BCO3447 Information Systems: Indian Grocery Store IT System Report

This document presents a comprehensive report on the development of a grocery management system for an Indian Grocery Store (IGS). The project aims to replace the existing manual system with an automated online platform to enhance efficiency, customer satisfaction, and business operations. The report covers project scope, including goals, business information, problem statements, and system functions. It details the project planning and management approach, resources utilized, work breakdown structure (WBS), risk assessment, and project statistics. Furthermore, the report elaborates on the information system design, including inputs, outputs, business process models, data flow diagrams, use case diagrams, and service-oriented architecture (SOA). System implementation aspects, cloud computing adoption, and delivery models are also discussed. The report concludes with a results analysis, personal experience with the project, and user documentation. The proposed system is expected to streamline processes, improve customer service, and provide better reporting capabilities for the business.

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Indian Grocery Store IT System

EXECUTIVE SUMMARY
This document describes the various aspects that has been factored in in the development of a
grocery management system for Indian Grocery Store. This report has been divided into six
sections including project scope, project planning and management, information system design,
system implementation, user documentation, and results analysis. As the report will describe, the
proposed system will offer several benefits for the business including improved productivity,
efficiency, and effectiveness. This will translate to better service delivery to customers. The
project is expected to kick off in 20th June 2019 and be completed by September 27th, 2019. The
project has been divided into two phases for better delivery of the solution.

