it documentation

8/6/2019 It Documentation

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Shop title / product title

Information Technology Studies ProjectDocumentation

Project Title : Toy Shop Operations SystemStudents Name : Abdul Mateen Bin Mohd. RauffStudent ID : 0701G59793Group : K1Lecturers Name : Mrs. Sukhminder Kaur

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1.0 Problem Definition

We are toys, is a toy shop which utilizes a manual ledger and record system to

keep track of all sales transactions that occur. This current method is inefficient as

it is time consuming and prone to human error. Another drawback of the manualsystem is that with every passing day, more and more storage space is needed to

store the recent transactions.

1.1 Aim

The aim of the We are toys database is to keep accurate and efficient records

of all sales transactions of their customers when toys are purchased as well asto record stock movement, employees wages, toy information and operational

costs. This is essential as it will provide a good measure of protection against

erroneous information which could end up in a false representation of the

businesses performance.

1.2 Problems/Needs

With a toy store, there is a high turnover rate, thus needing large amounts of

data to be recorded in a time efficient method with minimal errors. This being

said, it is essential to upgrade the manual system to a computerized one, as themanual system can cause many differences in data which could lead to the

results being inaccurate and defective.

1.3 Causes

The manual ledger and record system is inefficient and confusing to use whenthere are large numbers of sales daily. Another factor is the presence of human

error as inaccurate data entered will produce inaccurate and unreliable

information. In addition to this, the retrieval of data to refer to will be a

tedious process as they have to be retrieved manually.

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2.0 Analysis

2.1 Outcomes

2.1.1 Data Entry Screen

The We Are Toys, toy shop has 2 transaction forms which connects two other forms and

enables the user to enter or alter data for a transaction that has occurred. The first dataentry screen in the database is the Sales data entry Form and the transaction details of a

sale are recorded into it, and will then be stored later on in the Sales Table. Secondly,

there is the Sales Details data entry form, and this form allows the staff to record the

other details of the transaction such as quantity sold, and this will also be later stored inthe Sales Details Table.

Sales Form

This form is the most utilized form as it will be used on a day to day basis for the

recording of sales transactions that occur. This form links the Staff Table to theCustomers Table, acting as a many to many relationship. The Sales form contains fields

of CustomerID, StaffID, Date and SalesID. The data for these fields are to be entered

manually by the user.

Sales Details Form

This form acts as a bridge for the Sales Table and the Toy Table. As naturally, one salecan contain many different toys, and one type of toy can be sold repeatedly, a many to

many relationship is the best fit. The sales details table acts as a resolving table and

rectifies the many to many relationship. The sales details table contains fields such as theSalesID, ToyID, and the QtySold. It enables the quantity of toys sold to be entered for

each sale.

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2.1.2 Simple Outcomes

Firstly, the simple outcome is a query where there are no calculations or groupings, but

rather retrieves information from separate tables and combines them into one to give an

accurate view of the happenings of the business. There are two simple outcomes in thisrelational database which are the Employee Dealings and the Supplier Dealings.

Employee Dealings

This simple outcome gathers the list of staff members who attended to the customers on a

particular date, which has been sorted according to the StaffID in an ascending order.

This query enables a business to review their employees performance. This queryincludes three different tables, which are the Staff Table, Sales Table and the Customer

Table. The records the query contains are the StaffID, StaffName, Date, CustomerID,

CustName.

Supplier Dealings

This simple outcome shows the list of suppliers which supplies toys to the business, and

they are sorted according to SuppID in an ascending manner. This query enables a the

user to be able to track stock to their individual supplier in the event of a problem with

the stock. This query is built up of two tables which are the Supplier Table and the Toytable. The records in this query are the SupplierID, SuppName, ToyID and the Toyname.

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Stock

This query calculates the remaining stock after sales. This query is used so that the staff

will be able to re-order a new stock of item when the older stocks are dwindling.

Sales Profit Function

This query calculates the Total Income, Total Cost and the Total Profit for each salestransaction that occurs. This enables the user to be able to review the performance of

his/her business. This query requires the price and the cost from the Toy table and the

QtySold from the Sales Details table. The Total Income is calculated by multiplying the

Price and the QtySold. The Total Cost is calculated by multiplying the Qtysold with theCost and the Total Profit is calculated by deducting the Total Cost from the Total Income

figures. This query will display the SalesID, ToyID, Toyname, Cost, Price, QtySold,

Total Income, Total Cost and the Total Profit fields. This table will be sorted according to

the SalesID in an ascending order.

