An IS Plan for Consulado Bar and Lounge Essay
An IS Plan for Consulado Bar and Lounge
The group is thankful for all the help and support it has gotten from the staff and management of Consulado Bar and Lounge. We also thank the dining manager, Mr. Peter Quiambao for meeting us and giving us the opportunity to visit and freely move around the company premises and being able to give us access for interviews and surveys. We are grateful to the Consulado stakeholders for cooperating, for permitting us to do this study on the business and referring us to all the reliable and understanding staff of Consulado. Lastly, the group is very grateful to Mr. Harvey Ong for all his support and understanding, for all his lessons and for his patience when things don’t go according to plan.
Consulado Bar and Lounge is a business that started in February 2012. It is a company belonging in the bar industry, and engages in providing customers a good experience and quality products, ranging from alcoholic to nonalcoholic beverages to various foods. Despite being a newcomer in the industry, it is performing better as compared to other competitors with the same size and product offerings.
However, the company is still traditional when it comes to doing its business activities and tasks, and relies heavily on manual labor and processes, that is, using pen and paper when recording transactions, presenting documents such as receipts to customers, and others. Other processes that are done manually are ordering or purchasing stocks and inventory checking. The company does not have a database to store all the relevant data safely; instead, what they do is they manually store data into their logbooks and record books. The company does not take advantage of the available information technology to improve their services and performance.
After analyzing the different angles and taking into consideration all the important factors, we, the researchers, have come up with the proposal for the company avail of the PLDT Checkout for its POS system, and PLDT Cloud for its HR/ Payroll system, replacing the inefficient manual system employed by the company. Storing and retrieving of data would all be made easy and efficient. Automated databases, instead of manual pen and paper, for every single department or transaction would be made available. Several benefits include: access real time information about sales and inventory anywhere at any given time as long as there is an internet connection, monitor of sales and inventory, so the purchasing would know when to order, what to order and how much to order.
It is also very low cost and low maintenance. For a subscription monthly fee of P 2,750, the company would now have the chance to integrate technology into its daily operations. The company would have a total revenue (total benefits minus total costs) of P 517,000. The system is made ideally for small to medium enterprises, particularly in the restaurant or bar industry. The investment needed by the company for hardware is a single computer, cash drawer, and receipt printer for the cashier. For the software, it would only be the PLDT Checkout and PLDT cloud for HR/ payroll. Total investment would cost P 33,000. This would have an ROI of 12.29%.
The proposed system, having to integrate technology in the business with the use of PLDT checkout POS and PLDT cloud is the most practical choice for the company, since there is no need for a big investment as compared to other alternatives wherein the company would really have to shell out a big amount of money for the hardware.
Chapter 1 – Rationale and Scope of the Information System Strategic Plan
The bar industry is one of the busiest businesses nowadays because it operates from late in the afternoon until the wee hours of the morning. It is now a part of not only the young but the older people’s lifestyle as way of leisure and fun. Having mentioned that this business is busy, people in this business have no time for slow and bad service. A way of improving the service in a business that’s related to the bar industry is to integrate an Information System. This kind of system is essential to a business like this because it caters to many processes that the company undergoes.
This can be a great help to the employees of the company in doing their everyday tasks and most importantly, helps the company be more EFFICIENT and EFFECTIVE. Bars handle a lot of information whether it be for input or output purposes. This information may be about the bar’s inventory, payroll, sales invoices, etc. Integrating Information Systems into a bar like Consulado that is still manual would help in making work faster, reduce the mistakes that employees make and of course, help in increasing the business’ income.
The plan is to put up a system that would automate and make transactions easier and more effective for the company. The purpose of automating the systems is to simplify and increase efficiency that would lead to better sales and market status as well as attract potential customers and retain current clients and compete with other industries that are also in the same industry. The plan will also improve services like order transactions and other services, which would increase customer relations because they will have a mindset that Consulado will make sure that they are prioritized and attended to properly.
The automation will include installing a database with sufficient data storage compared to the present database, which allows more information and less risk to slow data retrieval. This will ensure a faster and more organized way of data storing for Consulado. Automating the system using the Point of Sale system (POS) for the sales department will also be recommended. This will automate all sales related procedures by using data found in the Database. Next is the use of Microsoft software, which would allow the marketing staff to easily record and access marketing strategies done in the past or for future references.
Scope of the Information System Strategic Plan
The following factors are included in the study:
One of the departments the group would like to look into is the sales department, given that this is one of the area the researchers feel has a lot of rooms for improvement. The processes done by the said department are all manual, thus, the group would like to propose a system that would help and improve such processes.
Purchasing and Inventory department
Another area or department that would be involved in the study is the purchasing and inventory department. Just like the sales department, everything is done manually; when purchasing and checking the inventory levels, counting of stocks are all done manually, as well as recording. The researchers believe that how the department accomplishes and do its tasks can still be further be improved with the use of technology.
Recording of all the cash in and cash out transactions are all recorded in a logbook and eventually typed in an excel file, thus resulting to errors and inaccuracies. The researchers believe that the IS plan proposal should involve the Finance department, as it can still perform better by improving the manual process employed by the department.
Computation of payroll, benefits, checking of attendance, and recording are also done using pen and paper. The researchers think that the manual process should be replaced by automated process in order for it to be simplified,
improved and be more accurate, thus, in the proposal, the HR department is one of the departments that would be included.
