Unit testing: - Individual components were tested to ensure that they operate correctly. Each

component was tested independently without other system components. The database units were

also tested in this stage.

Module testing: - A module encapsulates related components, thus tested without other system

modules. Each module was tested independently to check for bugs and efficiency.

Sub-system testing: - A collection of modules were inte~ated into sub-systems and then tested.

This was concentrate on the detection of module interface errors by rigorous exercising these

interfaces.

System testing: - The sub-systems were integrated to make up the system. This process was

concerned with finding errors that result from manipulated interactions between sub-systems and

sub-system interface problems. In addition~ it was concerned with validating that the system

meets its functional and non-functional requirements and testing the emergent system properties.

36

Acceptance testing: - This was the final stage in the testing process before the system was

accepted for operational use. The system was tested with data supplied by the system customer

rather than simulated test data. Acceptance test was to reveal ei~ors and omissions in the system

requirements definition because the real data exercise the system in different ways from the test

data. It was also to reveal requirements problems where the system facilitates do not really meet

the users’ needs or the system performance is unacceptable.

4.6 System Conversion

In this stage, the new system was installed and data loaded to the new database. Conversion to

the new system is a significant milestone. After conversion, the ownership of the system

officially transfers from the researcher to the end-users. The researcher completes this task by

carefully carrying out the conversion plan. The task involved the system owners, users and

researcher. The researcher who oversaw the conversion process facilitated it. The system owners

provided feedback regarding the new system that has been placed into operation. The system

users provided valuable feedback pertaining the actual use of the new system. They were the

source of the majority of the feedback used to measure the system’s acceptance.

4.7 User Training and Documentation.

The implementation of the new system involves training individuals who will use the final

system and developing a documentation to aid the system users. It includes an audit to gauge the

success of the completed project.

The deliverable of the system implementation and project implementation is the operational

system that will enter the operation and support stage.

37

Users, who are the most impoi~ant element of the new system, were trained on how to feed in

data, delete and update records. Various functions of the system were also explained to the

concerned users. The users were trained on how to generate and print repoits when need arises.

Technical terms were explained and a documentation of the system was provided to guide the

users. The documentation describes the new system and how to operate it. It includes the system

requirements and instructions. Included also are the terms and conditions and license agreement

of the new system.

4.8 Operation and Support

The operation and support stage comes in once the system is operating. System support is the

ongoing technical support for users as well as the maintenance required to fix any errors,

omissions or new requirements that may arise.

System support consists of the following ongoing activities.

Assisting the users: - Regardless of how well the users have been trained and how good the end-

user documentation is, users will eventually require additional assistance because unanticipated

problems niay arise or new users added in the organization.

Fixing software defects (bugs): - Software defects are errors that slipped through the software

testing.

Recovering the system: - A system failure may result in a program “crash” or loss of data.

Human error or hardware or software failure may have caused this. Researchers may then be

38

called to recover the system. That is, to restore the system’s files and databases and to restart the

system.

Adapting the system to new requirements: - New requirements may include business

problems, new user requirements, new technical problems or new technology requirements

which will need to be adapted into the new system.

39

CHAPTER FIVE

Discussion, RecommendatiOlls and Conclusion

DiscussiOn

From the research conducted, the researcher came up with the following conclusions and

recommendations based on the research objectives for this study, which are restated here below:

The researcher carried out a detailed study of the case study with an aim of learning how the

current system runs, identify weaknesses and strengths. Data gathered was analy7ed, and a

design document was developed which a customized application suiting the case study was

developed to tackle most if not all the problems mentioned.

The developed system was developed and implemented using Visual basic as the application and

Microsoft access as the backend.

The new system was characterized by improved data collection, storage and update methods

whereby, the functionality of the database was increased. Every data will be entered in one

database instead of there being a number of files, papers, books and registers scattered all over.

This will create space that could be put to other use.

The system increased collaboration by putting in place a database that will enable the units

within the scope to share information on data stored. There is experienced improvement on data

capture and reporting. It will be possible to make periodic repoi~s based on accurate information

and keep track of major transactions so as to accurately monitor finances.

The system also ensured fast and efficient retrieval of data.

40

The system will however not be available online or in network environments. It is restricted to

one computer only but then in case of online transactions then this will be easier since data is

stored in one centralized place which will reduce data loss in case of system crash.

Recommendations

Since the system is under operation for it to be implemented with fewer problems, it is

recommended for it to be run on windows98. windows2000, windows XP operating system or

higher operating systems, free hard disk space of at least 2GB and RAM size of at least 128MB

Functionality such as one that will enable different users to access the system, that is, setting up

categories of users who will only be allowed to access relevant forms by use of passwords is

recommended.

The researcher recommend that before the application is put into full use, it should be tested in a

sample field to estimate any bugs that may not have been identified at the time of development.

Password levels may be increased to higher levels depending on the confidentiality of the stored

data. The current system password level is basically low-level.

Since the system is in use, it should be run alongside manual files in order to prevent unexpected

errors, that is. parallel conversion should be adopted for the system once in conversion stage.

It is recommended for other departments to adopt the same system to ensure efficiency and

effectiveness in data sharing, storage and retrieval.

41

Conclusion

The supply chain management system is designed to respond to the needs of the purchases and

inventory department so as to provide adequate information and reports to monitor and control

the level of inventories so as to cut on the costs incurred during the holding of waiting stock in

the stores. The system has been developed with scalability in mind and can be re-developed or

updated to new requirements. This system can be updated to include other requirements that may

come up as the system requirements expand. This system has not been pre-tested sufficiently to

remove all the bugs that may not have been recognized at the time of developing this application.

Exhaustive testing needs to be carried out to isolate these bugs and to make the system more

robust.

Areas for Further Research

According to Whitten (2002), systems operation is the day-to-day, week-to-week, month-to-

month and year-to-year execution of an information systems business processes and application

programs. For supply chain management to be more comprehensive, the system is open to

improvements and enhancements. This can be done in the part of ne~orking where the database

can be made available online or on a network to facilitate faster data entry. Data can be entered

to the database from different departments.

The system should also be integrated with the customer’s management systems so as

to facilitate more informed and rational decision making while interacting with the

different tastes and preferences of the consumer. If need be, the database can also be

migrated to Oracle or SQL for improved security and performance especially in the case

the system is accessed by more than one user at a time

42

REFERENCES

Brian k. William and Stacy c. sawyer (2001). Using information technology. e edition McGraw hill

companies.

Michael elal, (2001). Marketing 12h edition. McGraw-hill, new York.

Turban etal, (2002). Information technology for management 3M edition

James A. O’Brian (2003). introduction to information systems “Essential for B-business entries”.

Lamez Elmasri (2002), fundamentalS ofDatabase systems, Addison Wesley, Singapore, India.

David, Koroenk% (2003). Database processing fundamentals design and implementation4 7” edition,Irwin McGraw Hill.

Kenneth C. Laudon and Jane prince laudon. (2001). Information systems management 5” edition. Asoke

k. Gosh, prentice-hall of India private limited.

Sara, e Hutchinson and Stacey c. sawyer. (2002) computers communication and information.

43

APPENDIX A: QUESTIONNAIRE

Can you give an overview of how the current system operates (system functionalitieS?

What data is captured by the system?

What are the major limitations (inconveniences) to the system?

What are the challenges facing the current system’? What are the security measures implemented by the

system to ensure that the data/information is secure?

What changes do you recommend to the current system to overcome the limitations and security issues

you have highlighted (if any)’?

44

Is there any need to implement a new system?

Give the system functionalitieS you would like included in the new system’?

45

APPENDIX B: BUDGET TABLE

46