Accounting Information System Design for Catering4teens Business

This project details the design of an Accounting Information System (AIS) for Catering4teens, a non-profit catering business. The project is divided into three subsystems: sales management, purchase management, and payroll management. It outlines the project plan, including group organization, task allocation, and communication strategies. The document provides a description of Catering4teens, its products, services, and organizational structure. It also analyzes industry trends and competitive challenges. The core of the project focuses on the design of each subsystem, detailing their purpose, key features, and how they address e-business issues and support managerial decision-making. System documentation is provided through narratives and flowcharts. Furthermore, the project includes an internal controls analysis and documentation, using control matrices to assess the effectiveness and efficiency of each subsystem, followed by recommendations. The project concludes with a summary of findings and recommendations for Catering4teens' management.

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Name
University
Course
Instructor

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Table of Contents
Executive summary.......................................................................................................................3
PART 1: Project plan....................................................................................................................4
Purpose and scope of the project..............................................................................................4
Group organization....................................................................................................................4
System Documentation and analysis..........................................................................................10
2.1 Organization/industry Description...................................................................................10
Catering4teens catering business........................................................................................10
Products and services...........................................................................................................10
Organization structure.........................................................................................................11
Industry trends.....................................................................................................................12
Competitive / operational challenges..................................................................................12
2.2 Purpose and key features of the AIS as designed............................................................13
Purpose and key features of Sales management system...................................................13
Purpose and key features of purchase management subsystem......................................14
Purpose and features of the payroll management system................................................15
2.3 How the AIS addresses the main issues specific to e-business systems.........................16
2.4 How the proposed AIS will provide data for managerial decision................................17
How the sales management subsystem will provide data for managerial decision?......17
How the purchase management subsystem will provide data for managerial decision?
................................................................................................................................................17
How the payroll management subsystem will provide data for managerial decision?..17
2.5 System documentation using narratives and flow charts...............................................18
PART 3: Internal controls analysis and Documentation, and Recommendation..................24
Sales management subsystem.................................................................................................24

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3.1 Control matrix for sales management subsystem.......................................................24
3.2 Control matrix explanation...........................................................................................25
3.3 Control analysis..............................................................................................................27
Purchase management subsystem..........................................................................................28
3.1 Control Matrix................................................................................................................28
3.2 Control matrix explanation...........................................................................................29
3.3 Control analysis..............................................................................................................31
Payroll management subsystem..............................................................................................32
3.1 Control matrix................................................................................................................32
3.2 Control matrix explanation...........................................................................................33
3.3 Control analysis..............................................................................................................35
4.0 Conclusion..............................................................................................................................36
5.0 Recommendation...................................................................................................................36
References.....................................................................................................................................37

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Executive summary
This group consisting of three members came together to design an accounting information
system for catering4teens catering business, a case study picked. Catering4teens is a non-profit
culinary arts program offered by Outreach school to a selected interested number of its students
to instill in them both educational and entrepreneurial skills as well as offer them a channel for
earning stipends. The group identified the business processes encountered in the catering4teens
business daily operations and majored on the ones that involves accounting and would have a
great impact on the business were it designed correctly. The group designed three subsystems of
the accounting information system; the sales management subsystem, purchase management
subsystem, and the payroll management subsystem. This report shows the design for these three
subsystems. It first identifies and gives the outline of how the project would be implemented,
then gives a description of the organization under analysis, identifies the purpose and key
features of the selected subsystems, explains how the AIS would address the main issues of e-
commerce, explains how each of the subsystems will help in decision making, and gives a
system documentation and analysis of each of the subsystems through narratives and system
flow charts. The report then gives an analysis of the effectiveness and efficiency of each of the
subsystems through control matrix tables, which ascertains the worth of the AIS. The report
finally comes to an end with a conclusion and a recommendation to the catering4teens business
managers.

