project proposal city tyres :tyre fitment management...

[Type text] Project proposalCity Tyres:Tyre Fitment Management system

Eureka Solutions

Contents1. Introduction..............................................................................................................................3

2. Client Information.....................................................................................................................3

2.1. History and background of the organisation:.........................................................................3

2.2. Organisation description and organisational structure:.........................................................4

Figure 1: Organisational Chart..................................................................................................4

2.3. General contact particulars:...................................................................................................5

3. Project Request.........................................................................................................................6

4. Preliminary investigation (Project Charter)...............................................................................6

4.1. List of problems, opportunities and directives.......................................................................6

4.2. Preliminary Scope of the project.....................................................................................10

4.3. Preliminary constraints...................................................................................................11

4.4. Other project related issues............................................................................................11

5. Problem Analysis (System Improvement Objectives)..............................................................12

5.2. Executive Summary.........................................................................................................12

5.3. Background information.................................................................................................13

5.4. Overview of current system............................................................................................13

5.5. Analysis of current system..............................................................................................14

5.6. Detailed Recommendations............................................................................................15

6. Requirements Analysis (Business Requirement Statement)...................................................17

6.2. User requirements list.....................................................................................................17

6.2.1. Requirements description and detail..........................................................................20

1. Supplier Sub-System.......................................................................................................20

2. Stock Sub-System............................................................................................................22

3. Reporting Sub-System.....................................................................................................25

4. Employee Sub-System.....................................................................................................28

5. Car subsystem.................................................................................................................31

6. Payment Sub-System......................................................................................................34

7. Restore/Backup Sub-System...........................................................................................36

8. Customer Sub-System.....................................................................................................38

9. Sales Sub-System.............................................................................................................40

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10. Order Sub-System.......................................................................................................42

6.2.2. Use Case diagrams......................................................................................................44

1. Supplier Sub-System.......................................................................................................44

2. Stock Sub-System............................................................................................................45

3. Reporting Sub-System.....................................................................................................46

4. Employee Sub-System.....................................................................................................47

5. Car Sub-System...............................................................................................................48

6. Payment Sub-System......................................................................................................48

7. Backup/Restore Sub-System...........................................................................................49

8. Customer Sub-System.....................................................................................................49

9. Sales Sub-System.............................................................................................................50

10. Order Sub-System.......................................................................................................50

7. Decision Analysis:........................................................................................................................51

7.1. Introduction.........................................................................................................................51

7.2.1. Feasibility Analysis.......................................................................................................52

7.2.3. Recommendations............................................................................................................55

11. Appendix A: Client Documentation.....................................................................................56

12. Appendix B: Other systems investigated.............................................................................71

9.1. Other System Investigated: (Literature Study)................................................................71

9.2. GAP Analysis report.........................................................................................................80

13. Appendix C: Complexity......................................................................................................82

14. Conclusion...........................................................................................................................84

15. Sign-off by client.................................................................................................................85

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1. Introduction This document is created by Eureka Solutions and serves as a project proposal for City Tyre’s in Pretoria West regarding the development of an information system called Tyre fitment System.

This document allows our client, City Tyre’s to clarify that all the business requirements are met. The system currently used by the client will be evaluated to identify problem areas.

In this project proposal document we are giving the client confidence that we understand their business requirements and we are fully capable of developing the proposed system. This was made possible by interviewing the managers who oversee all the operations that take place in the business and open and close the shop on a daily basis. Our proposed system will focus on meeting all the business requirements and improving cost and time efficiency.

Contained in this document is the client information. This includes the history and the background of the organisation, the organisational structure of the business, and the contact information of the manager who we are communicating with on a regular basis throughout the project. Additionally, a project request, preliminary investigation and preliminary constraints, a problem analysis, request analysis and decision analysis that were completed are also included.

2. Client Information

2.1. History and background of the organisation:The business was established in the year 2010. It is a privately owned business. It is owned by Mr Yusuf Motani and his two sons. City Tyres is an upcoming company that specializes in tyre fitment and rims, and currently deal with alignment*** and wish to expand their business in the future.

. They operate in Pretoria West on Church Street. In the last 4 years, they have grown rapidly, to such an extent that they require an information system to manage their stock and sales on a daily basis.

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2.2. Organisation description and organisational structure:The City Tyres owner is Mr Yusuf Motani and his employees consist of two managers, one office administrator, six tyre technicians, two alignment specialists, two cleaning ladies and one foreman/salesmen. The office administrator has the responsibility of handling all sales transactions that take place as well as answering the phone calls and cashing up at the end of the day. The managers have the responsibility of making sure that everything is running smoothly and to assist where ever their help is needed, they are also in charge of ordering stock and making sure that the correct stock has been delivered. The tyre technicians are in charge of fixing punctures, balancing tyres and fitment of rims on to the cars. The alignment specialists are only in charge of the alignment of car tyres, which takes place in a garage at the back of the store. The foreman/salesman is in charge of instructing the tyre technicians of which tyres to install on which car. Lastly the cleaning ladies are responsible for keeping the fitment centre clean and tidy at all times.

Figure 1: Organisational Chart

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Owner

Manager Manager

Cleaning Lady Cleaning Lady Foreman/ Technician Office administrator

Alignment Specialist

Alignment Specialist

Tyre Techni-

cian

Tyre Techni-cian

Tyre Techni-cian

Tyre Techni-cian

Tyre Techni-cian

Tyre Techni-cian


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2.3. General contact particulars:

Due to the fact that the business has a small workforce, the person that we as a group will be dealing with directly is one of the two managers of city tyres. He is the son of the owner.

Contact person: Azhar HussainCellphone Number: 082 447 8634

Email:[email protected]

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3. Project Request

Requested by: Eureka Solutions

To: City Tyres

Date Requested: 12 February 2014

Requested Service: Tyre Fitment Management System

Motivation and Identification of the system:

After noticing that City Tyres current system is paper based, we saw this as an opportunity for us to apply the knowledge we gained in our previous years of studying Informatics. Taking into account the current problems faced by City Tyres, Eureka Solutions can design and implement a system that will solve all these problems. Eureka solutions will design a system that is user friendly, meets all the business’s needs, has a high security level and can be integrated with new technology. After approaching City Tyres they agreed that our proposed system would be beneficial to them.

4. Preliminary investigation (Project Charter)

4.1. List of problems, opportunities and directives

The PIECES framework is used for identifying operational problems to be solved. It consists of the following:

1. Performance The performance indicates whether the current throughput and response time of the system is adequate.

2. Information This indicates whether the end users get timely, accurate and useful information from the system.

3. Economy This indicates whether services provided by the current system are cost effective.

4. Control This indicates whether there are effective controls within the system to provide accurate and secure information.

5. Efficiency This indicates whether the current system makes good use of resources.

6. Services Indicates whether the current system services are reliable, flexible and expandable

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Performance ThroughputOrders are placed over the telephone or in person. Order information is handwritten and then transferred onto the PC. Walk in customers bring their car is and request for a repair to be done. Only then, is a job card given to the client. Receipting and job cards are done manually; it is only recorded at the end of the day on and excel spreadsheet. Capturing the repairs are time consuming.Response TimeData processing is done manually. A paper based and basic computer based filing system. Job cards and orders may pile up causing a back log in the amount of data to be captured

Information InputA new order or request for repairs is written down on paper. The receipt from the transaction is filed and a job card is handwritten containing the details for repairs which is given to the client and then the technician/ alignment specialists. Data is entered and reconciliation of books is done manually resulting in invalid and inaccurate data from human error. Order numbers are allocated manually, by looking at number of the previous order. This may also cause inaccuracies.OutputThe collection of receipts and job cards at the end of each day is a cause of loss of data. Therefore producing inaccurate financial statements. A delay in the recording of this accounting data produces unreliable reports.DataAccounting data may be misplaced resulting in the recording of incomplete data. This also results in a delay in data processing .There is also risk of data duplication/redundancy.