The following factor/s are not included in the study:
Operations/ Marketing department
Although the marketing department is a very important element in the company, the processes employed by that department cannot be changed; the marketing strategies and methods would remain to be the same, in the company’s case, by holding events, and getting sponsorships. The only aspect that would be affected is the recording of transactions, such as expenses and revenues. Human resource in terms of hiring and training employees
The proposed system would not aid the company in hiring employees and training them, as this process would remain to be manual. The aspect that would be automated in the HR process are payroll and monitoring of employee attendance.
Chapter 2 – Company Background
2.1 Brief History
Consulado is into the bar industry and started to operate early around February 2012. Their company offers both products and services — products, being the drinks and food sold at reasonable prices and service, being as entertainment like live bands, acoustic nights, etc. It had its soft opening late February and was officially opened and registered around September.
The company has 13 major shareholders comprised mainly of close relatives and friends. The first managing partner was Patrick Puno and was appointed on the 14th of May. He was relieved of duty on September 20 and replaced by Nilo Escalona. On April 2013, he handed out his withdrawal from the position due to some personal issues and replaced by Raem Puno and Marco Santiago.
The company launched its first big event, which took place on the 24th of December 2012. The company has since then, launched around 5-7 major events. The company has also gotten major sponsors such as San Miguel and FHM. They have weekly promos and specific genre selections for each day, played by various video DJs that also play in Republiq, Jill’s, TYA, etc.
Despite being a newcomer in the industry, the business is doing really well in terms of financial standing. And not just that, the company is seen to have increasing their gain in the market share, especially among the people residing and working along the area. The business is believed to perform even better, if managed properly, in the future. 2.2 Industry Update
The bar industry in the Philippines has been around for a long time. It is evident today; that whichever bar is the most luxurious and comfortable venue to be in will survive. A lot of bars have closed down due to poor management and poor business choices. Consulado, being a newcomer in the industry, has yet shown the true potential that it wants to show. Only about a year in existence, it has steadily competed with various competitors, which have been in the industry much longer than them yet Consulado has proven to be better in a number of aspects such as Public Relations (PR), Networking, and Service Quality.
Currently, the latest issue that has an effect on the bar industry is the tax increase imposed on alcoholic beverages. The increase pretty much depended on the content of alcohol level and the net retail price of the drinks. This tax increase was already put into effect, which affected the sales of some bars and pubs in the country. The significant increase in the price of alcohol and tobacco has led lower consumption of consumers when they dine in at bars and pubs (Euromonitor International, October 2012).
Consulado is in the bar industry, which narrows their product line. In every bar, it is essential to serve food and drinks, both alcoholic and nonalcoholic. Other products that may be bought here are indirectly in their product line such as CDs from DJs, and other memorabilia from events. It is
in the culture of Consulado that their service be of the highest quality and to the satisfaction of their customers.
To be one of the top bars in the Philippines
To have an increase in profits/revenue yearly
To continuously satisfy our customers by providing exceptional customer service Mission:
Consulado is determined to provide the customers with great satisfaction by giving different experiences. 2.5 Management and Culture Consulado aims to provide its customer with the best quality of service they can offer. To do this, they must first focus on the satisfaction of its board members then the managers and the staff. Job satisfaction is important to people since it is the main thing that allows people to do their best. The management also makes sure that their staff are very oriented with customer service, that only the best experience should be provided by the company to its guests. Positive vibes must always be shown, as well as customers should always be feel welcomed by the staff. Employees are always expected to be courteous and warm to its guests.
Along with this, management has also considered the chemistry between co-workers as a large factor. If there is bad blood inside the company, employees’ performances would be affected. Open communication is practiced within the company, in order to avoid misunderstandings among employees. Management looks closely at the personalities and situations of individuals and if they can work well with others
2.6 Company Officer/Organizational Structure
The Board of Directors comprises of the owners, who participate in making the major decisions for the business. The members of the board have no specific role in general, instead decisions are made collectively. The president is the one who acts on what the board of directors want, making sure the strategic goals of the company should be met. He is the one who oversees the whole operation of the business, and makes sure that each is on the right track. The president is the one responsible for ensuring smooth operations that are in accordance with the company’s goals and mission. Under the president are the managers or heads of the different department, namely operations, human resource, finance, inventory and sales oversees the operations that fall within the departments where they belong to, making sure that each process is correctly done.
The operations manager is responsible for the day to day operations of the business. Marketing is also under operations, which is responsible for attracting new customers and retaining old customers. It is the duty of the operations to ensure that customers are well satisfied; while the marketing is in charge of coming up with promotions, events, sponsorships, and activities that would promote the establishment. The performing DJs for certain nights also is under the operations. Hiring DJs that would play good tracks would make customers come back. In addition, security and bouncers are also under the operations so as to ensure proper order and safety of customers every time they are in the premises of the company.
The inventory department is in charge of the supplies of the company. It is the department that contacts the supplier when supplies are already low, checking what products to order, how much of these products should be ordered and when these products should be ordered. Under the inventory or purchasing head is the purchasing assistant or staff to help the manager or aid him in monitoring inventory. For the sales department, headed by the cashier, it is basically in charge of the daily sales transaction of the business.
The role of the cashier is to take note of the products that have been ordered, and to record each transaction, so that at the end of the day, this could all be tallied such that all products that have been sold could be deducted from the inventory, and the daily sales could be recorded by the finance department for the generation of reports. Under sales head are the waiter and bartenders, who are in charge of welcoming guests and assisting them with orders, attending to them when there are some things that the customers need. They are also in charge of bringing the orders, presenting bills, and cleaning the tables once the customers have left. For the human resource department, its main responsibility is to compute for the payroll of the employees manually; this process is done manually. Also, the said department is in charge of hiring new talents, giving the qualification needed for a certain job and training them for a certain job position. Under the Human resource head is an HR staff that assists in doing all the human resource functions.