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PART 1: Project plan
Purpose and scope of the project
Catering4teens is a non-profit catering business under the culinary arts program administered by
Outreach school. The catering business aims to instill educational skills and entrepreneurial skills
in students while at the same time offering them a chance to earn stipends and credit scores
during their time in Outreach school. To enable the catering business to manage its accounts, pay
stipends to the student employees, and be able to grow in the near future, an accounting
information system must be implemented. This accounting system must take into consideration
all the business process involved in the operation of the business.
This group focused on the design of three major subsystems; the sales management subsystem,
the purchase management subsystem, and the payroll management subsystem. The sales
management subsystem covers the recording of all the sales transactions made, the purchase
management system covers recording of all the transactions involved during purchasing of an
agricultural product from vendors, and the payroll management subsystem deals with the
management of pay slips and payments done to the employees of catering4teens who provide
labor resources.
Group organization
The whole project was divided into three; project plan, system documentation and analysis, and
internal controls and documentation, and recommendation. Each of these divisions was allocated
to one group member who coordinated the progress in each of the assigned divisions. During a
division deliverable, tasks in a division were divided among the three members of the group with
the division leader coordinating the division of tasks based on the members’ strengths and
weaknesses. The following table shows a task schedule for the three divisions and member
assignment.

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Division leader Week(s) allocated Tasks
Member 1 1-2 Project plan and proposal
Member 2 3-5 System Documentation and
Analysis
Member 3 6-7 Internal control analysis and
documentation, and
recommendation
Quality control management
The three divisions are referred to as sprints. Whenever the group wants to start working on tasks
in a division, there will be a planning meeting called sprint planning where the group members
will physically meet to set the score card and qualities for the tasks that will be implemented
(Golfarelli, Rizzi, & Turricchia, 2012) and (Golfarelli, Rizzi, & Turricchia, 2013). The quality of
the results of the tasks under that division will then be checked against the score card set during
completion of the task. This will ensure the generation of quality work.
Communication
Communication will be done using e-mails, phone calls, and video calls. The group can also set
up video conferencing and discuss group progress through this. There will also be stand-up
progress meetings where progress of the tasks assigned to group members will be checked. This
will be coordinated by the division leader or a scrum master (Ringstad, Dingsøyr, & Moe, 2011).
Dispute resolution
Dispute resolutions were mediated and arbitrated by the leader of the division within which the
dispute occurs. Expected disputes are ideology based, format based and the time of submission
of the tasks allocated to the group members by the division leader. The verdict on the ideology to
follow in the implementation of the project will be based on the capability of the disputing
member to argue objectively and subjectively, and convince the whole group. Issues on deadline

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will be non-negotiable, all tasks delivered late will be fined on the person responsible and the
division leader.
File management
Sending and receiving of files involved in the project was done through the use secure file
sharing platforms like google drive and one drive. Other files were also shared through
WhatsApp which is also secure for sending files (Sahu, 2014). File naming was done depending
on the task the file delivers. If the task is project plan, then the file will be named project
plan.docx.
Security of files
This will be a major consideration because we want to avoid other groups accessing and copying
our work and getting penalized for plagiarism. We will advocate for the use of password
protection for files a feature offered by Microsoft for all its document creation programs (Huth,
Orlando, & Pesante, 2012).
Gantt chart

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System Documentation and analysis
2.1 Organization/industry Description
Catering4teens catering business
Catering4teens is catering business that was formed recently by Outreach school as a culinary
program under the culinary arts program. Before, it was a partial practice where students were
trained for nine weeks on food preparation, handling, and preparing of lunch. After the nine
week training the students get exposed local catering businesses for a 60 hours available. The
school decided to scale it up and have a small catering business where the students in Outreach
would not only earn credit, stipend, and entrepreneurial skills but also have a sense of vision and
personal responsibility. Catering4teens offers boxed lunches to its customers
Products and services
Catering4teens offers boxed lunches in the following; a sandwich, or salad with dressing
package, deli salad which includes pasta salad or cottage cheese, cinnamon and fresh fruit, fresh
seasonal food, fresh seasonal fruit, chips and a cookie. The sandwich and salad options include
roast beef and Harvati dill sandwich. The business also offers buffet lunch styles; party platter of
meat and sandwich wrap platters among others.

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Organization structure
A student employee reports to the business manager or the culinary instructor who reports to the
head of culinary arts Mrs. Monica Zamato. Mrs. Monica Zamato reports the director of Outreach
school Mrs. Christy Smith. Mrs. Christy Smith is assisted by volunteer board members which
comprises of seven members from the Darwin entrepreneurial and education community. The
volunteer board members help the director in making decisions that enable the Outreach school a
better place for educational and entrepreneurial gain.