Economy Making use of a paper-based (manual) system slows down productivity as double the time is needed to record data from the paperwork into excel spreadsheets and Word documents. The paper used for receipting adds to unnecessary

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business expenses.Control The current system is fairly secure because the

office administrator and the managers are the only people with access to the confidential company data which is stored. Having large amounts of data in files poses a security risk as they may easily be stolen. Storing information on an external hard drive for back-up is also a security risk as it is susceptible to theft and viruses.

Efficiency Data retrieval is slow due to redundancy of data. Writing up a receipt/job card and then updating the data on the computer is time consuming decreasing productivity in the long run.

Services The current system is relatively easy to use. Reliability is questionable as the computers and external drives used for back up, as well as paper based files are susceptible to crashing and theft.

PROJECT: Tyres fitment management system

PROJECT MANAGER: Nadim

CREATED BY: Tshepo LAST UPDATED BY: Tshepo

DATE CREATED:02/20/2014 DATE LAST UPDATED: 03/05/2014

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Brief Statements of Problem, Opportunity, or Directive

Urgency Visibility Annual Benefits

Priority or Rank

Proposed Solution

1. Different operational system for each function in the business

5 months High - 1 Centralized system for every activity in the business

2. Client and car information storage system needs upgrading to non-paper based system

7 months High(takes a lot of time to

store the information)

12 000 2 New development

3. Absence of Storage system for the supplier information

6 months High(keeping record of all the ins and outs in the business )

10 000 2 New development

4. Employees login ranking system

5 months High - 1 New development

5. Online payment system 8 months medium 9500 3 New development

6. Paper based stock intake 5 months High - 1 New development

7. Incomplete website 5 months High(good marketing)

- 1 New development

8. No audit log(keep track of who did what when logged in)

5 months high - 2 New development

9. Integration with mobile apps so that it can be accessed remotely

12 months low 10 400 3 Future development

4.2. Preliminary Scope of the project Based on the information gathered during the interview with our client, City Tyre’s was discovered that the business makes use on Microsoft word(using templates) and Microsoft excel. The data captured onto the computer from the paper based information is saved in folders and backed up at the end of each week on an external hard drive.

Based on the enquiry by the customer the system must be able to search the database for the availability of the requested product. Customer and car details must be stored in the database in order to keep record of the activities that might happen concerning that specific customer. Develop

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a new system that combines the existing ones into one for ease of use and easy development of new functions of the system. The system must be able to keep record of all the stock activities. The propose new system should have different security levels for every employee’s login details e.g. All options are open to the manager and owner but not the office administrator or the employees at the bottom of the organisational structure .It is also our goal to complete the website for the client to improve the target market and easy access of products for the customer. The frequent problems posed by telephonic communication, which can be time-consuming will also be eliminated through the development of the website. The implementation of a centralised relational database will improve data recovery and simplify report generation.

4.3. Preliminary constraints Time Time can be a huge factor since we as students

have limited knowledge which therefore requires us to do extensive research and system should be completed within 8 months

Experience As third year students ,we have no field experience in developing systems and limited experience with project management, and can only rely on the knowledge we have gained in the past 2 years to satisfy the needs of our clients and the requirements we are expected to

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meet in our deliverables.

Cost There is need to follow a budget as costs are incurred by the group when printing deliverables and travelling to meet our client.The need to achieve/satisfy the user’s requirements even if they are not feasible

Culture Users may be reluctant to use the new system .With the intention of replacing the current system with the proposed system of Eureka Solution’s, the employees will require some training to use the system effectively and efficiently, although it needs to be user friendly so that the user can effectively use it without intense training.

Technology The system needs to be flexible and be able to cater for new improvements upgrades and future expansion.

A reliable internet connection is required

4.4. Other project related issues Maintaining a strong relationship and understanding amongst the group

members Having different daily schedules may make it difficult for us to meet

urgently. Delay in feedback from the client Difference in opinions of what is required may have a negative effect on the

project due to the time required to complete each deliverable

5. Problem Analysis (System Improvement Objectives)

5.2. Executive Summary City Tyre’s requested a system that improves the functionality of the business and the time consumption for daily operations, as well as to improve the security of business information. In order to see how the business could benefit from the development of our proposed system, an analysis which was focused on the business’ core functions was done.

During The analysis conducted We identified many problems of which if they are solved it will increase their business revenue and productivity. The analysis revealed the following information about the business

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City Tyre’s current system makes use of Microsoft Word and Microsoft Excel as databases to store products and services data, customer data (for trade –ins) and sales data. Manual recording of the business data could have a negative effect on data accuracy and increase the risks of redundancy of data. Data necessary for generating reports are sometimes stored in files and this makes it difficult for the user to refer to files and data on the computer. The ideal solution would be that all data is available on an automated system, reducing the carbon footprint and allowing validation of data.

Stock is being done manually and it is difficult to keep track of current stock levels and maintain minimum stock levels.

They have many suppliers and their supplier information is saved on a file which can be lost. Suppliers have to constantly be phoned to find out who has the cheapest prices and this can be time consuming.

Using a relational database will be good for backup purposes and will improve data processing .Security measures will be instilled through the use of passwords and different access levels for the different employees within the organisational structure.

The business has an incomplete website, which is currently not very useful to their clients or potential clients. City Tyre’s requires the website to advertise and allow customer and supplier interaction as clients will be enabled to request quotations, giving them a competitive edge.

Using set templates to complete orders and job cards will increase efficiency within the business as data used is directly linked to the database

5.3. Background information City Tyres’ is a business that specialises in tyre fitment and sales in rims and tyres. They also deal with repairs and trade-in of rims and tyres. It is based in Pretoria West and is a family business which is run by a father and his two sons, relatively the owner and the managers. As their business has expanded rapidly over the past 4 years, there has also been a growing need for efficiency in their daily operations.

5.4. Overview of current system The company’s prospective clients are recruited either via telesales or as walk in customers. A walk in customer will speaks to the salesman at the front desk. The salesman will then write down a job card and hand it to the customer, the customer will then go to the counter and hand the job

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card to the cashier, the payment will be made to the teller and she will then hand the customer a receipt. If the customer needs wheel alignment done then a job card is issued by the salesperson or one of the managers. A receipt is given to the customer once a payment is made. The customer then goes to the alignment technician who after verifying that the customer has made a payment makes a note of the customers number plate and the make and model of the car and which technician is going to complete the alignment.

The stock levels are monitored regularly. If the stock levels are low then the manager contacts each supplier to enquire about the price of a specific item. After which the item is ordered from the supplier that offers the best price. Once the item is delivered it is assigned a number and kept in the storage room. The suppliers are written down as creditors and are paid after 30 – 60 days.

City Tyres also buys rims from their customers and also accept trade-ins. However before purchasing rims from customers or accepting a trade in, the customer must first consult with the salesman and we will then determine whether the deal is worth it or not and negotiate further with the customer.