Net Revenue

This query calculates the total amount of money that is generated through sales. This

query utilizes the Price from the Toys table and the Qtysold from the Sales Details table.

The net revenue is calculated when the Qtysold is multiplied with the price. This querywill display the ToyID, Toyname, Price, Qtysold and the Net Revenue.

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2.1.4 Statistical Outcomes

Firstly, a statistical outcome is a query that has a total attached to its field, such as the

sum of a group of figures, or the average or a group of figures. There are 5 different

statistical outcomes in this database, and they are the Sumofrevenue, Sumoftotalcost,Sumofsalary, Quantity Sold, and Quantityonhand.

Quantityonhand

This query calculates the sum of toys that the business has left on hand, or in stock. It

enables the user to be able to track the stock levels efficiently. The figures in this query

will also be later used to calculate the remainder of toys after sales. This query displaysthe ToyID, Toyname and Sumofqtyonhand.

Quantity Sold

This query calculates the sum of toys sold. This allows a user to be able to double check

the profit figures or stock levels, and will be later used to calculate the remainder of toysafter sales. This query displays the ToyID, Toyname and the SumofQtySold.

Sumofsalary

This query calculates the sum of money paid to the staff as their salary, and this enables

the user to monitor the expenses of the business. This query will also be used to calculate

net expenses and later on, the net profit made by the business.

SumoftotalCost

This query calculates the sum of the total purchasing costs of the business, and it allows a

user to track purchasing expenses efficiently. This query will be used later on to calculate

net expenses and later on, the net profit made by the business.

SumofRevenue

This query calculates the sum of the total revenue generated by the business, and it allowsthe user to monitor the businesses revenue and performance more efficiently. This query

will be used later on to calculate net profit made by the business.

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2.2 Elements

2.2.1 Data and Processing

2.2.1.1 Simple Outcomes

Employee Dealings

Find: List of StaffID AND Staffname AND Date AND CustomerID AND Custname.

Sort: By StaffID in an ascending order.

Supplier Dealings

Find: List of SupplierID AND Suppname AND ToyID AND Toyname

Sort: By SupplierID in an ascending order.

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2.2.1.2 Complex Outcome

Staff Age

Calculate: Age with the formula Age: Int((Date()-[DOB])/365)

Find: StaffID AND Staffname AND gender AND DOB

Sort: By StaffID in an ascending order

Staff Salary

Calculate: EPF with the formula EPF: [Salary]*0.09 AND SOCSO with the formulaSOCSO: [Salary]*0.02 AND TotalSalary with the formula TotalSalary: [Salary]-([EPF]+

[SOCSO])

Find: StaffID AND Staffname AND Salary

Sort: By StaffID in an ascending order

Net Profit

Calculate: Net profit with the formula TotalIncome: [SumofTotalProfit]-[Net Expenses]

Find: Net Expenses (complex outcomes) AND SumofTotalProfit (statistical outcomes)

Net Expense

Calculate: Net expenses with the formula Net Expenses: [SumOfTotalCost]+

[SumOfTotalSalary]

Find: SumofTotalSalary (statistical outcomes) AND SumofTotalCost (statistical

outcomes)

Stock

Calculate: Remainder with the formula Remainder: [Qtyonhand]-[SumofQtySold]

Find: ToyID AND Toyname AND Qtyonhand AND SumofQtySold (statistical

outcomes)

Sort: By ToyID according to ascending order

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Net revenue

Calculate: Net revenue with the formula TotalProfit: [Price]*[QtySold]

Find: ToyID AND Toyname AND Price AND QtySold

Sort: By ToyId in an ascending order

Sales Profit Function

Calculate: Total Income with the formula Total Income: [Price]*[QtySold] AND Total

Cost with the formula Total Cost: [Cost]*[QtySold] AND Total Profit with theformula Total Profit: [Total Income]-[Total Cost]

Find: SalesID AND ToyID AND Toyname AND Cost AND Price AND Qtysold

Sort: By SalesID in an ascending order

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2.2.1.3 Statistical Outcomes