GLOSSARY
TERMS DEFINITION
IGS Indian Grocery Store
WBS Web Breakdown Structure
SAAS Software as a Service
SOA Service Oriented Architecture
SOAP Simple Object Access Protocol
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Table of Contents
Executive Summary.....................................................................................................................................1
Glossary.......................................................................................................................................................2
1 Project Scope.......................................................................................................................................5
1.1 introduction..................................................................................................................................5
1.2 Goals............................................................................................................................................6
1.3 Business information...................................................................................................................6
1.4 Problem Statement.......................................................................................................................7
1.5 System Functions.........................................................................................................................8
2 Project planning and management.......................................................................................................9
2.1 Approach.....................................................................................................................................9
2.2 Resources.....................................................................................................................................9
2.3 WBS and TASKS......................................................................................................................10
2.4 Resources overview...................................................................................................................12
2.5 Risk register...............................................................................................................................13
2.6 Resources status........................................................................................................................13
2.7 Project statistics.........................................................................................................................13
3 Information system design.................................................................................................................15
3.1 Inputs and outputs......................................................................................................................15
3.2 Business Process Model.............................................................................................................15
3.3 Context Data Flow Diagram......................................................................................................16
3.4 Use Case Diagram.....................................................................................................................18
3.5 Service Oriented Architecture (SOA)........................................................................................18
3.6 Service.......................................................................................................................................19
4 System implementation.....................................................................................................................19
4.1 Cloud Computing.......................................................................................................................19
4.2 Cloud Computing Service Models Representation....................................................................19
4.3 Delivery Model of Indian Grocery Store Website......................................................................20
4.4 Amazon Cloud Computing Delivery Model..............................................................................20
5 Results analysis and conclusion.........................................................................................................20
5.1 Experience with the project.......................................................................................................21
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6 User documentation...........................................................................................................................22
7 List of References..............................................................................................................................23
7 Appendices.............................................................................................................................................25
7.1 Appendix 1 Phase 1...................................................................................................................25
7.2 Appendix 2 Phase 2...................................................................................................................26
7.3 Appendix 3 Risk register...........................................................................................................27
7.4 Appendix 4: User Guide.............................................................................................................27
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1 PROJECT SCOPE
1.1 INTRODUCTION
Advancement in technology has made it possible to more sophisticated, smarter, and automation
system that can be used to increase efficiency and productivity within the business. One way in
which automation has been achieved is through the internet (Rose, 2016). Today, many systems
have been developed with an aim of enhancing business productivity to generate more revenue
and increase customer base. This document will be based on development of a grocery
management system for Indian Grocery Store. The system will be used to offer automate
processes within the store. Indian Grocer Store (IGS) is a food business that is based in Mumbai,
India and sells vegetables and other food products such as fruits. Currently, the business is
experiencing increased number of customers and the manual system that is in place is not
reliable to handle the increased number of orders. As such, the company needs to implement a
system that will not only increase efficiency within the company but also improve business-
customer relationship. Some of the major stakeholders of the system include business owner,
customer, employees, and suppliers.
The proposed grocery management system will replace the manual orderings system and allow
customers to make their orders online. It also allows the business owner to monitor on how the
business is doing (Zhang, 2014). Moreover, employees will have an easy time serving customer
orders because the system will be showing orders that have been processed and those that have
not been processed (Grant, 2011). The current manual system is more paper-based where an
employee may take several orders and may forget to attend to some customers who are already in
waiting. The manual system is faced with many challenges including redundancy, inefficiency,
poor customer service, and its slow. This report will discuss the various steps towards developing
a grocery management system for Indian Grocery Store. Some of the sections that will be
discussed in the report include project development, budget preparation, designing the system,
and system implementation. The assumption made in this project is that the Store can sponsor the
project and the system will be able to meet the current and future business needs for up to 15
years.
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1.2 GOALS
As mentioned in the previous section, Indian Grocery is facing numerous challenges including
poor customer service, redundancy, inefficiency among others because of the current manual
system that is in place. Additionally, record management is still a challenge because the
employees takes orders by writing on a small piece of paper which is destroyed after servicing
the order. This makes it difficult for the business to generate daily or weekly reports that are
required by the business to check on how the business is progressing. This poses a big challenge
to the business since it is not able to keep a record of daily sales in an organized manner. As a
result, the need to have a computerized system that will be able to address the identified
challenges arose to improve business operations, enhance customer satisfaction, and support on-
demand reports. Offering better customer service enables the business to gain competitive
advantage over its competitors. Better customer service means more customers which will
ultimately result into more revenue for the business.
The proposed system will support online ordering, online payment, and customer relationship
module where the business will be able to engage with its customers. The system will also
improve customer efficiency, effectiveness, and productivity. The system will also reduce the