City tyres’ current system is paper based and increases the chances of making errors in payment to creditors, stock take and dealing with the trade in of rims(human error). Unnecessary paperwork is done in common business processes causing time delays and loss of data. There is no validation of data which may lead to inaccurate financial reporting. Advertising is done by word of mouth as their website is incomplete and currently of no value.

Our team has decided that City tyres’ should move to a computerized system. This will improve the way the business operates and save the business time and money. The new system will allow the business to move forward and keep accurate records of all their inventory and payments.

5.5. Analysis of current system

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5.6. Detailed Recommendations PROBLEMS, OPPORTUNITIES, OBJECTIVES AND CONSTRAINTS MATRIX

Project: Tyre Fitment Management System Project Manager:Nadim Mahomed

Created by: Nabeela Hassen Last Updated by: Kellisha Naidoo

Date Created: 22/02/2014 Date Last Updated: 01/03/2014

CAUSE AND EFFECT ANALYSIS SYSTEM IMPROVEMENT OBJECTIVES

Problem or Opportunity Causes and Effects System Objective System Constraint

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1. The stock is manually recorded by the manager and are not measured accurately

- There is room for error as the exact stock levels may not be recorded. Stock levels may not be known immediately.

- Different transactions occur simultaneously and can create uncertainty in stock levels

- Late stock purchases may have to be made due to bad stock management

- Stock that comes in must be recorded instantaneously and accurately in the system

- Monitor low stock levels

- The user may be reluctant to accept change and ignore warnings

2. Slow data retrieval - Untimely information- Unavailability of data- Unsatisfied customers

- Instantaneous retrieval of data

-

- The user may be reluctant to accept change

3. When there is problem with details written by the salesman and office administrator. This could result in illegible handwriting

- Inaccurate recording of data

- Time consumption due to trying to figure out words

- Shorter entry time of data by users

- The user may be reluctant to accept change

4. Generation of valuable reports

- Manual processing of financial statements leads to inaccurate or inconsistent data used. Huge gap for human error.

- Generate reports useful for important decision making

- Data must be entered accurately into the system initially

5. Inefficient structure for storing data

- Storage of data in files, Microsoft Word documents and excel spreadsheets.

- Improve the storage of data by making use of a normalised database.

- The new system will require a compatible database such as SQL Server or Oracle

CAUSE AND EFFECT ANALYSIS SYSTEM IMPROVEMENT OBJECTIVES

Problem or Opportunity Causes and Effects System Objective System Constraint

6. No audit trails - It is not easy to trace the user manipulating the data in the system

- Implement an audit trail to keep track on user access to the system.

- A user may user another users details to access the system

7. Additional communication medium

- Telephonic communication is not always reliable as there is a risk of network failure

- Allow customers to place orders via the website or email

- Product on the website may require frequent updates. There will

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problems be a need for training in order to do this process effectively

-Invalid entry of data - Lack of validation may

allow for blank fields which leads to unreliable reports

- Use of error providers to ensure that correct data is entered initially.

- The user may find this time consuming

It is easy to lose data - A paper based system makes data susceptible to becoming useless as a result of easy wear and tear of paper.

- Incomplete data is captured, making information inaccurate for decision-making.

- Capture data as and when it is due

- The user may be reluctant to change as it requires their full attention.

8. High level of security for critical information.

- Security concerns arise when more than one person has access to customer, employee and /or financial information.

-

- Different access levels to company data through use of usernames and passwords.

- Passwords will need to be changed frequently.

- The users may share passwords.

6. Requirements Analysis (Business Requirement Statement)

6.2. User requirements list Introduction: This section contains a list of the business requirements in their relevant sub-systems.

USER REQUIREMEN

T ID

REQUIREMENT USE CASE

REQUIREMENT DESCRIPTION

Supplier

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USER REQUIREMEN

T ID

REQUIREMENT USE CASE

REQUIREMENT DESCRIPTION

Subsystem

SU-1 Register Supplier The Supplier provides details to the system and becomes registered with City Tyres’

SU-2 Search Supplier Information

Supplier information can be searched for by the system

SU-3 Maintain Supplier Information

Supplier information can be edited, deleted, read and updated

SU-4 De-Activate Supplier Supplier can be de-activated from the system, however records of the Supplier will remain on the systems database

Stock Subsystem

ST-1 Search Stock Stock can be searched for on the systemST-2 Receive Stock Stock is successfully received from supplierST-3 Maintain Stock Levels Stock levels can be checked, updated and

correctedST-4 Add Stock Information When new stock arrives into the system it

needs to be recognized by the system. It is added to the database here

ST-5 Maintain Stock Information Stock information can be edited, deleted, read and updated

ST-7 Trigger Stock level Notification

A Notification is sent to the system user if stock levels are low and new stock needs to be ordered.

Reporting Sub-System

RP-1 Generate Rim Sales Report A report is generated for Rim salesRP-2 Generate Tyre Sales Report A report is generated for Tyre salesRP-3 Generate Stock level A report is generated for stock levels in

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Report systemRP-4 Generate Supplier

purchases/order ReportA report is generated for supplier purchases

RP-5 Generate Stock Information Report

A report is generated for stock information in system

RP-6 Generate Employee Report A report is generated for employee attendance(monthly)

RP-7 Generate Repairs Report A report is generated for repairs done to Cars(monthly)

Employee Sub-System

EM-1Register Employee

Employee provides the system with details and becomes a registered employee of City Tyres’

EM-2 De-Activate Employee Employee can be de-activated from the system, however all information is kept on the database

EM-3 Maintain Employee Employee information can be edited, deleted, read and updated

EM-4 Search Employee Employee can be searched for on the system

EM-5 Maintain Login/out The employee should be able to login and logout of the system

Car Sub-SystemRE-1 Register Car The Customer provides car details to the

system and becomes registered with City tyres

RE-2 Search Car Car information can be searched for by the system

RE-3 Capture repair request Repair details are identified and added to the system

RE-4 Update Car Repair Status Once the repair is complete the car repair status can be updated

RE-5 Generate job order number The system should be able to generate a job card with relevant car and repair details

RE-6 Maintain repair User should be able to view the repair status on the system

RE-7 Search repairs Repair can be searched for on the system

Payment Subsystem

PA-1 Make payment Payment recorder into systemPA-2 View Payment Payments are displayedPA-3 Search Payment Search results for payments are displayedPA-4 Maintain Payment Payment is updated

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Backup/restore-Sub-System

RE-1 Backup database Backup databaseRE-1 Restore database Restore database

Customer Subsystem

CS-1 Register Customer The Customer provides their details to the system and becomes registered with City tyres

CS-2 De-Activate Customer Customer can be de-activated from the system once repaired, however records of car repairs will remain on the systems database

CS-3 Maintain Customer Customer information can be edited, deleted, read and updated

CS-4 Search Customer Customer information can be searched for by the system

Sales Subsystem

SA-1 Generate Purchase Order Number

A purchase order is generated for each customer order

SA-2 Maintain Purchase Order Each purchase order can be edited, deleted, read and updated

SA-3 Search Sale Item Every sale item can be searched for on the system

SA-4 Receive Payment Payment is received from the customer

Order Subsystem

OR-1 Make order Oder is recorded in systemOR-2 View Order Orders are displayedOR-3 Search order Search results for order is returnedOR-4 Maintain order Order details are updated

6.2.1. Requirements description and detail Introduction: This section contains all the relevant use case narratives for each requirement.