And lastly, there is the kitchen where it is headed by the head chef. The head chef oversees all the kitchen operations, from the preparation of food, to the foods that need to be served ensuring that all the products served are only of the best quality. The head chef is assisted by two other assistant chefs. They also take part in cooking and preparing the foods that are ordered by customers. Whereas the food dispatcher and kitchen utility, which is also under the supervision of the head chef, is responsible for maintaining the kitchen, cleaning the utensils that have been used already, and disposing of the wastes and leftover foods.
One of the strengths of the business is that, given it is just a newcomer in the industry with lots of competitors in the area, it has already established itself and has gained a number of loyal customers that patronize the business. Every weekend or so, old customers would go back; these are the loyal customers. These loyal customers also would bring in new customers, and introduce them to the bar. Given such, it can be seen as an advantage over its competitors. In these industry, word of mouth is a very much important tool in spreading the business. Another advantage that the business have is the fact that the executives who handle the company have a very wide network, which is used to regularly increase the people’s awareness about the company.
It can also be some sort of a promotion for the company. Connections and networks are very important as it can help spread the word about the business, and thus attract new customers, increasing the market share of the company. The DJ roster that the company currently employs also serve as one of the primary reasons why customers flock at the bar. These Djs are known to the public, having a big influence on the customers, by knowing and playing the latest music that would click to the public. In the bar industry, good music is one of the factors that attract customers.
Having a good DJ roster can attract and retain customers, and eventually it can increase sales. The location where the company is situated can also be of great advantage to the company. Located in an area where there is heavy human traffic, and near establishments that are open until the late hours of the night is considered as strength of the company, as there are a lot of potential customers that can be attracted. It is also very visible and can easily be seen.
As much as there are a number of strengths possessed by the company, there are also weaknesses, and one of these is the limited number of products offered by the bar. In a competitive market where the business is, there must always be something that the company offers that are not offered by another, in order for the other company in the same line of business to grab the market share of Consulado. The company must come up with a new array of new products that the customers can choose from. Another weakness of the company is the fact that it isn’t technologically advanced when it comes to doing all its business processes.
It hasn’t integrated technology in doing its daily tasks yet. The company does every process manually, thus resulting to errors , redundancies and inconsistencies. Given that circumstance, such weakness can be tied up to another, the lengthy waiting period for product orders of the customers. The employee has to walk over to the kitchen or the bar after a customers has ordered, to check if there are enough stocks or supplies. Sometimes, another customer would call the attention of the waiter, which could cause to forget the previous order of the other customer.
An opportunity for the company is to adapt more products in order to expands the product choices of customers. There are a number of external entities that the company could tie up with, to form a merger or joint venture in order to increase the product line being sold and offered by the company. Forming a partnership with another company could be beneficial for both parties. Creating an alliance would be posed with possibilities of sharing marketing strategies, as well as sharing of resources. There is also an opportunity to expand the business nationwide.
Since the company is doing really well in the market, having a single branch located at Tomas Morato, there is a probability that they could decide to expand by opening up another branch in another area. Doing so would increase the market share, and increasing the brand awareness among people, especially to the sectors unreached. Another significant opportunity of the company is to take advantage of the advancement of technology, and leveraging into such. Manual processes must be replaced with automated and advanced processes, and that could be done using technology. In the era that we live today, technology holds great advantages for every business. More advanced technology would give better results in terms of effectiveness and efficiency.
It is apparent that the threat of larger competitors is present in the industry where the business is in, same as other companies in different industries. Consulado has a number of competitors in the area, in which some of those have deeper pockets and wider networks. The presence of such could eat up the market share of the business. These more experienced competitors have been around in the country for years, making them more knowledgeable in the field. There is also the threat of inflation, where prices of commodities rise, causing the value of money to lower.
Such instance could result to lower number of customers, because it affects the spending capacity of people. Not just that, the rising taxes on commodities such as alcohol and tobacco, known as the sin tax, is also apparent. The business is engaged in the bar industry, selling alcohol and tobacco, aside from the other products such as food and mainly, the experience. Rising taxes on such may affect the company negatively, especially if the government decides to impose higher taxes than it already is.
Chapter 3 – IS Environmental Assessment (Current/Existing Systems)
3.1 Existing System
The existing system for Consulado is purely manual. The transactions are done
from person to person interaction and rarely do they use computers. The records from each department are integrated by collecting the processed data and formed into reports by a single staff member and then reviewed by the current managers for revision. The final report is then presented to the operating or managing partner/s.
3.2 Existing Process Flow Diagram
3.2.1 Current System (Customer Order Process)
3.2.2 Current System (Inventory and Purchasing System)
3.2.3 Current System (Payroll)
3.2.4 Current System (Accounting and Finance)
3.3 Existing Information Systems
Marketing and Sales Department – Manual
The marketing and sales departments of the business are in charge of attracting new and old customers to come and experience the nightlife. The department is very informal in such a way that there is no fixed employee for the specific job. In this department, all employees and shareholders are encouraged to speak out their mind and give suggestions. Although this is the case, the current operations manager is still the person with the last call.
The processes employed by the marketing and sales department are done manually. Each record or transaction is recorded manually in a logbook. Expenses paid for a marketing campaign for instance is recorded in a record book, thus resulting to confusion, double recording, or inefficient tracking.