Quantity Sold

Calculate: SumOfQtySold by selecting Sum in Total Column in design view

Find: ToyID AND Toyname AND QtySold

Sort: By ToyID in an ascending order

QuantityonHand

Calculate: SumOfQtyOnHand by selecting Sum in Total Column in design view

Find: ToyID AND Toyname AND QtyOnHand

Sort: By ToyID in an ascending order

Sumofrevenue

Calculate: SumOfRevenue by selecting Sum in Total Column in design view

Find: Total Profit (From Complex Outcomes)

SumofTotalCost

Calculate:SumOfTotalCost by selecting Sum in Total Column in design view

Find: Total Cost (From Complex Outcomes)

SumoftotalSalary

Calculate: SumOfTotalSalary by selecting Sum in Total Column in design view

Find: Total Salary (From Complex Outcome)

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2.2.2 Software

Referring back to the problem mentioned earlier in the documentation, the manual ledgerand record system is inefficient as it is very prone to errors and may cause maintenance

issues as the numbers of transactions keep increasing. In addition it is also tedious and

time consuming to record down every sale manually, and to search for a desired sale.Therefore the use of a computerized database system is overall more time efficient, user

friendly.

Moreover, a computerized database system would ensure that data redundancy will be

minimized as data are to be integrated into a single, logical structure which ensures that

the data will only be recorded in one specific location. This also decreases the need for

large storage spaces.

In addition, the computerized database system ensures data integrity. In the manual

ledger, once data is altered, the corresponding records have to be altered to suit, but when

using a computerized database all respective records linked to the transaction will beupdated simultaneously. A database also has validation features where there are rules

which allow the entering of wrong data to be reduced.

To further ease operations, a database such as this allows users to share data, for example

an authorized user can view the system through a main server.

In conclusion, the data in the computerized system is data independent, which means that

data or records can be changed due to the separation of data descriptions

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Hardware

To run the database software smoothly, efficiently and effectively, there are a fewhardware devices that will be required. Firstly, of course a personal computer is required

with the basic devices such as the mouse, speakers, keyboard, printed, modem and CD-

ROM drives. A server is also required in order to enable the employees to view the datain the database. To run the system with no errors resulting from the lack of storage space

of processing power, the minimum and recommended requirements of the system is listed

below.

Minimum Requirements

Processor : Intel Pentium 233-Megaherts (MHz)Memory : 128MB RAM

Hard Disk : 180MB available storage space

Drive : CD-ROM Drive

Operating System : Microsoft Windows 2000 with Service Pack 3Display : Super VGA (800 x 600)

Recommended Requirements

Processor : Pentium III

Memory : 256 RAMHard Disk : Optional Installation Files Cache (recommended) requires an

additional 200 MB of storage space

Drive : CD-ROM DriveOperating System : Microsoft Windows XP Professional Edition

Display : LCD Display

Recommended Peripherals

A personal computer which includes a Monitor, Mouse, Keyboard, Speakers, CDROMDrive, Floppy Disk Drive, Ports, Modems, Printer, Scanner, Microphone, Headset and

other enhancement peripherals

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Design of the New Information System

3.1 Tables and Relationships.

Each table which is created has a specific name which is created by the user in order to be

able to reference it to a file in the database. A table has a function to keep track ofrespective data which is entered into the database.

Customers Table

The Customer Table contains fields such as the CustomerID, CustName, Address,

Contact, Gender, Email, Excust and Picture.

CustomerID is the primary key in the Customer Table which uniquely identifies each

customers that purchases toys.

Custname contains records of each customers name.

Address contains records of each customers residence address in order to be able to mailthem the latest toy brochures.

Contact contains records of each customers hand phone number so that they can be

contacted in the occasion of an unpaid debt or for a promotional package.

Gender contains records of each customers sex.

Email contains records of each customers Email address so that they can be contacted

F.O.C.

Excust contains records of customers who visit the outlet repeatedly.

Picture contains the picture of each customer.

Sales Table

The Sales Table contains fields such as SalesID, Date, StaffID and CustomerID.