1. Supplier Sub-System Requirement Explanation

Requirement number: SU-1

Requirement title: Register Supplier

Requirement text: New supplier is registered by the office administrator.

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Supplier provides supplier details which the office administrator then adds to the current list of suppliers of the company. Supplier is then assigned a supplier number. This is automatically saved in the database.

Requirement type: Functional

Requirement details and constraints:

Supplier will be registered with City Tyre’s and will have a unique supplier number. Supplier must provide required details to complete this use case.

Revision date and Revision number:

Version 1.0

Criticality/Priority: Vital

User Acceptance Criteria The system must be able to register and store at least the following supplier information:

Name Contact Details Address Payment Details

Requirement Explanation


Requirement title: Search Supplier

Requirement text: Clerk must be able to search for any supplier by either using their Company name, email address or supplier number. All details about the supplier must be displayed.



Supplier must already be registered with City Tyre’s and search field must be inputted correctly by clerk.


Version 1.0


User Acceptance Criteria The system must be able to search for stored supplier information by Supplier Name.



Requirement title: Maintain Supplier

Requirement text: Office administrator must be able to edit, update, read and delete supplier information. Once changed here it will automatically update in the database.


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Supplier must be registered with City Tyre’s and must have a unique supplier number.


Version 1.0


User Acceptance Criteria The System must be able to update and store supplier information to ensure that the most up to date version of information is available.



Requirement title: De-Activate Supplier

Requirement text: Supplier can be de-activated City Tyre’s information system. De-activation can happen for several reasons unrelated to the system itself.



Supplier must already be registered. There must be a reason for supplier to be de-activated. E.g. Supplier is not a reliable source of obtaining stock.


Version 1.0


User Acceptance Criteria The system must be able to deactivate suppliers who are no longer active suppliers of City Tyre’s The system must not delete supplier records for traceability and auditing purposes.

2. Stock Sub-System


Requirement number: ST-1

Requirement title: Search Stock

Requirement text: Manager must be able to search for any stock that is in the system.


Requirement details and Stock is recognised using bar codes and serial numbers. Stock can be

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constraints: searched for by name. Either of these needs to be entered correctly into the search field.


Version 1.0


User Acceptance Criteria The System must be able to search for Stock which has been created and Stored in the System. This should be able to be searched by the Stock Name or Stock ID.



Requirement title: Receive Stock

Requirement text: Manager receives stock that is delivered from the supplier. Stock is then scanned into the database and then unloaded into storage space. The system then updates the level/quantity of the specific stock received in the database.



Only ordered stock must be scanned and unloaded and is dependent upon the supplier providing a confirmed order sheet.


Version 1.0


User Acceptance Criteria The system must be able to update the quantity of stock currently available for Sales within the business upon the receival and check-in of newly received stock.



Requirement title: Maintain Stock Levels

Requirement text: The stock levels will be up to date in the database. However the stock in the store needs to be checked frequently by doing a stock take. Whenever an alteration to stock levels is needed a reason for the “write up” or “write down” of stock levels must be provided and stored in the system.



A stock count needs to be done regularly and carefully to ensure up to date stock levels.

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Version 1.0


User Acceptance Criteria The System must be able to update the levels of all stock within the system when required. Whenever stock levels are altered a reason must be provided and saved within the system for traceability purposes.



Requirement title: Add Stock

Requirement text: When a new stock item is received into City Tyre’s it needs to be entered into the database.



The new stock will have a serial number. A bar code needs to be given to it that corresponds to its serial number.


Version 1.0


User Acceptance Criteria The system must be able to record and store information on a new stock item which will be received and sold by City Tyre’s. The following information needs to be stored: Name, Stock Type, Stock Price, Stock Sale Price and Supplier.



Requirement title: Maintain Stock

Requirement text: Information about stock can be edited, updated, read and deleted here. Any changes will be automatically updated in the database.



Attributes about stock can change. It needs to remain up to date with the current stock in store.


Version 1.0

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User Acceptance Criteria The System must be able to update and store stock information to ensure that the most up to date version of information is available.



Requirement title: Trigger Stock Level notification

Requirement text: The system should be able to notify or alert the office administrator if the amount of stock level is low



When the amount of declared low level is reached , it should notify the office administrator


Version 1.0


User Acceptance Criteria The System should warn the office administrator when the stock level reaches a specific point

3. Reporting Sub-System


Requirement number: RP-1

Requirement title: Generate Rim Sales Report

Requirement text: This report contains all the information about each rim and their purchases.



Manager must request report. Report must be able to be generated on request.


Version 1.0

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User Acceptance Criteria The System must be able to generate a report detailing sales of rims to its customers. The report should allow the user to specify the time period which they wish to view. The report should be grouped by Rim Type and show the overall sales per Rim for the specified time period.



Requirement title: Generate Tyre Sales Report

Requirement text: This report contains all the information about each Tyre and their purchases.





Version 1.0


User Acceptance Criteria The System must be able to generate a report detailing sales of tyre’s to its customers. The report should allow the user to specify the time period which they wish to view. The report should be grouped by Tyre Type and show the overall sales per tyre for the specified time period.



Requirement title: Generate Stock Level Report

Requirement text: This report contains all the information about the level of stock in store. The status of stock also needs to be shown with regards to where the stock is. E.g. in process of delivery





Version 1.0

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User Acceptance Criteria The System must be able to generate a report detailing the current stock levels of all stock currently within inventory.



Requirement title: Generate Supplier Purchases/ orders Report

Requirement text: This report contains all the information about all the purchases City Tyre’s has made from all its various suppliers





Version 1.0


User Acceptance Criteria The System must be able to generate a report detailing purchases made by City Tyre’s from its various suppliers. The report should allow the Manager to specify the time period which they wish to view. The report should be grouped by Supplier and show the overall purchases per supplier for the specified time period.



Requirement title: Generate Stock Information Report

Requirement text: This report contains all the information about each stock item that is in store.





Version 1.0


User Acceptance Criteria The System must be able to generate a report detailing the information of

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stock currently sold by City Tyre’s. This will give all associated information such as Purchase Cost, Sales Prices, Stock Category and Stock Name.



Requirement title: Generate Employee Report

Requirement text: This report contains all the information about employee work hours, leave given and leave remaining.



This report must automatically be generated monthly


Version 1.0


User Acceptance Criteria The System must be able to generate a report showing details of the Employees of City Tyre’s and the number of days during the current year which they have not attended work.



Requirement title: Generate Repairs Report (WIP Report)

Requirement text: This report contains all the information about repairs that are currently work in progress. This report must details the status of the repair and reason as to why it is work in progress.





Version 1.0


User Acceptance Criteria The System must be able to generate a report all items which are currently Work In Progress. This report must show the reason as to why it is Work In Progress, i.e. awaiting spare parts.

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4. Employee Sub-System Requirement Explanation

Requirement number: EM-1

Requirement title: Register Employee

Requirement text: Employee must provide clerk with all details that are required. The employee information will then be updated onto the database.



Employee must provide correct information. An employee number will be generated and saved on the database.


Version 1.0


User Acceptance Criteria The System must be able to register an employee and store their details in the system. The following information must be stored: Name, Surname, ID No, Sex, Telephone Number, Address, Email Address.



Requirement title: De-Activate Employee

Requirement text: Employee is de-activated from City Tyre’s.



Employee will no longer be recognised as a working employee. However, their details will always be on the system for safety reasons.