Finance Department – Manual
The role of this department is to record all the purchases and sales incurred in business transactions. Everything else in this department is done manually. When purchasing, the department has to coordinate with a purchasing manager on what they have bought. Inventories are recorded manually on a logbook. These processes have often result to inaccurate or inconsistent records because of difficulties in monitoring or mistake in recording the purchased inventories for the week. The receipts are collected and filed on a weekly manner. All these transaction are also done manually. Receiving and collection transaction are manually written on a record book. Because of such, delays often occur making the process inefficient at times. Loss of receipts can also result to a problem, or loss of sales.
When selling, the only fixed products that are sold in the establishment are food and drinks. These entire items have a fixed price unless there is a promo for that day. Aside from these products, the business occasionally sells music videos upon request of a customer. These products are write on a sales invoice sheet which is then signed then and there by the customer and collected until final payment is done.
Human Resource Department – Manual
This department holds the resumes and profiles of each employee, from the bartenders to the waiters, from the chefs to the DJs, and from the bouncers to the security guards. When recruiting or interviewing a potential employee, the operations head usually calls for a meeting with the applicant along with all the heads of the other departments to ensure and test the applicants’ reliability and credibility. After the meeting, the applicant is asked to report to work a week later for testing before any contract is drafted.
Being a small company, the business can still monitor the number of application they get when they open up a position, thus not needing a database for such. Every HR function such as payroll, benefits, recruitment, and training are all done manually. The human resources staff is able to monitor and do the activities manually at the moment so the company does not
plan to employ an automated system for the department at present.
3.4 Existing IS Development/Maintenance Capabilities
The company states that there are minimal efforts in the development of better information systems and a satisfactory maintenance team that overlooks the system. The managers and top executives of the company are the main decision makers and feel that they have little funding as of the moment to focus and spend it on systems development.
3.5 Existing IT Infrastructure and Equipment
The company only has a training facility which they claim is the bar itself. An executive lounge is also available for meetings but is also available for public use if there is no scheduled meeting. For equipment, the company bought and installed a DJ booth, speakers and amplifiers, lighting and air-conditioning for the convenience of its employees and customers.
3.6 Major Current Capabilities
As of the moment, the company uses Windows-based computers installed in its main office. The company is located inside the bar wherein there is one (1) computer used for marketing and finance purposes. The hardware in use are old and outdated, which could cause delay in the processes needed. Most of the transactions are done manually using pen and paper including the receipt. See appendices for the list of hardware.
The company mainly uses Microsoft Office for recording and organizing purposes. The computers in the office have the common pre-installed applications in the Windows computers, and also have Internet applications such as Internet Explorer and Mozilla Firefox.
As mentioned, the company only uses pen and paper for its operations aside from some accounting records, which are done using Microsoft Excel and Attendance of employees and reservations using logbooks.
The company uses landline and cell phones as the main source of communication between departments and employees. At present, that is only the mode of communications among department and employees.
3.7 Difficulties Meeting Business Requirements
The company states that the following are the difficulties they encounter during business operations. First, the business that the company is in is very complex and complicated. There is never a day that is repeated more than twice. Unexpected situations and protocols happen without prior notice. It is not hard to imagine that customers are likely to get drunk and cause chaos in the place or accidents happening such as glass breaking, couches getting burnt from cigarettes and so on. Another difficulty is the misunderstanding or uncontrollable actions of the suppliers. There have been instances wherein the supplier failed to meet the demands and agreed terms of the company.
3.8 Anticipated Future Demands
In the industry that the company is in, the demand for expansion and better technology is inevitable. Once the company reaches a certain market share, there would be days that the company would not be able to serve everyone in the place. The place is only expected to reach a maximum of 200-250 guests in one night. Expansion of the place or in another location will be demanded. Aside from expansion, customers will always want the best quality in terms of service, music, lighting and products.
3.9 Description of the Present System -insert WCA framework
Chapter 4 – IS Impact on Company Mission and Strategy
Since the mission of Consulado is to provide the customers with great satisfaction by giving different experiences, the Information Systems Impact on this is providing them the opportunity to innovate. More than being helped by computers, the company will live by them, shaping their strategy and structure to fit new information technology that has been provided for them. Another IS Impact is that the employees’ performance will be altered since implementing a new system will decrease the risk of mistakes and business errors. Enhanced customer communications will also be improved to maintain excellent customer relations. Information Systems could influence faster decision-making because information is available immediately. And of course, a large impact of Information Systems on the company is increased profitability and improved control of costs and could potentially be an opportunity for growth and expansion.
Chapter 5 – IS Architecture
5.1 Description of Identified Information Systems
STEP 1. Summary of Business Activities Customers Order System
SALES PROCESSING SYSTEM
1. When customers come in, the waiter takes customer orders in an order form. 2. Waiter writes down order details and uses such to process receipts. 3. When customers are done, the waiter presents the bill. Once payment has been made, receipts are given to customers. 4. Payment transactions are all recorded by the Finance department,.
1. Employees check the stock levels and record everything in a notebook. 2.
Employees inform the purchasing manager the items that need to be reordered.
1. Purchasing manager issues a purchase order from the supplier. 2. Supplier is informed of the products the has been ordered. 3. Once products have been delivered, the accounting department pay the supplier and record the transactions in the logbook.
1. HR Department computes the monthly salary of each employee. 2. Once salaries are given to the employees, these are recorded in a logbook.
1. The finance department gets all the logbook of sales, purchases, and other expenses. 2. Manually computes for each, in order to generate reports.
5.2 Data Flow Diagram (ALL- HR, PURCHASING AND INVENTORY, SALES, FINANCE)
5.2.1 Sales Processing System
All sales transactions are manually logged into a logbook. Everything is totalled at the end of the day. These are all manually computed, in order to determine how much profit from sales been made for the day. This is owned by the sales department.