number of human errors that are associated with the current system. It will improve effectiveness
buy reducing the amount of time required to carry out any operation within the business. The
system will also offer a great shopping experience for the customers.
1.3 BUSINESS INFORMATION
All the retailers and customers are located within Mumbai City. The store has been in existence
since 2015 and has since experienced growth over the years. The number of customers, retailers,
and suppliers that the company is working with todays has also increased. As such, the store
requires to have a collaborative system that will be able to cater for the needs of the different
stakeholders. The business expects that the online grocery management system will facilitate the
company to provide better services to customers, prompt suppliers to deliver food products, and
enable the retailers to have a better relationship and information sharing with the store. The store
currently has 10 employees. The business owner acts as the store manager and accountant. The
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10 employees are tasked with taking customer orders and if need be, make deliveries to the
customer premises.
Since the business has not been in operation for a long time, as such, it is not a popular grocery
store within Mumbai. However, the company is expanding at a slower rate than anticipated. The
company deals with groceries including fruits and vegetables. These are perishable and fast-
moving products; therefore, the business needs to come up with strategies to promote its business
and reduce the loses that the company may incur if the products get spoilt. The business expects
to improve its service delivery by deploying and online grocery management system that will be
able to automate several processes within the company. Currently, many customers are satisfied
with product quality but have been complaining on service delivery because it is slow and
inefficient. Thus, the store has hired an in-house developer to analyse the business requirements
and develop a system that will meet those requirements.
1.4 PROBLEM STATEMENT
The main problem faced by Indian Grocery Store is the ineffectiveness of the current manual
system. It is slow thus time consuming, faced with poor customer service, inefficient, and data
redundancy. Additionally, employees must put a lot of effort an energy in taking and processing
customer orders. Moreover, it is difficult to keep track of customer orders and daily sales reports.
The store only accepts cash payment and does not provide any other form of payment such as
online or using credit cards. As such, some customers who prefer using their credit cards to make
payments are disadvantaged. This demands the business to have a system in place that supports
different modes of payment such as debit cards, credit cards, PayPal among others. This will give
flexibility for the customers to have different options of payment that are more convenient for
them.
In addition, manual based system does not provide a good platform to harness customer feedback
and analyse them to improve customer relationship and improved products and service delivery
to be inline with customer preferences. The manual system is ‘expensive’ for the business
because it consumes a lot of time, human resource, and leads to generation of less revenue.
Employees are spending more time processing an order for one customer thus increasing the
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waiting time. Many customers find this inconveniencing. Therefore, it is important for the
business to have a standard procedure for processing customer orders and delivering products.
These challenges have necessitated the need to have an online grocery management system to
improve business operations to improve efficiency effectiveness, and customer satisfaction.
1.5 SYSTEM FUNCTIONS
The Indian Grocery store expects the system to improve business efficiency and increase
customer satisfaction. However, in order to meet these aspects, the system is expected have
several capabilities that will be expected to meet business specifications. They include: the
online grocery management system should enable customers order products online. This will
increase their convenience and increase their satisfaction. Also, online ordering enables them to
choose their delivery addresses and will not have to visit the store to pick the products. Secondly,
the system should enable the customers to make online payment using their preferred payment
method like PayPal, credit card, and debit cards. Online payment will enable the business to keep
track of all the financial transactions and facilitates easy follow-up by the customer in case a
refund is required. Online payment functionality allows the company to generate the different
financial reports that is required by the management to gauge how the business is doing. Money
laundering and theft will be reduced significantly. Additionally, the system will allow customers
and retailers to check on the available products and enable them buy what they desire.
Additionally, the customers will be able to give their feedback on the services and products they
receive form the business and enable the business to address customer grievances and adhere to
their complements in order to meet their preferences. Also, the feedback functionality, through
contact forma and live chat, will enable the business to engage and interact with the customers
on different steps. The system will also have the function to support online marketing where the
business will promote new products or slow-moving products on the home page. This is a cheap
way to create awareness and advertise products to a wider customer base.
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2 PROJECT PLANNING AND MANAGEMENT
2.1 APPROACH
In the development of the grocery management system, SCRUM approach- which is an agile
software development methodology- will be employed. This is because it offers three important
product functions. It is also a cheap approach to system development (Rose, 2010). Development
team, scrum master, and the product owner are the three major stakeholders of the system. The
project will be divided into two phases, phase 1 and phase 2. Phase 1 will kick off in 20th June
2019 and is expected to end on 28th July 2019. Phase 1 will focus on designing and developing
the back-end which is essentially the database. Phase 2 is expected to kick-off in August 1st and
expected to end on September 27th, 2019. Phase 2 majorly focuses on the development of the
front end, which is the user interface. SCRUM master has the role to ensure that the project is
finished within the approved budget and set timeline.
2.2 RESOURCES
Roles Assignee
Scrum Master
System designer
System developer
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2.3 WBS AND TASKS
Figure 1: Phase 1 (Lai, 2014)
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Figure 2: Phase 2 (Lai, 2014)
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2.4 RESOURCES OVERVIEW
0
20
40
60
80
100
120
140
160
Resource Overview
Scrum Master System Designer System Developer System Tester
Figure 3: resource Overview (Lai, 2014)
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2.5 RISK REGISTER
Figure 4: Risk register (Fiona, 2011)
2.6 RESOURCES STATUS
Roles Start Finish Assignee
Scrum Master 20th June 2019 4th July 2019 90 hours
System designer 20th June 2019 27th September
2019
144 hours
System developer 20th June 2019 27th September
2019
144 hours
System Tester 20th September
2019
24th September
2019
30 hours
2.7 PROJECT STATISTICS
Start Finish
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Current 20th June 2019 4th July 2019
Baseline NA NA
Actual NA NA
Variance NA NA
Duration Work Cost
Current 99 days 792 hours $142506
Baseline 0 days 0 hours $0
Actual 0 days 0 hours $0
Remaining 99 days 792 hours $142506
Duration 0% Work 0%
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3 INFORMATION SYSTEM DESIGN
3.1 INPUTS AND OUTPUTS
Information related to vendors, products, sales schemes, inventory, finance records can only be
access by authorized staff and the business owner. Customer will register themselves online. To
activate their account, customers will be sent one-time link on their email to verify and validate
their account (Jaliawala, 2014). Outputs will be informed of summary tables and reports that can
be downloaded and printed.
Figure 5: Information Inputs and Outputs
3.2 BUSINESS PROCESS MODEL
Business process model is an essential element in system development as it acts as a guideline to
define the key flow of business functions and activities that takes places within a business
process (Barjis, 2011). BPM illustrates the different actors within a system like banks, providers
of the different services and products, and customer. In addition, it demonstrates different tasks
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OUTPUT INFORMATION
Financial reports Product details Inventory Management reports
GROCERY MANAGEMENT SYSTEM
Data processing as stated by business requirements
INPUT INFORMATION
Product detai;s Personnel, customer, vendor information