Version 1.0


User Acceptance Criteria The System must be able to deactivate an employee should they no longer be an employee of City Tyre’s. The employee’s records should not be deleted for traceability and audibility purposes.

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Requirement title: Maintain Employee Information

Requirement text: Clerk must be able to edit, update, read and delete employee information.



Employee information will automatically be saved if any changes occur


Version 1.0


User Acceptance Criteria The System must be able to update and store employees information should any basic information change.



Requirement title: Search Employee

Requirement text: Clerk must be able to search for an employee on the system.



Employee information will be displayed to be the clerk. Clerk can search for employee using, name, surname, email address, or employee number.


Version 1.0


User Acceptance Criteria The System must be able to search for employee records stored by the system. The user should be able to search by Name, Surname and ID No.


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Requirement title: Maintain Login/Logout

Requirement text: A user logins to the system for increased functionality and authorisation to use the system and logs out for security purposes.



- A user must have a unique username and a strong password to login to the system

- The user must logout when they are done using the systemRevision date and Revision number:

Version 1.0


User Acceptance Criteria The System must be able to validate user login detail and give them correct access levels to the system

5. Car subsystem Requirement Explanation

Requirement number: RE-1

Requirement title: Register Car

Requirement text: New car that needs to be registered is registered by a clerk.Customer provides car details which the clerk then adds to the current list of car repairs of the company. Car is assigned a car number. This is automatically saved in the database.



Car will be registered with City Tyre’s and will have a unique car number. Customer must provide required details to complete this use case.


Version 1.0

Criticality/Priority: Must

User Acceptance Criteria The system must be able to store at least the following car information: Car Name Car model number Car Registration number


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Requirement title: Search Car Information

Requirement text: Clerk must be able to search for any car by either using the Car registration number or car number(automatically generated). All details about the car must be displayed.



Car must already be registered with City Tyre’s and search field must be inputted correctly by clerk.


Version 1.0

Criticality/Priority: Must

User Acceptance Criteria The system must be able to search for stored car information by either Registration number or Car Number.



Requirement title: Capture repair request

Requirement text: The system should be able to capture the repair request for the specific car



The car should be registered on the system and active


Version 1.0


User Acceptance Criteria The system should be able to save the car request details.



Requirement title: Update Car Repair Status

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Requirement text: Mechanic updates the system that the car is either successfully repaired or cannot be repaired. This means the car is ready for collection.



Mechanic has finished working with a specific car. The car is now in storage and a message is generated to the customer that repair is complete.


Version 1.0


User Acceptance Criteria The System must be able to update the status of a repair which has been logged into the system. This will be used to track the status of the repair through to complete as well as provide details to the repair such as “awaiting parts”.



Requirement title: Generate job order number

Requirement text: Once the repair request is submitted a job number should automatically be generated.



The required details has to be entered and the car should be validated


Version 1.0


User Acceptance Criteria All required field on the repair request should be validated


Requirement number: OR-6

Requirement title: Maintain repair

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Requirement text: This function should be able to view the edit ,delete and update repair



-An repair request must exist before it can be viewed


Version 1.0


User Acceptance Criteria The system must display previous repairs made to this car



Requirement title: Search repair

Requirement text: -The office administrator should be able to search repair according to the requested criteria



-An repair must exist-The system should filter or return desired results accordingly


Version 1.0


User Acceptance Criteria The system must return correct results according to the search criteria required

6. Payment Sub-System Requirement Explanation

Requirement number: PA-1

Requirement title: Make payment

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Requirement text: -The system should be able to allow the office administrator to save a payment and its details when a order is made- The manager is responsible to pay suppliers.



-When a payment is made the status of the supplier should be updated to “paid”


Version 1.0


User Acceptance Criteria The system must be able to save the payment and its details



Requirement title: View payment

Requirement text: This function should be able to view the previous payments made to supplier



-An payment must exist before it can be viewed


Version 1.0


User Acceptance Criteria The system must display previous payments made to supplier



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Requirement title: Search payment

Requirement text: -The office administrator should be able to search payment according to the requested criteria



-A payment must exist-The system should filter or return desired results accordingly


Version 1.0





Requirement title: Maintain Payment

Requirement text: -The office administrator should be able to change or cancel an payment



-Only authorised personnel can update or cancel an payment-When changes are made to an order it should be made almost immediately


Version 1.0


User Acceptance Criteria The system must allow only people with the correct access level to update or cancel an payment.

7. Restore/Backup Sub-System Requirement Explanation

Requirement number: RB -1

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Requirement title: Backup database

Requirement text: -The system should back up data in the database on a daily basis



At a specific time determined by the office administrator the database is updated


Version 1.0


User Acceptance Criteria The system must back up the database on a daily basis


Requirement number: RB -2

Requirement title: Restore database

Requirement text: -The system should be able to restore and recover any lost information



The system should respond immediately to any recovery requests


Version 1.0


User Acceptance Criteria The system must restore all information that has been backed up

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8. Customer Sub-System Requirement Explanation

Requirement number: CU-1

Requirement title: Register Customer

Requirement text: Customer must provide office administrator with all details that are required. The customer information will then be updated onto the database.



Customer must provide correct information. A customer number will be generated and saved on the database.


Version 1.0


User Acceptance Criteria The System must be able to register an customer and store their details in the system. The following information must be stored: Name, Surname, ID No, Sex, Telephone Number, Address, Email Address.



Requirement title: De-Activate Customer

Requirement text: Customer is de-activated from City Tyre’s one their trade in is completed.



Customer will no longer be recognised as a active trade in customer. However, their details will always be on the system for safety reasons.


Version 1.0

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User Acceptance Criteria The System must be able to deactivate an customer should they no longer be an active trade in customer of City Tyre’s. The customer’s records should not be deleted for traceability and audibility purposes.



Requirement title: Maintain Customer

Requirement text: Office administrator must be able to edit, update, read and delete customer information.



Customer information will automatically be saved if any changes occur


Version 1.0


User Acceptance Criteria The System must be able to update and store customers’ information should any basic information change.



Requirement title: Search Customer

Requirement text: Office administrator must be able to search for a customer on the system.



Customer information will be displayed to be the office administrator. Clerk can search for customer using, name, surname, email address, or customer number.


Version 1.0


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User Acceptance Criteria The System must be able to search for customer records stored by the system. The user should be able to search by Name, Surname and ID No.

9. Sales Sub-System Requirement Explanation

Requirement number: SA-1

Requirement title: Generate Purchase Order Number

Requirement text: The system will generate a purchase order for every purchase order a customer makes. This is done through the salesperson entering the purchase order into the system.



Customer must order items that City Tyre’s stocks or is capable of getting into the store.


Version 1.0


User Acceptance Criteria The system must be able to generate a purchase order for each purchase a customer makes with City Tyre’s. This purchase order must show the Customer Information, Account Number, Components Ordered with Prices and Total Amount Owed per Purchase Order.



Requirement title: Maintain Purchase Order

Requirement text: The salesperson must be able to find any given purchase order and edit, update, read and delete it. Once changed here it will automatically update in the database.



Customer must have made a purchase order and the purchase order number must be correctly entered into the system as to show the relevant customer details alongside it.


Version 1.0


User Acceptance Criteria The System must be able to update or remove the purchase order should the client request the order to be changed (i.e. components

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removed or added) or removed (i.e. purchase is cancelled)



Requirement title: Search Sale Item

Requirement text: The office administrator must be able to find any sale item, regardless of whether it has been paid for or not. This will be done with the unique purchase order number.