Every transaction is also recorded in a journal manually. At the end of the day, sales are reviewed and tallied how much income has been made the whole day. Products that have been ordered are all listed down, as well as the quantity ordered and other information related to such. This is owned by the finance department.
Purchased products or inventories are all recorded manually, the quantity and price of the product ordered, and the date it was ordered.
Human resource database
The monthly salaries and wages of employees are also recorded manually in a logbook owned by the HR department. Being a small company, the employees are not very hard to keep track, thus in the logbook, only the payroll, benefits, and other bonuses are recorded, in addition to the employee information.
Chapter 6 – The IT Strategy (New Developments)
6.1 New System Project Description
Since the company does everything manually, including recording of sales, purchases, and inventory, the researchers suggest that that the company should avail of the PLDT Checkout, a web-based point-of-sales (POS) system that targets to transform the manual processes of SMEs in doing sales and inventory. It allows businesses to have an automated system process of accepting and recording transactions regarding sales. In addition, it lets the business track and monitor the levels of inventory, as well as give real-time access to sales data. There are a lot of benefits the system could bring in to the company. First, it allows real time access to sales information, comprising of the sales number, the information, inventory, and other necessary information, anytime and anywhere as long as there is an internet connection or Wi-Fi.
Owners and managers need not be in store to be in charge of everything because PLDT Checkout allows access as long as there is a connection, so whether the owner is in a meeting, in a vacation, or simply put, anywhere, the owner can still be aware of what’s currently happening in the bar, and can control it. It also improves control of inventory. Now manual counting and manual checking of inventory can be eliminated, and replaced with an automated system. PLDT Checkout allows purchasing department to manage the inventory more efficiently, abolishing and lessening too much or too little order. It would also be easier to track because the purchaser would be notified when to order, how much to order, and what to order. What is also a benefit is that, it is very low cost and low maintenance. The monthly subscription already includes software updates and maintenance, as well as technical support from PLDT technical assistance.
In addition to the PLDT Checkout, the group would also like to suggest PLDT Cloud HR/ Payroll system, an easy-to-use, cloud-based application for business, that help businesses organize their records. It helps SMEs manage and monitor information about their company as well as process employee payroll. It allows access to employee information, compensation, benefits, timekeeping, and of course, payroll.
Users of the said system will able to define the default compensation and benefits, including the calculation per hour of the employees’ salaries and wages, the benefits received, and all the deductions as well. It would allow the user to maintain a copy of the related information regarding a certain employee, and allow him/ her to define the payroll dates, and working days of a certain worker. Employee management would also be improved, because the software would be able to generate the employee general information, from shift schedules, to leaves and absences, other details. Owners and managers can have the reports with just a single click; essential data is readily available thus making a quicker decision making on their part. Reports that can be made are: Payroll detail summary, SSS Contribution list, PhilHealth Contribution List, PAGIBIG Collection List, and Payroll Report.
6.2 Application Systems Development Strategy
The software proposed by the company would be hosted by PLDT. The program is POS Checkout system, to monitor sales, inventory and purchasing, as well to simplify generations of reports, plus an additional PLDT Cloud HR/ Payroll System, in order to simplify payroll and other human resource related task. This system that the group proposes would eliminate the manual processes of the company, such as using pen and paper for recording sales, purchasing and inventory, and payroll. Running of the tests to evaluate the performance of the system would be done. The system was proposed mainly to improve the recording of transaction in the business. The system would be storage for all the records, such as sales, inventory, payroll, and other necessary files needed by the school. It would also perform some output such as generating reports, and printing out of official receipts. Owners and managers would have the complete and full control over who can access the application in order to secure all the files and documents.
6.3 Data Management Strategy
Because of the proposed system by the group, the strategy for the data would be to plug them into the proposed system. Since everything is written down in separate logbooks depending on what kind of transaction, these would all have to be inputted in the system. The problem with that manual process is that, it is prone to errors. Employees can also manipulate the data, as well as it can also cause inconsistencies. It is also very time consuming and inaccurate.
It results to long waiting time on the side of the customers, and inefficient on the part of the staff. Given the situation, with the proposed system of the group, all the processes would be simplified and be easier and faster. The group then would like to propose the data to be transcribed into the proposed system, and classify it into the different databases, according to transaction. All the hard copy of the recorded transaction would be transferred into the system, and into the databases of the system. The company would hire a transcriber to do the task, in order for the company to continue on with its day to day operation while the new system is being integrated in the business.
6.4 New Capabilities Required
6.4.1 Hardware Strategy
Since the company currently has a single computer which is used for finance and marketing purposes. The group proposed for the company to buy another set of computer that would be used the cashier/ waiters in order to check the stocks available when the customers comes in and order. That way, the staff would not need to go to the backroom and manually look for the product or check if it is available. He/ she simply needs to check in the computer if stocks are available. The group proposes for the company to purchase a computer that has a higher memory and processing capacity in order for it to perform the desired functions well. This computer that the company should buy will be placed in the cashier area, in order for the waiter to check inventory and enter sales.
It would allow the cashier to access all the information needed. The other computer that the company owns at present would still be placed at the back office for generation of reports and all other necessary tasks that would need the use of a computer. It can also be used by managers to monitor sales, inventory, and human resource. It would be much easier this way, since transaction need not be recorded in the logbooks and then manually compute for each at the end of the day. Everything is stored in the system’s database, and can be stored and retrieved safely at any given time and place as long as there is an internet connection.
