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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