SalesID is the primary key, which uniquely identifies each sales transaction

Date contains records of the dates when each sale was carried out

StaffID is the foreign key which creates a relationship by linking the Staff Table and theSales Table

CustomerID is another foreign key that creates a relationship by linking the Sales Table

and the Customer Table

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Sales Details Table

The Sales Details Table contains fields such as the SalesId, ToyID and the QtySold. Thistable has no primary key as it is a resolving table

SalesID is the foreign key which creates a relationship by linking the Sales Table and theSales Details Table.

ToyID is the foreign key which creates a relationship by linking the Sales Details Tableand the Sales Table.

QtySold contains records of each quantity of toy sold during a transaction. This field is

essential in the calculation of the TotalCost and TotalRevenue queries.

Staff Table

The Staff Table contains fields such as the StaffID, Staffname, Address, DOB, IC,Salary, Gender, Picture.

StaffID is the primary key in the table which uniquely identifies each staff member

Staffname contains records of each staff members name

Address contains records of each staff members residence address

DOB contains records of each staff members date of birth, which will later be used tocalculate the staffs age.

IC contains records of each staff members identification card number

Salary contains records of each staff members salary earned at the end of the month, and

will later be used to calculate total expenses.

Gender contains records of each staff members sex.

Picture contains records of each staff members picture.

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Suppliers Table

The Suppliers Table contains fields such as the SupplierID, SuppName, SuppAdd andContact Number.

SupplierID is the primary key of the table, and it uniquely identifies each supplier thatbrings goods into the business.

SuppName contains records of each suppliers name

SuppAdd contains records of each suppliers business address.

Contact Number contains records of each suppliers contact number.

Toys Table

The Toy Table contains fields such as the ToyID, Toyname, SupplierID, Price, Cost,QtyonHand, and Picture.

ToyID is the primary key of the table, and it uniquely identifies each toy that is in the

businesss stock.

Toyname contains records of each toys brand name or trade name

SupplierID contains records of each toys supplier

Price contains records of each toys selling price

Cost contains records of each toys cost price

QtyonHand contains records of the quantity available of each toy in the businesss stock

levels.

Picture contains records of each toys picture

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Table Relationship Diagram

The diagram above illustrates the relationships that occur in the We Are Toys databasesystem, as you can see, the primary key StaffID in the staff table is linked to the sales

table by a One-to-Many relationship. The CustomerID in the customers table is also

linked to the sales table by a One-to-Many relationship. The primary key SalesID in thesales table is linked to the sales details table by a One-to-Many relationship. The sales

details table which acts as a resolving table, has a Many-to-One relationship with the

primary key ToyID in the toys table. The Suppliers table primary key SupplierID has aOne-to-Many relationship with the toys table.

Table Relationship

Staff to Sales One-to-Many

Customers to Sales One-to-Many

Sales to Sales Details One-to-Many

Sales Details to Toys Many-to-OneToys to Supplier Many-to-One

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Data Dictionaries - Customers Table

