template to write manual for creating software solutions

7/27/2019 Template to Write Manual for Creating Software Solutions

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KW CK

KLEENLAUNDRY & DRYCLEANERS

Since 1969

Hammad Nadeem

Analysis

Introduction

Description of problem


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This data has been taken from Kwick kleen dry cleaning industries operating on

Khayaban-e-suharwardy, Ramna-6, Islamabad !ere "r I#a$ !ussain manages all the

accounts and business transactions which ha%e, o%er time become more of a headache

to maintain !e works part time for Kwick kleen and has found that maintaining all the

records is not easy anymore and needs a solution &ll the transactions are stored on

paper based receipts which also hold details of the customer and the time of booking

'ntering data manually on receipts causes a few problems for our staff (ome are listed

below)

'ntering data is time consuming This causes customer dissatisfaction and loss

of business

The backup of the data is barely readable as it is a carbon copy and making one

means e*tra work

It is difficult to look for customers pre%ious records as there are a lot of records to

go through

+re%ious years transaction logs occupy space

If changes are made to the data, o%erwriting and cutting is done which makes the

data messy and un-readable

osing the receipt could cause delays

Aims and Objectives

The accountant wants to make the system that includes the booking and other data

efficient The business related ob#ecti%es that he wants to achie%e are)

The system becomes more efficient and time is sa%ed which means satisfiedcustomers

The data should be tidy and easy to read '%en if changes are made the work is

still neat

& large amount of data should be stored in a small place

There should be records of old customers as well

hate%er the system is, it should satisfy the customers and not annoy them

(earching for customer records should be .uick and easy

Records of past customers should be kept for future reference

&s a computer student, I want to achie%e the following ob#ecti%es)

/irstly con%ert the e*isting system to a computeri$ed one which would include a


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database system &ll the pre%ious records will be entered to the database

Records then can be edited easily without any cutting, making the work

understandable

(earches should be easy with the help of .ueries

& duplicate copy can be created ie the back-up in case the original file gets

corrupted or damaged in one way or the other

There should be minimum errors and the system should also try to o%ercome

errors made by humans eg lea%ing a field empty or entering numbers in the

telephone field etc

The system should be easy to use so that the staff makes fewer mistakes

The system should be easy to update eg rate list

Current System

The system currently in use by Kwick Kleen is paper based and is a hassle to maintain

hen articles are booked for cleaning, a receipt is produced with three copies The

original is gi%en to the customer which he0she will return at the time of collecting his0her

articles The second copy goes to the work shop with their respecti%e articles so that

they can be tagged with their serial number &ll the articles of one receipt share the

same serial number The tagged articles go in the workshop for processing and after this

they are ready to be packed or marked &fter the articles get tagged, the receipts

1second copy2 are arranged in order of their serial number and fastened together This isused the ne*t working day to mark the deli%ery, so that Kwick kleen knows whether all

the articles booked on the pre%ious day are ready or not The third copy is kept as a

record 1counter file2 in the show room and incase a customer losses their receipt, Kwick

kleen may trace their articles from that file &fter the deli%ery of the articles, the original

receipts are fastened in order of the serial number and gi%en to the administration along

with the days cash statement report and the money earned from it (tatements are

generated daily /rom the statement and its receipts, a log register is maintained which

keeps track of all the transactions and undeli%ered stock which helps control theft The

log register also tells if a customer lost his0her receipt pro%ided that Kwick kleen has

deli%ered their articles using the counter file 1third copy2 !ere is a picture of the original

receipt


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!ere is what the log register looks like The number in redis the serial0receipt numberand ne*t to it is the total number of articles or pieces The second last column is the

amount of cash and finally the date of deli%ery The red 3shows that the customer had

lost his0her receipt


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This is the cash statement It is produced daily The first four digits) 465 is the serial

number The second column is .uantity of clothes or pieces The third column is the cost

7n the right side of the page is the daily e*penditure

This is what the backup is supposed to look like 8nderstand any thing 9


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EVALUATION OF CURRENT SYSTEM