6.4.2 Software Strategy
The group would like to install or download the POS system as well as HR/ Payroll system offered by PLDT in both the computers owned by the company. Both computers would have access to the system, in order for the users, whoever it may be from any different, can be able to view or track sales, inventory or HR. Also, the group would like to install antivirus software in order to ensure that computers will run smoothly and avoid crashing of the two computers. Since the other computer already have Microsoft office installed in it, only the new computer that the group suggested for the company to purchase would be installed with MS office applications. It is so
because the group believed that it is a basic program that the employees need for making outputs. The group would not upgrade anything regarding the computers to be purchased.
The database of the system would be the RAM of the computers. All the records of the business would be placed there. In the system, all databases would be incorporated, except for the finance database. For Finance, the purchases and sales transactions would be recorded in the system, however other transactions such as utility expenses, water expenses, marketing expenses, and all others would be just in a separate record book. Sales, Human resource specifically payroll, inventory and purchasing database would be kept and integrated in the PLDT Checkout POS system and PLDT Cloud HR/ Payroll System. Other hard copies of documents would be kept by the finance department. Examples of such files would be official receipts, proof of delivery, and others.
For telecommunications strategy, the company would switch its service provider to PLDT. Since the company would avail of its services, it is only practical that all its network and telecommunications provider should be PLDT. Aside from the PLDT Checkout system for its POS, and PLDT Cloud for its HR/ Payroll system, the company would also apply for telecommunication and internet services, the PLDT myDSL. With the internet services, also comes free landline services. So in order to maximize its resources and be practical, Consulado should only stick to 1 service provider, and that is PLDT.
6.5 Organizational Strategy
There is no need for the company to employ and IT department, since the proposal is a web-based POS and HR system. Aside from the fact that the system is very easy to use, maintenance costs are already inclusive of the monthly subscription fee, it wouldn’t be practical to have an IT department since the business is a small-scaled company, the use of computers would not be as extensive as other large businesses. The maintenance of applications would be handled the host provider, PLDT. There would be several changes with how the business will continue with its operations and daily function.
Employees would now eliminate the use of paper in the different processes they have. Manual recordings would now be eliminated; the use of logbooks would totally be abolished as everything would now be computerized. All the employees need to do now is to access the program on the computer and look for the information they need, whether it may be inventory concerns, payroll concerns, etc. Everyone involved would be trained in using the system; these are the owners, managers, cashiers, HR, purchasing, and finance.
Chapter 7. Implementation Plan
7.1 Detailed Implementation Plan
Consulado is having a hard time regarding the handling of their sales, inventory, human resource, and payroll. Having the new system implemented as soon as possible is a must to avoid any more loss. After all the testing and debugging have been completed, the company should proceed to implementing the proposed system PLDT Checkout which is developed by PLDT and with the support of Alliance Software Inc.
Consulado should do the phased conversion method in implementing the new system.. This should be done by training the people who will use the new system, purchasing and installing the new equipment for the system in the establishment, converting all the old files from the old system, installing the new software, and repeatedly using the new system for familiarity. Phased conversion should be practiced by the company because it I’ll give the company the chance to still use the old system and the new one at the same time until the management and users completely replaced the old system to the new system in a gradual manner. This conversion method is arguably the least risk with respect to implementing the PLDT Checkout.
When the company starts using the new system and totally eliminate the old one, some processes from the old system will be gone, like the use of folders as a database, and log books for keeping and updating all the transactions that the company engages in. This method of implementation should help the bar be more organized in switching from the old one to the new system. The managers of Consulado should start the plan by training the new users how to utilize the newly applied information system, which in this case, all the employees of the bar so that they will know and understand their roles in order for the new system to help the company in the best way possible. The new system should be implemented now by the company in order for them to increase their profit, reach their desired market share, and for the management to be able to study and analyze this.
7.2 Anticipated Difficulties in Implementation
In implementing PLDT Checkout, and PLDT Cloud HR/ Payroll in the company, there might be some difficulties. First, it might take a lot of time for the employees of Consulado to adjust with this system and to familiarize themselves with the new processes brought by the innovation. Another difficulty could be from the installation of the hardware. There might be instances that the instruments won’t be installed properly resulting to malfunctions. There might also be about the software. There might be a chance that the debugging wasn’t perfectly done and obviously this could result to the system not to work as planned. Another difficulty could be connected with the database. This might not save the information needed by the company that needs to be accessed by the users. Of course there are still difficulties not mentioned but hopefully the new system works well and the company will be satisfied.
7.3 Progress Report
The programmer must be able to update the managers at least once or twice a week. This should be done in order for the managers to make sure that the programmer is doing all the things he needs to do in order for the new system to be successful. Through this, the company can start using the system as early as possible.
The programmer should go to the bar to do some training programs or
demonstrations for the employees. Doing this will help the managers see if the programmer is doing what they really want and if the system really satisfies their interests. In this way, if the managers have problems with the system or needs to inquire about something, the programmer could make adjustments right away. The most important thing about this is that by the time the system is ready, the employees of the bar would perfectly know the entire system and master on how to use it.
Chapter 8. IS Development Schedule
8.1 IS Development Plan
The first step is to see what Consulado needs in order for them to improve their status in the market. We observe their current problems and problems that they may encounter and also how they run their business.
After analyzing, a plan will be created regarding the problems identified. And talking about the problems of this business, it is PLDT Chceckout and PLDT Cloud HR/ Payroll. This plan also includes the whole system, how it works, what hardware needed, and who will benefit from this information system.
The prices of the hardware and software requirements will be calculated and if the amount of cost is higher than the amount of benefits, an alternative plan will be created. After calculating the costs and benefits, it is time to purchase the hardware and software requirements.