Purchase order number must exist. It must link to the customer that made purchase order. This customer’s details must be up to date.


Version 1.0


User Acceptance Criteria The System must be able to search for Process Orders in the system. The system must be able to find current and past purchase orders. This can be searched for via Purchase Order Numbers or via client name / account number.



Requirement title: Receive Payment

Requirement text: The manager will receive payment from the customer. This can be in the form of a proof of payment. The system will then update the status of a Purchase Order from “Unpaid” to “Paid”



Purchase order must have been made and customer must have received the correct stock that was ordered. Payment has to be made within 90 days.


Version 1.0


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User Acceptance Criteria The System must be able to maintain the status or Purchase Orders as either Paid or Unpaid.

10. Order Sub-System Requirement Explanation


Requirement title: Make order

Requirement text: -The system should be able to allow the office administrator to save an order and its details when a request is made- The manager is responsible to order stock from suppliers. The system will allow the facilitation of ordering stock by sending an email with order details to supplier.



-When an order is placed , an order number should be generated automatically-The required fields should be entered before the order can be placed.


Version 1.0


User Acceptance Criteria The system must be able to save the order and its details



Requirement title: View order

Requirement text: This function should be able to view the previously placed orders



-An order must exist before it can be viewed-No changes can be made to an order while viewing


Version 1.0


User Acceptance Criteria The system must display previous orders made

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Requirement title: Search order

Requirement text: -The office administrator should be able to search order according to the requested criteria



-An order must exist-The system should filter or return desired results accordingly


Version 1.0





Requirement title: Maintain order

Requirement text: -The office administrator should be able to change or cancel an order



-Only authorised personnel can update or cancel an order-When changes are made to an order it should be made almost immediately


Version 1.0


User Acceptance Criteria The system must allow only people with the correct access level to update or cancel an order.

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6.2.2. Use Case diagrams Introduction:

This section contains all the relevant use case diagrams for the system and sub-systems.

1. Supplier Sub-System

Tyre Fitment Management System

1. Suppl ier Sub-System

Manager (PBA)

1.1. RegisterSupplier

1.2 SearchSupplier

1.4 De- activateSupplier

1.3 MaintainSupplier

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2. Stock Sub-System

0. Tyre Management Fitment System

2. Stock Sub-system

Offi ce administrator(PBA)

System(PBA)

Offi ce administrator (ERA)

2.6 Trigger Stocklevel notifi cation

2.1 Searchstock

2.2 ReceiveStock

2.3 MaintainStock levels

2.4 Add Stock

2.5 MaintainStock

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0. Tyre Fi tment Management System


Offi ce administrator (PBA)Owner (PBA)

3.5 Generatestock information

report

3.6 GenerateEmployee report

3.1 GenerateRim sal es report

3.3 GenerateStock level

report

3.2 Generatetyre sales report

3.7 Generaterepairs report

3.4 Generateorder report

<<Initiates>>

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4. Employee Sub-System


4. Employee Sub-System

Owner (PBA)

4.2 De-activateEmployee

4.5 MaintainLogin/out

4.4 SearchEmployee

4.3 MaintainEmployee

4.1 RegisterEmployee

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5. Car Sub-System


5. Car Sub-System

Offi ce administrator(PBA)5.5 Generate

job order number

5.4 Update carrepair status

5.7 Searchrepair

5.6 Maintainrepair

5.3 Capturerepair request

5.2 Search car

5.1 Regi ster car

6. Payment Sub-System


6. Payment subsystem

Manager(PBA)

6.4 Maintainpayment

6.3 Searchpayment

6.2 Viewpayment

6.1 Makepayment

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7. Backup/Restore Sub-System


7. Backup /Restore sub-system

Offi ce admi nistrator(PBA)

Time(PBA)

7.2 RestoreDatabase

7.1 BackupDatabase

8. Customer Sub-System


8. Customer Subsystem

Offi ce administrator(PBA)

8.2 De-Activatecustomer

8.4 Searchcustomer

8.3 MaintainCustomer

8.1 RegisterCustomer

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9. Sales Sub-System


9. Sales Subsystem

System administrator (PSA)Customer(PBA)

Salesman(PBA)

9.2 MaintainPurchase Order

9.4 Receivepayment

9.3 Searchsale item

9.1 Generatepurchase order

<<initiates>>

10. Order Sub-System


10. Order Sub-System

Supplier (ERA)

Manager (PBA) 10.4 Maintainorder

10.3 Searchorder

10.2 View order

10.1 Placeorder

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7. Decision Analysis:

7.1. IntroductionPurpose:

The main purpose of the Decision Analysis Section is to provide City Tyres with the information necessary to make an informed decision on the feasibility candidate solutions to its specific problems with regard to their current system. The possible solutions will be analysed and recommendations will be made to best resolve the current main issues or concerns that the client City Tyres has highlighted unto us.

Background:

City Tyre’s current business process of managing the tyre fitment has become obsolete. The paper based system that they are currently using has made it difficult for them to track the customer records, employee records and stock-in and stock-out and other business processes within the organisation. The timely and accurate completion of the paper based documents are a vital part to the daily business operations of the Client City Tyre and are often neglected leaving management to make critical business decisions based on assumptions and inaccurate invoicing of clients. So, the current system leaves a room for many improvements that will be required before City Tyres can consider the idea of expanding their business operations as they mentioned to us that they would like to see their business adding more of its operations by next year or later this year.

Scope:

The main objectives/goals of the system will be to provide a simplified process for managing Employees; Equipment; Equipment that requires maintenance; Customers or Clients and Reporting Function that are capable of providing management with the necessary decision making tools. This system will aim to drastically reduce the administration and time that the current paper based requires performing basic and simple functions required for the successful management of City Tyres.

Structure:

The proposed system that Eureka Solution is planning to build for them will be evaluated by means of the Feasibility Analysis based on the financial benefits it will provide because the proposed system will be free to them if they want. Possible candidates will be analysed and compared to the other system that Eureka Solutions has investigated.

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7.2.1. Feasibility Analysis Feasibility Criteria Wt. Candidate 1

Current System

Candidate 2

Alternative or Investigated System(Auto Repairs Boss)

Candidate 3

Proposed System

Operational Feasibility

Functionality. A description of to what degree the candidate would benefit the organization and how well the system would work.

Political. A description of how well received this

solution would be from user management, user, and

organization perspective.

30% Functionality: The Current system works for the company as it handles all of the necessary work that needs to be addressed, of which this is not a problem at all, but the problem comes when we realized the amount of time it takes to do all of the work. In addition to that there is also a huge amount of paper used and space that is wasted. The main issue here with current system is that it can be improved and done more efficiently.

Political: The employees are already used to the current system in use and even though this system has some fluctuations, people doesn’t like to change and this will make them be reluctant to start using the new system, they feel at ease with the current

Functionality:This system can be one of the best when we consider the fact that all the business requirements that Eureka Solution are going to provide for the client. The system also has most functionality like backup and restore, generates reporting, and customer as well as employee maintenance that the client’s current system need. Overall, this is a very good system that works efficiently but has its short comings as well.

Political:At the current state, this system may have a good effect on the business but the management of city tires won’t be satisfied as it is not a complete working package of what they want and some of the features that are

Functionality: The new Information System is Eureka Solutions’ built solution for the client (City Tyres). This specific and unique system will be designed to fit the business not like most systems that needs to be adapted to fit to each different kind of business processes. This will be designed to resolve all the problems that the business has as well making most of the business processes to be a lot quicker. This system will also take into consideration that will be using it, and will be user friendly. This system will be designed to make the most out of the resources that the business has and will increase productivity greatly.