The current system does ha%e some ad%antages and disad%antages &fter the

e%aluation it was found that

'%erybody is familiar with the system The system is uni%ersally acceptable

hen a receptionist is hired, he usually does not need to be trained as the

system is commonly used

The system does not depend on any power source (o it can be used anywhere

and at anytime

The paper was easier to read than screens for the staff members

hen dealing with legal documents paper was the preferred choice eg cash

statement

The system is relati%ely in e*pensi%e


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It can be easily checked if anybody has tampered the records eg the payments

made

It has a backup

The disad%antages found were

The system is .uite slow Issuing a new receipt takes time which annoys

customers

The receptionists: #ob was becoming more inefficient as number of customers

increased

It occupies a lot of space

"ore staff was needed so running costs were increasing

The current system was feed by paper which was e*pensi%e to buy

"aking copies of the receipts is %ery difficult and time-consuming

If something needs editing, cutting has to done which makes the receipt untidy

&s the work is hand written, some people may misread or misunderstand what is

written

&fter studying the system thoroughly, the impro%ements I thought of are as follows

;omputeri$ing the system as this can sol%e most of the problems like less

space taken by the data

8sing more staff members although it might increase costs, it can minimi$e

the loss of time


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&nother solution is that tailor made software is created which meets the

re.uirements of the system /or this programming will ha%e to be done

EVALUATION OF OTHER POSSIBLE SYSTEMS

Database softwareAdvantages

This will be a much faster system= searches will be easier to perform because of

.ueries

(uch software is easily a%ailable in the market and general-purpose software is

cheap to buy

They will be user friendly as such software is commonly used

Reports can be used for generating output

/orms can be used for entering data

"acros for automation

Disadvantages

(taffwill ha%e to be trained

Introducing computers to the shop is e*pensi%e

The software may lack some things re.uired by the system

Spreadsheet Software

Advantages

Tables can be made storing data in an organi$ed manner

;alculations can be performed by the software sa%ing time which was pre%iously

spent on a calculator


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&s it is general-purpose software it may ha%e some drawbacks

Introducing computers to the shop is e*pensi%e

Tailor-made software

Advantages

(uch software is specially designed for the organi$ation so that it meets all the

re.uirements of the system and suits it perfectly

>asic is a simple language and programming in it is relati%ely easy

Disadvantages

This is the most e*pensi%e method

?obody would ha%e tested the software before so there is no feedback

Transferring data from it to another software may introduce some problems

Proposed solution

3ue to the abo%e reasons I ha%e decided to use database software like "s &ccess

which is appropriate for this purpose &ll the tables can be designed and linked together

The @alidation rule feature of &ccess will be helpful to apply the %alidation check Input

can be taken using /orms in &ccess /or the 7utput the Reports are %ery easily

designed and printed The procedures can be e*plained to the user in a tutorial and allthis can be done in a short time

Plan of at!on

The plan of work is to identify the current system and analy$e the main inputs of the

current system and the common processing and e*amine the outputs ith the help of

these, the software can be de%eloped according to the e*act needs of the organi$ation

The following is the o%er%iew of the design, which is linked with the ob#ecti%es of the

pro#ect)

(eparate tables for storing the rate list, receipt, cash statement and customer

details will be created +articular %alidation rules will apply on some of the fields

/orms for the receipt, customers: details and cash statement will be created for

inputting information into the database The rate list will not be changeable by the

receptionist ie no editing of the prices Their design has been made which also

ha%e command buttons for printing, deleting, sa%ing, entering new records, undo


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as well as na%igation buttons

Two reports, the receipt and cash statement will be also be created for

generating output so that whene%er any information is re.uired the reports can

be easily printed gi%ing all the desired information

&t the end it was decided how the software should look like

Fabric Table

/ield ?ame 3ata Type ength @alidation or Rule

/abric I3 ong integer A +rimary Key/abric ?ame Te*t B +resence check

Rate start ;urrency C +resence check

Rate end ;urrency C +resence check

C!"#$er Table

/ield ?ame 3ata Type ength @alidation or Rule

;ustomer I3 ong integer A +rimary key

?ame Te*t D +resence check

&ddress Te*t AE &&@"obile Te*t BB +resence check,

data type check

In%#ice Table

/ield name 3ata type ength @alidation or rule

In%oice I3 ong integer A +rimary key

;ustomer I3 ong integer A ook-up

3ate of booking 3ate0time C /ormat check

3ate of deli%ery 3ate0time C /ormat checkTotal E ;alculated

&d%ance ?umeric0data type

>alance ;alculated

In%#ice De"ail Table


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/ield name 3ata type ength @alidation or rule

In%oice I3 ong integer A

/abric I3 ong integer A

Fuantity Integer 5 G, +resence check

Rate ;urrency C

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