Staff Table

Fields Data Type FieldLenghts

DefaultValues

ValidationChecks

Input Masks RequiredValues

Comments

StaffID Text 7 - - "ST"0000;0;_ Staff Identification

Number

Staffname Text 50 - - - Staff Name

Address Text 50 - - - Staff

Address

DOB Date/Time - - - - Staff DOB

IC Text 15 - - 000000\-00\-0000;0;_

IdentificationNumber

Salary Currency - 0 - - Staff Salary

Gender 50 - - - Staff Gender

Picture OLEObject

- - - - Staff Picture

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Fields DataType

FieldLenghts

DefaultValues

ValidationChecks

InputMasks

RequiredValues

Comments

CustomerID Text 6 - - C0000;0;_ Customer


CustName Text 50 - - - Customer Name

Address Text 50 - - - Customer

Address

Contact Text 13 - - 000\-000\-

0000;0;_

Customers

contact number

Email Text 50 - - - Customers email

address

Gender Text 10 - - - Customers

gender

ExCust Yes/No - - - - Stores check for existing

customer

Picture OLE

Object

- - - - Customers

Picture


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Sales Table

Fields Data Type Field

Lenghts

Default

Values

Validation

Checks

Input Masks Required

Values

Comments

SalesID Text 6 - - "S"0000;0;_ SalesIdentification

Number

Date Date/Time - - - - Date Of Sale

StaffID Text 6 - - "ST"0000;0;_ Staff


CustomerID Text 6 - - C0000;0;_ Customer Identification

Number

Sales Details Table

Fields Data

Type

Field

Lenghts

Default

Values

Validation

Checks

Input

Masks

Required

Values

Comments

SalesID Text 6 - - "S"0000;0;_ Sales

Identification

Number

ToyID Text 6 - - \T0000;0;_ Sales


QtySold Number - 0 - - Quantity Sold

Suppliers Table

Fields Data

Type

Field

Lenghts

Default

Values

Validation

Checks


Values

Comments

SupplierID Text 8 - - "Sup"0000;0;_ Suppliers


SuppName Text 50 - - - Suppliers

Name

SuppAdd Text 50 - - - SuppliersAddress

ContactNumber Text 13 - - 000\-000\-

0000;0;_

Suppliers

Contactnumber

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Toys Table

Fields Data

Type

Field

Lenghts

Default

Values

Validation

Checks


Values

Comments

ToyID Text 6 - - \T0000;0;_ Toy


ToyName Text 50 - - - Toy Name

SupplierID Text 8 - - "Sup"0000;0;_ SuppliersIdentification

Number

Price Currenc

y

- 0 - - Selling Price

Cost Currenc

y

- 0 - - Cost Price

QtyonHand Number - 0 - - Quantity on

handPicture OLE

Object- - - - Picture of

toy

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The illustration above shows the customers tables before any changes have been made

Changes were made by deleting the information in the custname and address fields in thekey field 00017.

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As you can see, the changes in the table correspond to the changes made to the form. Keyfield 00017 has been altered.

The staff data entry form before any changes have been made.

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The staff table before any changes has been made

The staff form after two fields were deleted. The fields were the Staffs DOB and IC.

The corresponding change to the deletion of the fields from the form in the source table.

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The toys data entry table before any changes have been made.

The toys table before any changes have been made

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The toys data entry form, two changes have been made. The price and cost ot the item

have been deleted.

The deleted fields in the toys data entry form have also been deleted in the toys table.

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The Sales Data Entry Form before any changes have been made

The Sales Table before any changes have been made

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A new record, SalesID22 has been added along with other information in the fields in thetable such as Date, StaffID and CustomerID.

A new record S0022 has been created in the sales table in relation to the record created inthe sales form.

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The Sales Details Data Entry Form before any changes were made.

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The Sales Details table before any changes were made.

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The corresponding Table, which is the Sales Details table under the SalesID S0001, the

fields of ToyID and QtySold have also been deleted.

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The Supplier Data Entry Form before any changes was made.

The Supplier Table before any changes have been made to it

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The Suppliers Data entry form, the fields of SuppName and ContactNumber have beendeleted.

In the corresponding Suppliers table, the fields of SuppName and ContactNumber have

been deleted for the same Sup0003 record.

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The above shows the relationship links between the Staff Table, the Sales Table and the

Sales Details Table.

It shows that the Staff with the ID of ST0001 which is Abdul Mateen has managednumerous sales such as S0001, S0003, S0010 and so on. In S0001, it also shows that in

both occasions, one of each toy was sold.

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The above shows the customers table, which shows the relationship between it and the

Sales Table and the Sales Details Table.

It shows that the customer with the ID 00001, Jack Johnson has a SalesID of S0001 when

he purchased his goods. That is Toys with the ToyID T0001 and T0002, each of which

one unit has been purchased,

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The Supplier Table shown above is linked to the Toy table which is also linked to theSales Details Table.

The Supplier with the IS of Sup0001 or Toy Barn has supplied various toys to the WeAre Toys toyshop. Such as T0001, which is the tickle me else and so forth. It also shows

the amount of the toy that has been sold since it was delivered. With the SalesID of

S00001 selling one unit to a customer.

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The Sales Details Table acts as a resolving table and therefore cannot contain different

tiers of information like the previous tables.

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The list of Employee Dealings, shown above can be used to track the performance of acertain staff member, or even to track the frequency of customers. This query will later be

used to produce the Employee Dealings Report.

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Supplier Dealings

The illustration shows the supplier dealings query which consists of the supplier table andthe toys table. The fields which are deemed relevant are added and will also be added to

the report. In this case, the relevant fields are the SupplierID, SuppName, ToyID and the

Toyname. This Query allows a user to know which toys are supplied by a particularsupplier.