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Industry trends
Health considerations. The catering business today is becoming very sensitive on health because
people are eating healthy. Having balanced diets and vegetables for a meal. People are moving
from eating junk foods to eating vegetable (Carey, 2013). Catering4teens should consider
providing their customers with healthy meals.
Meal decoration. Many catering businesses consider preparing colorful meals, highly decorated
with flowers (Ćirić et.al; 2014). This is mostly done on cakes especially the wedding cakes
where a cartoon representation of the bride and groom is placed on top of the cake.
Meal invention. Most of the catering businesses have their chefs inventing new delicious meals.
This attracts more customers because it is in the nature of human beings to be curious and try
new things and experiences (Davis et.al; 2018). New meals offer customers a taste of a new
experience.
Home and office deliveries. Most people who need office deliveries are very busy to even spent
fifteen minutes taking lunch at a restaurant. Home deliveries are done for people who can’t cook
or are too tired to cook.
Competitive / operational challenges
Catering4teens catering business is a non-profit program that aims to empower the students of
Outreach school, it therefore does not face much competition from other catering businesses. It
however faces little competition from groceries that offer low-cost foods. These groceries
however, offer limited menu which the catering4teens business utilize by offering a menu that
contains a wide range of meals.
Catering4teens business faces challenges of being a new entrant in the catering business
(Malhotra, 2014). They don’t have more information on the suppliers, government policies, and
the market segments. The existing businesses may decide to frustrate catering4teens using the
government policies and supplier agreements.

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2.2 Purpose and key features of the AIS as designed
Purpose and key features of Sales management system
Major functions of the subsystem
Enable a customer to place an order in the shortest amount of time possible.
Enable a customer know whether the food stuff he or she is ordering is available in the kitchen.
Enable a customer receive an invoice and make correct payments for the food ordered.
Enable the order processing department receive and process the food order placed within the
shortest time possible.
Notification of payments to the accounts payable clerk.
Typical transaction
Payment for the order placed by the customer.
Reports produced
The sales recorded on a daily basis.
The orders placed on a daily basis
The invoices displayed to customers
Transaction details. For every transaction done, a report is generated.
Frequency of transaction and master file updates
The transaction files are updated for each of the transactions. After each and every transaction
made the transaction file is updated whereas the master file is updated on a daily basis.

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Purpose and key features of purchase management subsystem
Major functions
Enable the purchasing clerk convert a purchase requisition from the store to a purchase order.
Enable purchase order generation
Enable the purchasing clerk receive goods and invoice from the vendor and generate a goods
receipt
Enable the accounts payable clerk to compare the purchase order, the goods receipt, and the
invoice
Enable the accounts payable clerk pay the vendor for goods’ supply.
Typical transaction
Payment of the goods ordered by the vendor
Reports produced
A purchase order
A goods receipt
A purchase requisition
Purchase orders done on a daily basis
A vendor’s invoice
Frequency of the transaction and master file update
The transaction files for purchase are saved after each purchase. With every execution of a
transaction, the transaction file must be updated. The master file in the purchase management
subsystem is updated on a daily basis.

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Purpose and features of the payroll management system
Major functions
Capture a record of reporting and exit times for each and every employee in their time cards.
Calculation of the working hours through the use of employee daily reporting and exit time
Enable review of student employee working hours by the culinary instructor.
Calculation of payments through the use of the working hours calculated
Generation of pay slips
Disbursement of employee payment
Typical transaction
Payment of the student employees and the culinary instructor salaries and contractual payments.
Reports produced
Pay slips
Working hours’ calculations
The employees whose payment has been disbursed
Employee payment details
Frequency of the transaction and master file update
The transaction file of the payroll payment is updated immediately after the payment
disbursement. Therefore, the transaction file is updated on a per transaction basis.
The master file is updated on a monthly basis, when the payments are disbursed to the student
employees.