within the system such as user registration, feedback, ordering of products, making payments,
generation of invoice among others (Eikebrokk et al., 2011).
Figure 6: Business Process Model (Eikebrokk et al., 2011)
3.3 CONTEXT DATA FLOW DIAGRAM
Context data flow diagram describes the various outside entities that interact with the system and
how data flows within these entities (Arnold, 2016). The diagram below illustrates context data
flow diagram for the Indian Grocery store management system with the different stakeholders
including customer, staff among other stakeholders (Turan, 2015).
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Figure 7: Context Data Flow Diagram (Arnold, 2016)
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3.4 USE CASE DIAGRAM
Use case diagram illustrates the different behaviours of the different system users in order to
present a clear understanding of the grocery management system (Brearcliffe, 2012). It
represents different actors and activities that the actors can undertake within the system. The
diagram below represents use case diagram for the grocery management system.
Figure 8: Use Case Diagram (Fernandes and Song, 2014)
3.5 SERVICE ORIENTED ARCHITECTURE (SOA)
Third party products and services are some of the essential elements required during system
development. However, some of them may not be compatible with the system and as a result
there is need to have a platform that will facilitate interoperability between the system and the
third-party products. Simple Object Access Protocol (SOAP) is a messaging protocol that
will be utilized in enabling the systems that run on different environments to communicate.
SOAP employs the use of XML to achieve this function.
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3.6 SERVICE
In the development of the grocery management system, a number of third-party services will
be adopted. They include: PayPal payment gateway, Amazon Web Services (IaaS), and email
provider (yahoo and mail). Email provision is required during registration, PayPal is a
payment option that customer can use to pay for the products, and AWS cloud service will be
employed to store business data. The diagram below illustrates how these services
communicate.
4 SYSTEM IMPLEMENTATION
4.1 CLOUD COMPUTING
The proposed grocery management system will be deployed in a cloud environment. This
paradigm offers access to data and application to authorized user at any given time, any place
(Dutta and Prashant, 2019). It offers several services but not limited to storage, applications,
processing capabilities among others. Examples of cloud service providers include Google
and Amazon. However, for implementation of the grocery management system. Some of the
characteristics of cloud computing include on-demand where users can manage and make
requests for services based on their needs. Also, cloud environment is device independent
allowing the users to access cloud services from any device, offers broader network,
maintenance is done by the provider, and provides better performance (Sam, 2013). There are
three types of cloud computing including public cloud, private cloud, and hybrid cloud which
is a combination of private and public clouds.
4.2 CLOUD COMPUTING SERVICE MODELS REPRESENTATION
There exist three cloud computing implementation models including platform as a service,
infrastructure as a service, and Software as a service. However, for the implementation of the
grocery management system, software as a service (SaaS) model will be adopted (Kung et al.,
2018). SaaS model provides application software services to the client on subscription basis.
It employ one to many delivery model. Some of the reasons for using SaaS is because it is
cheaper, less time required for implementation, rapid scaling, and limited user training is
required.
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4.3 DELIVERY MODEL OF INDIAN GROCERY STORE WEBSITE
Figure 9: Cloud Delivery Model (Peiris, Sharma and Balachandran, 2011)
4.4 AMAZON CLOUD COMPUTING DELIVERY MODEL
Amazon web services cloud computing model is a cloud service offered by Amazon. It uses
similar infrastructure used by Amazon internally for its products. It offers a number of
services to help create a more secure infrastructure for private and public cloud computing
(Dutta and Prashant, 2019). Amazon offers some of the best cloud computing service
including networking, machine learning, management tools such as diagnostics, monitoring,
logging; storage, and computation. Some of the benefits of using cloud computing software
as a service is because it is flexible, more secure, provides easy access, reliable backup and
recovery, and increased collaboration (Dutta and Prashant, 2019).
5 RESULTS ANALYSIS AND CONCLUSION
By adopting the grocery managements system, Indian Grocery Store will experience new
opportunities that they can be able to take advantage of it. It is expected that that the proposed
system will help the business to solve both long term and short-term business objectives. The
system shall provide customers with an easy platform to buy groceries and get them delivered
to their addresses. Employees will also be able to work more effectively and efficiently thus
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improving customer productivity and eventually increasing business revenue. The business
owner and the account manager will have the ability to generate timely or on-demand reports
as need arises. Record management will be improved, and this will offer better reporting
features for the business. Follow-ups and task management will also be easier within the
business. It also allows the business owner to monitor on how the business is doing.
Moreover, employees will have an easy time serving customer orders because the system will