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The above is a list of suppliers dealings which is sorted in an ascending order accordingto the SupplierID. This query will be used to produce the Supplier Dealings Report.

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Above is a sample of the Suppliers Dealing Report.

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Complex Outcomes

Staff Age

The above is the Employee Age query which consists of the Staff Table. The need for

only one table is due to the only variable needed to calculate the age of the staffs is thestaffs DOB. It is sorted in ascending order in relation to StaffID and will later be used to

prepare the Employee age report.

The above shows the list of records in the employees age query.

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Above is a sample report of the Employees Age.

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Employee Salary

The query above consists of the Staff table only, as the fields required to calculate the

staffs salary are all found in that table. There are numerous calculations in this query for

example, the EPF and SOCSO calculations which determine the staffs final salary. Thisquery will later be used to calculate total expenses and to create a report.

The above shows the list of records in the employee salary query.

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Data Flow Diagram for Staffs Salary

The above is a sample report of the Employees Salarys.

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Net Expense

The query illustrated consists of two statistical outcome tables which are,SumofTotalCost and SumofTotalSalary. These two queries will be used in the calculation

of the businesses net expenses. The net expense will then be used to calculate the

businesses net profit.

The above shows clearly, the net expense query.

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Net Profit

The query above shows the net profit function which consists of the sumofrevenue tableand the net expenses table. The fields of Net Expenses and Sumoftotalprofit are used to

calculate how much the business has made or loss over a period of time and it will be

used to generate a report.

The query above shows the total profit earned by the business, the end figure is in

brackets as they have made a loss.

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Stock

The query above shows the Stock Control which includes the Quantityonhand, Quantity

Sold and toys table. The fields of ToyID, Toyname, Qtyonhand, SumofQtySold will beused as relevant information to the query and the specific fields of Qtyonhand and

SumofQtySold will be used to calculate the remainder of stock available in the business.

This will be later created into a report.

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The above shows the list of records in the stock card query.

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The above is a sample report of the stock card

Sales Profit Functions

]

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The query above consists of the toys and sales details, and basically contains information

about the Total Income, Total Cost and total Profit from every sales transaction thatoccurs in the business. The fields used in this query are the SalesID, ToyID, Toyname,Cost, Price and QtySold. The information in this query will be used to create the sales

profit report.

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The above shows the list of records of Total Income, Total Cost and Total Profit for each

sales transaction.

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The above is a sample of the sales profit function report. The total income, total cost and

total sales profit have been added up and recorded at the page footer.

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Net Revenue

The query above shows the Net revenue query which includes the Toys and Sales Details

tables. The fields of Price and QtySold are used to calculate the amount of revenue

generated. Information will be sorted according to ToyID in an ascending order.

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The above shows the list of records of the net revenue query.

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Quantity of toys in hand

The query above shows the quantity of toys on hand query, which includes the Toystable. The field Qtyonhand from the toy table will be summed up in this query and will be

later used to calculate the stock cart.

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The above shows the list of records for the quantity of toys on hand query.

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Changes

The picture field was removed from the customer table as it seemed unnecessary and

overall space consuming and inefficient. The reason behind this is that the toy shop dealswith many different customers, in other words, it has a high turnover rate, and to record a

picture of every customer would seem space consuming and time consuming.

Also a border has been added to every form to separate the navigation bar from the main

body of the form. The company logo has also been added to every form, report and themain page.

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Main Page

The illustration above shows the main page of the database, it utilizes a tab control to

separate the main page into different sections.

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Evaluation

The relational database of the We Are Toys, Toy Shop can be considered to be fully

working. The various forms and buttons are fully functional and the user interface has

been designed to keep the navigation and actions to a bare simplicity so that many user

can adapt to using this system. Reports can be generated and located easily from the mainpage and user are able to add new record flawlessly. In general, the relational database

has meet the needs for the We Are Toys, Toy Shop.

However, as time passes, the database can improve with adaptive maintenance and

additional requirements can be added when the resources are available. This

improvements include the elimination of redundant data over time as well asenhancements to the user interface system to make it even more user friendly that it

already is. Modifications of the queries could enable more complicated calculations so

that the relational database can be more productive in the near future.

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