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2.3 How the AIS addresses the main issues specific to e-business systems
E-business is the use of internet to perform business transactions; the buying and selling of goods
and services online (Pilinkiene, Kurschus, & Auskalnyte, 2013). E-business has many
advantages on a business. The use of internet to conduct business will expose catering4teens to a
wide market, and new customers over a short period of time. This will enable the business reach
many people worldwide. The larger the market the faster the business grows (Niranjanamurthy
et.al; 2013). A business can also reach a wider market through referrals and advertisement on
social media. Despite having many advantages to the business, using e-business to perform
business transactions has its set-backs especially when it come to the security of files, data, and
information.
There are many online users and not all of them are online for good reasons. Some are online
examining systems for weaknesses and loopholes they can use to get paid. E-business makes
information vulnerable to attacks on confidentiality, integrity, and availability (Sumra,
Hasbullah, & AbManan, 2015). It is also vulnerable to attacks like SQL injections and cross
scripting where a malicious programmer uses a code to his or her advantage and in turn crippling
the business (Shar, Tan, & Briand, 2013). For instance, stealing money.
The design of the information system takes in to consideration these vulnerabilities and has put
the following measures in place. First there is installation of firewalls in the network architecture
or environment within which the system will operate (Almheiri et.al; 2013). Attacks on
confidentiality will be prevented through the use of encryption. Files will be encrypted before
being sent over the network. Attacks on integrity and availability of files, data, and information
will be prevented through the use of password authentication and access level authorization
mechanism. SQL injection and cross scripting will be prevented by including input validation on
the code (Sadeghian, Zamani, & Manaf, 2013). This will ensure that the SQL codes are not
parsed to the system.

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2.4 How the proposed AIS will provide data for managerial decision
How the sales management subsystem will provide data for managerial decision?
The sales management system captures the buying trends of customers and identifies what food
stuff are sold frequently and which ones are low in sales. This enables the management to
determine the amount of different foodstuff that are be on demand and those that are not. The
managers can now be able to put a ration of those foodstuff to prepare in bulk and those whose
amount will be less.
It can also be used to determine the most frequent customers to the business. This enables the
business to reward their most loyal customers. The reward is to enhance the business-customer
relationship. It enhances the intimacy between the business and the customer.
How the purchase management subsystem will provide data for managerial decision?
The purchase management subsystem captures information on all the vendors who supply
agricultural products to the catering business. This information includes the vendor prices, the
quality of products offered, and the time the vendor takes to deliver the goods ordered. This
information assists the managers of Catering4teens to know the right vendor to provide
agricultural supplies under certain circumstances on a certain budget.
The subsystem captures the seasons when the prices of the agricultural products are low and
seasons when the prices are hiked. This helps the management to decide on when to buy more
agricultural products and when to buy less depending on the seasons. The information of when
vendors give discounts is also held in the purchase accounting subsystem. It helps in deciding or
choosing which vendor to buy supplies from.
How the payroll management subsystem will provide data for managerial decision?
The payroll subsystem calculates the working hours from the time card records. The working
hours are then used to calculate the respective monthly payments. This reduces error due to
human interference because the system does the calculations. This subsystem enables managers
to make accurate payment disbursement to respective student employees and culinary instructor.
Every end month the payroll manager gets a pay slip generation notification. The manager in
turn initiates the payment process. This ensures timely monthly payments.

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2.5 System documentation using narratives and flow charts
Sales management system
Narrative
A customer places an order through the system. The computer checks the availability of the
foods ordered in the kitchen. The system displays food is out of stock if the food ordered is
depleted in the kitchen. If the food is available, then the system displays an order
acknowledgement and an invoice for the foods ordered. The customer receives the order
acknowledgement and the invoice and pays for the food ordered. The system saves the
transaction detail. The accountant receives the payment notification and the order processing
department receives and order notification. They prepare the food and deliver to the customer
who receives it passionately.
Sales Data flow diagram

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System flowchart

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Purchase management subsystem
Narrative
A purchasing clerk in the purchasing department receives purchase requisition from the store
keeper and fill in the order purchase form with the information on the requisition. The computer
generates the purchase order and the purchasing clerk sends it to the selected vendor. The
purchasing clerk in turn receives goods and invoice from the vendor. The purchasing clerk fills
in the goods receipt form and the system generates a goods receipt and saves the purchase
transaction details. Purchasing clerk sends the purchase order, goods receipt, and the invoice
from the vendor to the accounts payable clerk who, upon comparing the three documents for
consistency, will decide to decline the payment or make the payment. The computer records the
transaction made.
Logical Data flow diagram
System flow chart