Political: Before us going to start developing the system to the client, we had to meet the client to ensure that the system will have all the requirements from the client so this means that it should all their needs. As this proposed system

Feasibility Criteria Wt. Candidate 1 Candidate 2 Candidate 3

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Current System Alternative or Investigated System(Auto Repairs Boss)

Proposed System

system because everybody knows how to operate it, work with it and it is one of the very simplest system. Holding onto this system will also mean that none of the employees will need training which will also be well provided.

Score:60

required by the management won’t be in this system.

This specific system is very user friendly and it has a lot of search facilities available which will make the training be easy and make employees to be productive and enjoy the system. But the problem here is that this specific system is not developed in our country, it will require lot of time to be implemented.

Score: 70

provides solutions that are custom build for the business and solves all its problems, it will be well designed to a high standard. It will lead to better performance and will better the job experience of each employee as it will enable them to focus more on their job and less on paper work which is time consuming, this proposed system will make everyone’s job/life easier and that should encourage the people to use it and to be enthusiastic about their training on the new system.

Score: 95Technical Feasibility

Technology. An assessment of the maturity, availability (or ability to acquire), and desirability of the computer technology needed to support this candidate.

Expertise. An assessment to the technical expertise needed to develop, operate, and maintain the candidate system.

30% Technology: The current system is a paper based system and due to that reason there is very limited/little technology that is utilized. The main program in use for the business processes is Microsoft office and excel. There is no other technology that is used in the system.

Technology: This system provides an advance technology with the best functionality and user friendliness. It is also available to download and use the free trial software for 30 days and thereafter you can decide to purchase the one that will be used fulltime for the business.

Technology: Proposed system will have a few technology thatcan be a little more complexand expensive asadditional hardware,such as a Sales system that will require scanner, acash draw as well asa computer that canrun MicrosoftXP/Vista/7/8 is Eureka Solutions will be using the SQL Server 2008, Visual Basic 2010 and System Architect to

Feasibility Criteria Wt. Candidate 1 Candidate 2 Candidate 3

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Current System Alternative or Investigated System(Auto Repairs Boss)

Proposed System

Expertise: There is no expertise needed as this system has been in place for a long time or the moment they started the business and everybody is already used to it and can use it to its full capacity.

Score: 50

Expertise: For this system being free for download on the internet, it will mean that the employees will have to be trained so that they could acquire skills and knowledge of how this system works.

Score: 80

develop the system in which they’re extremely proficient in using. The candidate is to be designed to be extremely user friendly while also being accompanied by sufficient documentation that Eureka Solutions will compile and explaining in details how employees and management would use the system.

Expertise: Little expertise will be required for the system as the maintenance and operational aspects are fairly easy to understand. The accompanying documentation that Eureka Solution will compile also allow for new users of the system to get acquainted with it quickly and easily.

Score: 80Economic Feasibility

Cost to develop:

Payback period (discounted):

Net present value:

Detailed calculations:

30% There are no costs to develop the system since it is in use.

There are no paybacks Period for the current system as it is already implemented.

R0.00

Cost: can have a range from being free to R30000.00As it has been developed by professionals.

Payback period: approximation period of 3-4 years.

NPV >0

Cost:R8 031-00

Detailed Calculations:

Barcode Scanner: R583-00SQL Server License: R6 400Windows License: R1,048.00

Feasibility Criteria Wt. Candidate 1

Current System

Candidate 2

Alternative or

Candidate 3

Proposed System

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Investigated System(Auto Repairs Boss)

Score: 50 Score: 70

And all the other online access costs like internet and the organization current computers are sufficient to run the system.

Score: 90Schedule Feasibility

An assessment of how long the solution will take to design and implement.

10% No more time will be needed to implement the current system as it has been in use since the business started up and all the employees know how it works already.

Score: 100

Less than 4 months have the system to be installed and to train the employees on how to use the system.

Score: 90

This is a specifically designed system to satisfy all of the business and functions. For that reason, it will take Eureka Solutions to design and implement the system in a period of 8(Eight) months.

Score: 80

Ranking: 100%

Final Score: 58 Final Score: 75 Final Score: 87.5

7.2.3. RecommendationsSo, by looking at the feasibility analysis it is clear that the best candidate for this project is the proposed system (Tire Fitment Management System) as it scored 87.5. The reason why this system scored so high compared to others is because of that Eureka Solutions will develop the system to make sure that all the requirements that management need for their new system. It is anyway an opportunity for the business to consider Eureka Solutions to develop an information system for City Tires from business requirements up to system development stage of System Development Life Cycle.

In conclusion, Tyre Fitment Management System will be the best candidate for the business in the future as it will offer a user friendly environment and meets all the business’ requirements. It helps in solving all the problems that the current system is dealing with and will be an asset in helping the business achieve major progress in their business operations and show increased productivity.

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11. Appendix A: Client Documentation Introduction: This section contains all the relevant and existing client documentation of the business.

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12. Appendix B: Other systems investigated

9.1. Other System Investigated: (Literature Study) Introduction: Below are the screenshots with descriptions of alternative systems

Welcome Screen

Point of Sale screen:

This specific screen shows when the user clicks on the Point of sales Button from the main screen. It is to show how the customer transactions are done so that at the end of it, the customer will make the necessary payments and receive a receipt.

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Inventory Maintenance:

In an Inventory Maintenance Screen, parts can be quickly added to the inventory and later updated if necessary. Common services performed can be entered and stored in the inventory section to be used as a "link" function in the preparation of estimate/invoices.

"Tire Codes" can be set up to allow you to easily lookup tires by size.

An Inventory list can be printed. Inventory can easily be reordered either by vendor, part number, category, description or group. The receive inventory section provides a fast method of entering an inventory shipment. Taking a physical inventory is simplified with the Inventory Count Sheets provided by the program. After the physical inventory is taken the "on-line" inventory can easily be adjusted.

"Kit Codes/Canned Jobs" can be set up. "Kits" can be very useful. For jobs that require a string of parts, the kit code can eliminate typing time when preparing estimate/invoices. Kit codes can also be set up to enable you to run specials.

A global price change can be made to the inventory either by vendor, part number, category, description or group. The price change can be made by dollar amount or percentage. This feature allows you to keep your inventory cost effective.

Another time saving feature is the capability to add vendor price sheets. These price sheets are kept separate from your actual inventory; however, price sheets can easily be converted to your inventory. A price sheet that you have received from your vendor can be imported. This will save a lot of manual entry time.

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Add New Inventory Record:

This specific screen below , shows how the user can add the Inventory records and save to the System.

Updating Inventory Records:

This shows how the user can update the inventory record that has been added in the system. After the user is done entering the information, he/she can save the information into the system.

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Deleting Inventory Records:

This specific screen shows how the system prompts the user to confirm to delete the selected Inventory record from the system. Once the user clicks ok, then the selected Inventory records will then be deleted but when the user then clicks cancel, then no record will be deleted from the system.