The newly acquired hardware and software for PLDT Checkout will be tested before the users take over and operate for the business. If any errors come up, revisions will be done until it is according to the Information System Plan.
For the system to be as successful as expected, employees should know how to use it and its potential. Having training sessions will help them understand fully the entire system.
After making sure that the hardware and software work well according to Consulado’s interests, employees will now start to use the new system. Software maintenance will happen from time to time to make sure that the system is working properly and to avoid potential breakdowns.
8.2 Schedule of Systems Development (Gantt Chart)
First, the analysts should go to the bar in order for them to survey the establishment and interview the managers and some employees. In this way, they could have initial observations and asses the current system that the company has. Doing this, they could gather sufficient data in order for them to analyze and identify the things that they have to look for. After gathering data, the analysts now should do some initial research based on the data they have gathered. Then, they should analyze on where the company could improve or they could replace in order for them to solve their current issues. After analyzing, they should now design an information system to solve the problem/s identified.
As soon as they’re done designing, they should now canvass for the hardware and software requirements and look for the right price that wouldn’t cost as much but will give the company the outcome that is desires. Next, the analysts should design a data flow diagram that the new system will follow. As soon as it is accomplished, the software chosen should now be acquired. Then, the analysts should present to the company their proposed solution. After that, if the company is satisfied with the proposed solution, they should acquire the hardware requirements. Testing and debugging should come after that. After everything is observed to run smoothly, the new information system should be implemented in the operations of the company. Chapter 9. Budget Requirements
PLDT CHECKOUT POS + PLDT CLOUD FOR HUMAN RESOURCE/ PAYROLL
( PLDT Checkout + Cloud Software by PLDT and Alliance Software Incorporated)- monthly fee of P2,750 for a lock in of 2 years for PLDT Checkout, and monthly fee of 5,000 for PLDT cloud) Hardware
HP Pavilion p2-1213d Desktop (P15,000)
AcuTeQ Cash Drawer (RJ11 Interface) (P3,000)
The training fee for the employees in operating PLDT Checkout is already included in the package fee. PLDT Web-based POS system gives the option to let the experts do the maintenance with an assured 24/7 performance. The training of the employees would involve a hands-on monitoring and instructions from a representative from Alliance Software Inc. or from PLDT.
The maintenance is absolutely free since the company would pay Php 2,750.00 for the system and the maintenance and repair is already included.
OPTION #2: WEB POS SYSTEM + HARDWARE
(2) Zenis POS 3000 with Free MSR ( Php 55,000.00)
Processor: Intel Atom D525 Dual Core (1.8 GHz, 1 MB Cache)
Hard Drive: 250GB Internal Hard Drive
Memory: 2GB DDR3, SODIMM
Touch Panel: 5 wired resistive touch
· (2) PRP – 188 Thermal Receipt Printer (Php 11, 000.00) Heavy Duty Thermal Printer for receipt and kitchen
Interface: Multiple Interface (USB, SERIAL and ETHERNET) Print Speed: 250mm/sec
Paper width: 79.5mm x 0.5mm
Command set: ECS/POS Compatible
(2) AcuTeQ Cash Drawer (RJ11 Interface) (Php 3, 300.00)
Made of heavy gauge steel, suitable for heavy duty use and prolonged operational life, the ideal choice for reliability and perfect platform for any POS terminal also the ideal base for large size
9.2 Potential Savings
The potential savings will probably come from the people who will operate the system because the company would not need to hire new employees to handle the system. The bar will just have some of its current employees to train before using the PLDT Checkout. The managers should expect an increase in their profit due to the benefits that the system will bring to their sales and inventory management.
9.3 Cost/ benefit analysis
PLDT Checkout POS + PLDT Cloud HR/ payroll
9.4 IS Development Five Year Plan
It can be seen that the company will be able to support itself without the need to borrow money from the bank or any other financial sources. This is because the company’s revenue is much greater than its costs. By simply looking at the Net Present Value of 1,728,806.76 which is clearly far from zero. Moreover, it is expected that in this case, the return on investment is very high.
WEBPOS System + hardware
9.5 Five Year Funding Requirements
It can be seen in the two tables that the company will be able to survive even without the help of any loaning activities from the bank or from other financing institutions. The company’s income is much greater than its cost. The net present value of 1,728,806.76 and 1,693,516.76 which are way greater than 0, simply says that the company is economically feasible. Plus the return on investment of 12.29 and 9.96 in just a few number of years show the effectiveness of the management in generating profits.
9.6 Five Year Budgetary requirements
9.7 Training Cost
There is no training cost for the PLDT Checkout but the company could ask for assistance and PLDT or the Alliance Software Inc. would be glad to help out and visit the establishment to help out the users and answer all their problems regarding the system. This service is inclusive in the monthly fee that the company pays. The service mentioned would also involve hands-on monitoring and a representative from the Alliance Software Inc. and PLDT will conduct a “lecture” for the employees regarding the use of PLDT Checkout and PLDT Cloud for HR and Payroll.
Chapter 10 Design and Implementation Issues
10.1 Data Requirement and Operation
As a newcomer in the industry having a mission to provide continuous excellence in terms of customer service, aiming to provide only the best experience to its clients, it is necessary for the company to find a more effective and systematic ways of storing data and accomplishing tasks efficiently. Considering that the current business processes employed by the company are of manual procedures, Consulado needs to adapt a new system, a system which would eliminate the manual processes, instead, transforming such to automated processes, in order to be more effective and efficient in delivering service to its internal and external customers. To save time, eliminate redundancy, and improve accuracy, the system needs to be automated.