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Payroll management subsystem
Narrative
A student employees or a culinary instructor enters reporting and exiting time in their time cards.
The system calculates and records the working hours for each of the employees. Before payment,
the culinary instructor reviews and validates the working hours and the time card information on
every student employee. The system calculates the monthly payments using the validated
working hours and displays pay slips. The payroll manager receives the payrolls and disburses
respective payments to each and every employee. The student employee receives the pay slip and
the payment made.
Data flow diagram
System flow chart

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PART 3: Internal controls analysis and Documentation, and Recommendation
Sales management subsystem
3.1 Control matrix for sales management subsystem
Sales management subsystem Control goals of the operations system Control goals for the information system
Ensure effectiveness
of operations by
achieving the
following system
goals
Ensure efficient
employment of
resources
Ensure
security of
resources
For inputs ensure For
inventory
data file
ensure
Recommended control plans A B C IV IC IA UC UA
Present controls
P-1 Ordering of food
stuff
P-1 P-1 P-1 P-1 P-1 P-1
P-2 Stock checking P-2 P-2 P-2 P-2 P-2 P-2 P-2
P-3 Invoice generation P-3 P-3 P-3 P-3
P-4 Payment P-4 P-4 P-4 P-4 P-4
P-5 Order processing P-5 P-5 P-5 P-5
P-6 Food quality P-6 P-6 P-6
P-7 Delivery P-7 P-7 P-7 P-7 P-7

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Missing controls
M-1: Payment options
A: Quick response time IV Input validity
B: Availability of food stuff IC Input completeness
C: Reduced waiting time IA Input accuracy
UC Update Completeness
UA Update Accuracy
3.2 Control matrix explanation
Present controls
P-1 Ordering of foodstuff
Effectiveness of goals A
A customer should be able to enjoy the quick response of the food ordering platform.
P-2 Stock checking
Effectiveness of goals A, B, and C
The time duration with which a customer waits for the system to check the inventory should be very minimal. This also ensures a
customer orders an available food stuff.
P-3 Invoice generation

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Effectiveness of goal A
The time with which the customer waits for the system to generate an invoice for the food stuff is very minimal.
P-4 Payment
Effectiveness of goal A
A customer is able to make a payment transaction as soon he or she receives the invoice

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P-5 Order processing
Effectiveness of goal C
After ordering of the food, a customer should wait for a short time before receiving the food
stuff.
P-6 Food stuff
Effectiveness of goal C
A customer should receive quality food at a short waiting time.
P-7 Delivery
Effectiveness of goal C
Delivery of ordered food stuff should be done in a short time.
Missing controls
M-1 Payment options
The system does not offer options for payment. It only accepts paypal payments.
3.3 Control analysis
The present controls exhibit quick response, reduced waiting time, and efficient utilization of
resources in undertaking the business processes involved in the sales management system. This
controls are therefore, very effective and efficient in capturing customer orders, generating
invoice, and capturing payments. The only missing control is the absence of the choice of
payment. This is where the business limits its customers to payment through paypal.

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Purchase management subsystem
3.1 Control Matrix
Purchase management
subsystem
Control goals of the operations system Control goals for the information system
Ensure
effectiveness of
operations by
achieving the
following system
goals
Ensure
efficient
employment of
resources
Ensure
security of
resources
For inputs ensure For
inventory
data file
ensure
Recommended control plans A B C IV IC IA UC UA
Present controls
P-1 Purchase order input P-1 P-1 P-1 P-1 P-1 P-1
P-2 Purchase order
generation
P-2 P-2 P-2
P-3 Goods receipt input P-3 P-4 P-4 P-4
P-4 Goods receipt
generation
P-4 P-4 P-4 P-4 P-4
P-5 Payment P-5 P-5 P-5 P-5 P-5 P-5
Missing controls
M-1: Quality check M-1 M-1 M-1

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A: Response time IV Input validity
B: Payment validation IC Input completeness
C: Consistent stock IA Input accuracy
UC Update Completeness
UA Update Accuracy
3.2 Control matrix explanation
Present controls
P-1 Purchase order input
Effectiveness of goal B
Ensure consistency during the change from purchase requisition from the store keeper to purchase order in the purchase department
P-2 Purchase order generation
Effectiveness of goal A
The time through which a purchase order is generated from the input should be very minimal
P-3 Goods receipt input
Effectiveness of goal B
The goods receipt is compared with the purchase order and the invoice before payment for supplies is done.