be showing orders that have been processed and those that have not been processed. The
current manual system is more paper-based where an employee may take several orders and
may forget to attend to some customers who are already in waiting. The manual system is
faced with many challenges including redundancy, inefficiency, poor customer service, and
its slow (Kung et al., 2018).
The motivating factor for Indian Grocery Store to implement a grocery management system
is because the manual based system does not provide a good platform to harness customer
feedback and analyse them to improve customer relationship and improved products and
service delivery to be in line with customer preferences. The manual system is ‘expensive’
for the business because it consumes a lot of time, human resource, and leads to generation of
less revenue. Employees are spending more time processing an order for one customer thus
increasing the waiting time. Many customers find this inconveniencing. Therefore, it is
important for the business to have a standard procedure for processing customer orders and
delivering products. These challenges have necessitated the need to have an online grocery
management system to improve business operations to improve efficiency effectiveness, and
customer satisfaction. As such, by adopting a computerized system, the business will be able
to implement other technologies such as barcode readers to scan product details and price. It
will also ease how products are entered into the system. Additionally, keeping an inventory
of the system is also easier and the business will be able to know the type of products that
move fast and those that are slow. This will enable the business management to make
decisions based on true, up-to-date and accurate statistics and records as captured by the
system.
5.1 EXPERIENCE WITH THE PROJECT
This project gave us hands-on experience and we have gained substantial amount of skills in
system development and documentation. It also enabled us to convert ideas into projects, this
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may have been challenging but eventually we managed to come up with a functional
prototype. One of the biggest challenges that we experienced in the project was
communication, where there was no constant communication amongst the project members
on the status of the tasks that each member was assigned. The business owner provided us
with enough business specification and was always available for clarifications and this
enabled us to come up with a relevant solution for the business on time and within budget by
focusing on the business requirements. Doing this project was an amazing experience for all
the project members.
6 USER DOCUMENTATION
Use documentation has been provided for in the Appendix section.
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7 LIST OF REFERENCES
Arnold, K. (2016). Context Awareness in Data Mining Applications. International Journal of
Science and Research (IJSR), 5(1), pp.253-255.
Barjis, J. (2011). Enterprise process modelling complemented with business
rules. International Journal of Business Process Integration and Management, 5(4), p.276.
Brearcliffe, D. (2012). Network Entity Relationship Diagrams. SSRN Electronic Journal.
Dutta, P. and Prashant, D. (2019). Comparative Study of Cloud Services Offered by Amazon,
Microsoft and Google. International Journal of Trend in Scientific Research and
Development, Volume-3(Issue-3), pp.981-985.
Eikebrokk, T., Iden, J., Olsen, D. and Opdahl, A. (2011). Understanding the determinants of
business process modelling in organisations. Business Process Management Journal, 17(4),
pp.639-662.
Fernandes, F. and Song, M. (2014). UML-Checker: An Approach for Verifying UML
Behavioral Diagrams. Journal of Software, 9(5).
Fiona, T. (2011). Advantages and Disadvantages of Quantitative and Qualitative Information
Risk Approaches. Chinese Business Review, 10(12).
Grant, W. (2011). Benefits Outweigh Risks. Deutsches Aerzteblatt Online.
Jaliawala, M. (2014). Channel Switching Behavior From Traditional Grocery Stores to
Branded Grocery Chains in Karachi. Journal of Independent Studies and Research-
Management, Social Sciences and Economics, 12(2), pp.1-16.
Kung, H., Kuo, T., Chen, C. and Hsu, Y. (2018). Two-stage cloud service optimisation model
for cloud service middleware platform. The Journal of Engineering, 2018(3), pp.155-161.
Lai, S. (2014). A WBS-Based Plan Changeability Measurement Model for Reducing
Software Project Change Risk. Lecture Notes on Software Engineering, pp.94-99.
Lu, Y. (2018). Supermarket Management Information System. Computer Software and
Media Applications, 1(1).
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Peiris, C., Sharma, D. and Balachandran, B. (2011). C2TP: a service model for
cloud. International Journal of Cloud Computing, 1(1), p.3.
Rose, K. (2010). Book Review: Achieving Project Management Success in the Federal
Government. Project Management Journal, 41(5), pp.89-89.
Rose, K. (2016). Project Sponsorship: Achieving Management Commitment for Project
Success. Project Management Journal, 47(1), pp.e1-e1.
Sam, N. (2013). IEEE Cloud Computing. IEEE Transactions on Cloud Computing, 1(2),
pp.230-230.
Turan, M. (2015). Integrating Software Metrics with UML Class Diagrams. Lecture Notes on
Software Engineering, 3(3), pp.220-224.
Zhang, C. (2014). The Design of Campus Online Supermarket Management
System. Advanced Materials Research, 945-949, pp.3316-3318.
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7 APPENDICES
7.1 APPENDIX 1 PHASE 1
25

7.2 APPENDIX 2 PHASE 2
26

7.3 APPENDIX 3 RISK REGISTER
7.4 APPENDIX 4: USER GUIDE
Figure 10: Home Page
27

Figure 11: Admin Login
Figure 12: Customer Login
28

Figure 13:products
29