Customer Main Screen:

From the Welcome screen, the user must click the customer button to get to the customer Form that is showing here. In this specific screen, customer records can be set up and stored in the Customer Maintenance section. Along with basic biographical information, vehicle information can be stored for each customer. Also, a customer can be set up as a charge customer. Customer lists can be printed to allow for the updating of customer records. Address labels or envelopes can be printed to be used with mail-outs sent to customers. Customers can be sent letters or postcards. A

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detailed customer report can be obtained giving vehicle and service history.

Add new customer records to the system:

The system allows the user to add the new customer records, this screen pops up when the user clicks the add button from the customer main screen.

Update Customer information in the system:

The system allows the user to make necessary changes to the specific customer information being added, this screen pops up when the user clicks the edit button from the customer main screen.

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Deleting customer records:

This specific screen shows how the system prompts the user to confirm to delete the selected customer record from the system. Once the user clicks ok, then the selected customer records will then be deleted but when the user then clicks cancel, then no record will be deleted from the system.

Reports:

Sales Summary Report

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Other Reports that the system can generate includes:

Daily Close out:

Sales Report

Sales Tax Report

Advertising Summary

Royalty Summary

Parts & Services usage

Employee Screen:

From the Welcome screen, the user must click the customer button to get to the Employee Form that is showing here. This specific screen keeps track of employee information including driver's license and social security number, capable of printing an employee list that can be used to update employee record, review employee performance with the Employee Sales Report and sales are broken down for each employee by category then parts and labour.

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Add Employee Record: The system allows the user to add the new Employee records, this screen pops up when the user clicks the add button from the Employee screen above.

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Update Employee Record: The system allows the user to make necessary changes to the specific Employee information being added, this screen pops up when the user clicks the edit button from the Employee screen.

Delete Employee Record:

This specific screen shows how the system prompts the user to confirm to delete the selected Employee record from the system. Once the user clicks ok, then the selected customer records will then be deleted but when the user then clicks cancel, then no record will be deleted from the system.

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9.2. GAP Analysis report Gap analysis: is a comparison of business and technical requirements for a commercial application package against the capabilities and features of a specific commercial application package for the purpose of defining the requirements that cannot be met.

Most businesses use this technique to determine what necessary steps they can take in order to move from its current state to its desired or future state the business want to reach.

Current System:

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City Tires is currently doing most of its business operation on a paper based system. The business faces problems keeping track of the changes that can be done on the documents that they are using. The system that is in use makes it a bit hard for management to control and make strategic decision because sometimes the information might be wrong and inaccurate. By looking at the problems, it is clear that the current system doesn’t deal with all the problems and most of the business requirements are not fulfilled. We can conclude by saying, the current system doesn’t fill the gap.

Advantages of the current system Disadvantage of the current systemIt has been in use since the business started, which is for a period of 3 years now in use.

It is a paper based system

It doesn’t require lot of support platform except a computer.

For it being a paper based system, makes it to have limited functionality.

No additional cost It requires lot of time.Problem with Storage space.

Auto Repair Boss System:

Auto Repair Boss System can be able to provide solutions to the business requirements and problems that the business is facing at the moment but does not have the web sites for customers to make bookings online and also view other important things about the business. Since this system is lacking a requirements to fulfill the business need, we can conclude by saying it doesn’t fill the gap.

Advantages DisadvantagesSystem generates multiple reports Complicated and will require technical helpHas backup and restore utilities Cost of purchasing the softwareSearching facility Old programming software usedEffective security implemented The company is not based in our country, the

charges of buying the software will be high

Proposed system:

Tire Fitment management system will be a custom built solution for the business that will fulfill all the business requirements as requested by the client. By the moment that this gap is filled, it will mean that the business will be more productive and the employees will be able to work much more efficiently, and the work done will prove to hold better results and generate profit. This proposed system will have new features like web site.

Advantages DisadvantagesLow cost It will require a period of 8 months to implement

but it will be worth it.

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Web sites will be developed Will need technological helpUser friendly with extensive search and help facilitiesSecurity, Audit-Log, Backup and restore, Database and reports will be generated for business reasons.

In conclusion, the gap analysis proves that Tire fitment management system is the best option for the business because it will be able to fulfill almost all of the client’s requirements.

13. Appendix C: Complexity Introduction:

This table contains the complexity points we expect to implement in our proposed system.

Complexity MarksAppropriate MDS and SDI form design of the system 3Appropriate use of grids 3Appropriate use of tabs 3

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Use of graphs in an appropriate business context 3The storage and display of graphical information, like photos with a good business reason 3Working e-mail automatically generated from the database in an appropriate business context 3SMS messages automatically generated from the system in an appropriate business context 3Extensive user-friendly search facility 3At least one use of a tree to display data 3Uploading a file into the system with appropriate business reason 3At least one use of a timer in an appropriate business context 3At least 30 tables used (4 member groups) or 40 tables used (5 member groups) 6Full referential integrity on all tables 6At least one use of master-detail table relationships 3At least 5 simple list reports in a reporting tool (no control breaks, no graphs, single table) 6At least 1 transactional report with 2 or more control breaks (with heading and total lines, multiple tables) 3At least 1 management report using a graph 3All data that can change in future should not be hard coded but maintained in a sub-module of the system (e.g. Lookup tables) 6Some business rules are not hard coded, but maintained in a sub-module of the system 6All system-generated errors are trapped and consistent, user-friendly error messages are displayed 6Appropriate data validation on all input fields 6At least one menu item or other control that opens up a complete help document (HTML, PDF, Help-file) 3Extensive context-sensitive help. E.g. calling Help on a specific screen/function will automatically open the specific help for that screen/function 6Search Facility on Help 3Extensive use of hints 3Logon screen with user ID and password and fixed user profiles 3Encrypted passwords in database 3Flexible user profiles (i.e. you can dynamically add user profiles that will enable/disable access to certain parts of the system) 6An audit trail of all transactions in the system showing at least date, time, user, transaction type, critical data (such as amount and quantity of transaction) 6Able to search the audit trail on any of the following: date, user, transaction type 3

Complexity MarksFully functional installation disks that take care of application installation requirements (install and uninstall) 6Fully functional installation disks that take care of database installation requirements (including database settings) 6A backup and restore subsystem exists that backup/restore all data (system may exit during restore) 6Text File: At least 1 text file for Importing or Exporting of data (with good business reason) 3XML File: At least 1 text file for Importing or Exporting of data (with good business reason) 3

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Simple Link to an external INPUT device using Windows plug-and-play technology. (This could include a swipe card reader, bar code reader, etc.) 3

Loose Link to an external INPUT device using device specific software. Data or images must seamlessly be stored in the database but device specific software is visible to the user. (This could include a digital camera, scanner, voice recording device, thump print reader, etc.) 6Integrate an existing web service into your application (with good business reason) 3At least one appropriate business use of static Web-pages (e.g. Help files or an advertisement for your client) 3Substantial Web-server processing – Display data from a database on the browser 3Comprehensive use of stored procedures and/or triggers 3Total 165

14. Conclusion In conclusion, this project proposal is a document directed to City Tyres’ for a proposes Tyre Fitment Management System

This document contains a project request and the requirements of the business. They also contain detailed use case diagrams and narratives for the business requirements, as well as a detailed Feasibility Analysis of our Eureka Solutions proposed system, as well as alternative solutions.

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15. Sign-off by client

I, Azhar Hussain, Manager of City Tyres’ do hereby declare that I have read, understood, and agreed to all the contents of this document.

THUS DONE and SIGNED at _____________________________ on this ___ day of March 2014

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_____________________________Azhar Hussain

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project proposal city tyres :tyre fitment management...

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