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P-4 Goods receipt generation
Effectiveness of goals A, B, and C
The waiting time for goods receipt should be very minimal. The accuracy of the goods receipt is required during supplier payment.
Goods receipt is involved in the process of stock update and can be used for future reference.

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P-5 Payment
Effectiveness of goal B.
Payment should be validated before disbursement to ensure respective payment for goods
delivered by supplier.
Missing controls
M-1 Quality check
There is no mechanism for checking the quality of goods during goods receipt.
3.3 Control analysis
The controls in the purchase management system ensure input validation and accurate and
consistent update of the database. They also ensure consistency in the flow of events throughout
the purchase management system. For instance, the purchase order, goods receipt, and invoice
from supplier are examined by the accounts payable clerk before payment transactions are made
to the suppliers. Quality check is the control that was left out. These controls justify the
effectiveness and efficiency of the purchase management subsystem.

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Payroll management subsystem
3.1 Control matrix
Payroll management
subsystem
Control goals of the operations system Control goals for the information system
Ensure effectiveness
of operations by
achieving the
following system
goals
Ensure efficient
employment of
resources
Ensure
security of
resources
For inputs ensure For
inventory
data file
ensure
Recommended control plans A B C IV IC IA UC UA
Present controls
P-1 Reporting and exit
time input
P-1 P-1 P-1 P-1 P-1
P-2 Working hours
calculation
P-2 P-2 P-2 P-2
P-3 Review and
authentication of
working hours
P-3 P-3 P-3 P-3 P-3 P-3 P-3 P-3
P-4 Monthly and
contractual payment
calculation
P-4 P-4 P-4 P-4

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P-5 Payment disbursement P-5 P-5 P-5
Missing controls
M-1: Pay slip validation M-1 M-1 M-1
A: Payment validation IV Input validity
B: Consistent working hours IC Input completeness
C: Consistent payments IA Input accuracy
UC Update Completeness
UA Update Accuracy
3.2 Control matrix explanation
Present controls
P-1 Reporting and exit time input
Effectiveness of goal B
The accuracy of the reporting and exit time of the student employees is what determines the accuracy and consistency of the
calculation of the working hours.
P-2 Working hours’ calculation
Effectiveness of goals B and C
Ensures accurate and consistent payment of student employees and the culinary instructor.

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P-3 Review and authentication of working hours
Effectiveness of goals A, B, and C
Ensures correct calculation of working hours and payments of student employees

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P-4 Monthly and contractual payment calculation
Effectiveness of goals A and C
Ensures valid and consistent disbursement of employee payments.
P-5 Payment disbursement
Effectiveness of goal C
Monthly disbursement of payments without delay makes the system reliable
Missing controls
M-1 Pay slip validation
There is no mechanism or platform provided by the system to capture employee complaints on
payment
3.3 Control analysis
The payroll management subsystem works to the required standards of a payroll system. It
calculates the working hours and the payment of each employee, then generates pay slips for
each of the student employees and the culinary instructor. The effectiveness of each of the
present controls and the presence of goals for each and every present control give a measure of
the performance and reliability of the payroll subsystem. The payroll subsystem has a high
performance and is very reliable.

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4.0 Conclusion
The design implements all the business processes specified for catering4teens catering business.
It is therefore fulfilling the stakeholder needs as it accommodates all the functional requirements
of the AIS. It also implements the non-functional requirements with more emphasis on the
security of e-business platform. The design specified how it will deal with the attacks on the
confidentiality, integrity, and availability aspects of information as well as preventing attacks
such as SQL injection and cross scripting. All the three subsystems designed enable or play a
significant role in influencing the managerial decisions made by catering4teens. When analyzed
through the control matrix, all of the subsystems; sales, purchase, and payroll management
subsystems were effective and efficient in the performance of the functional requirements of the
AIS. They respond quickly to commands and the waiting time is very minimal. Taking into
considerations the effectiveness of the present controls plus the security the design implements,
the design of the accounting information system for catering4teen catering business is worth the
business’s while.
5.0 Recommendation
Catering4teen business should consider taking the technology used for their accounting
information system up a notch by implementing it on the cloud. It should identify the best cloud
service provider for providing catering accounting information systems. The advantage of
implementing the AIS in the cloud, is enhanced security for the organization’s files, data, and
information. Upgrade and maintenance is also done by the cloud service provider providing the
AIS software solution.

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