A problem that the company needs to solve is regarding data input and storage. The company uses pen and paper in recording all the transactions, whether it may be sales or purchases of products, accounting records, such as payroll and other transactions. A list of the databases that will be needed by the different departments of the company are the following:
Sales Records- this database shows all the sales transactions of the company and all the details concerning such. Employee records- All the basic and needed information about the employees will be kept in this folder. The attendance, constitutional benefits and bonuses will be shown in the folder in order to compute for the monthly salary. Inventory database- In this database, the company’s inventory will be placed. Instead of using pen and paper to monitor the stock level, using a computerized database will be more effective and practical since it is less prone to errors, and it is more accurate. It will also eliminate data manipulation and redundancy. Accounting database- Purchases, sales, payroll, and other transaction are stored in the accounting database to track the income/ loss of the company, and to determine the amount of money that goes in and out of the business.
In addition to these databases, the company also needs a system wherein difference users can access data at any time, in order to help them make timely and informed decisions and to be aware of the day to day transactions and situation of the company.
10.2 The Proposed System (Automation System)
EXPLAIN THE PROPOSED SYSTEM
A major component of the proposed system is its management of data, through the use of computers in the branch, which can also be accessed by the owner anytime using another computer as long as it has internet connection. With their units, every user can access the exact same data. However, it would be limited by the users personal identification. It will require an identification and password, in order to access the desired information. This is to prevent anyone from just accessing important and confidential information. It is only the owner who has the access to every data and information in the system.
For the sales department, everyone concerned and involved in the department such as the cashiers and waiters would have access to the system. This is to record the sales transaction and to check the inventory or stocks if ever a customer orders from them. All the sales transactions would be stored in the sales database. Inventory inquiries would be retrieved and checked in the inventory database.
The finance can also access this as this information is needed for them to generate reports. For purchasing materials and products, all transactions would also be recorded in the purchase database. To know whether there is a need to order products, the users, in this case the employee assigned or the purchasing manager would have to check the inventory levels. If stocks are low already, then this would prompt the purchasing manager to order products from its supplier. If in case the purchasing has already ordered, all the transaction would now be recorded, and can also be accessed by the Finance department since this would be needed for generation of reports. These would be stored in the purchasing inventory.
For HR/ payroll department, all employees can access the system, as it involves all of them. They can see all their records, the general information, payroll, attendance and others. These data and information are all stored in the Human resource database. Payroll can be accessed by Finance department since this is needed for reports. Given all of this, storing and retrieving data is made easier, since it is all in the program.
10.3 Proposed Process Flow Diagram
10.3.1 Customer Order Process
10.3.2 Purchasing and Inventory
10.3.3 Payroll Process
10.3.4. Accounting and Finance
10.4 ER Diagram- show also Normalization tables
10.5 Description of the ER Diagram
Basically the ER diagram above shows the simplified approach of how the system works with the presence of the databases. It shows the information and data stored in each of the database, and how it has a relationship with another entity who can also access it, and is needed for the processes employed by such entity. For instance, sales and purchases transactions are directly related with finance, since it is needed to generate financial reports. The relationship of each of the different entities are also shown in the ER diagram.
10.6 Database Tables- discuss also any design decisions due to certain constraints or other reasons
Each table contains the list of information of the departments. Additional information are also included; for inventory, the product codes, product quantity, date delivered, and expiration date are all indicated. All the information are closely linked together in order to point out which information belongs to what department. For the records generated from the different department, such as sales, inventory, and finance, they are stored in a database that are linked with one another. For instance, a sales transaction would immediately update the inventory and finance. Every information from all the departments are added into each of their data storage.
10.7 Query Operations
One of the solutions that is proposed is to help the company with categorization of data. Instead of manually writing in a logbook, the group thinks it would be better to have it categorized so that the users would have an easier time in finding the information, data, or record that they need. First, once the user logs in the POS system, it would automatically generate choices such as input sales, inventory levels, sales levels, and others. To access the information, a username and password is required in
order to limit the access to such information. With every database come queries that will filter the information needed. The following are queries for the proposed system.
Sales record open with a list of options that the user wants and wishes to view: – Daily sales in order to monitor how much sales the company is making each day – Monthly sales to determine the sales that has occurred for a given month – Average level of sales
Inventory file opens a list of the of the products or stocks of the company, which are categorized into: – Inventory levels at the moment in order to prompt the purchasing staff to when and what to order – Fast moving product and slow moving product line to determine which products are patronized by the customers – Products that are nearing its expiration date, in order for the company to avoid stock spoilage or to prevent such products from going to waste
The employee file opens a list of options that would filter the employee that the user would like to find. The list include: -All the different departments to filter the employees belonging in these different departments
Chapter 11 Testing and debugging
The company, having implemented the system PLDT Checkout System for its Point-of-sales and PLDT Cloud for its Human Resource specifically payroll system will undertake testing to detect errors in coding and to make sure that the system is running smoothly. Function testing would be able to determine if the integrated system is able to perform or do the functional requirements needed by the company. In addition, the integrated system would also undergo performance testing to see how well the system works, if the system is accurate and reliable. Acceptance testing would also be done to ensure that the actual users would accept the proposed system. Opinions, suggestions, and comments arising from the tests would be taken into account also to ensure that the requirements of the company are met, and that the users would be comfortable enough to accept and use the system.
Chapter 12 Conclusion
PLDT Checkout + PLDT cloud Software
WEB POS System
At present, the company’s technical resources are sufficient for the new system. It would only involve buying of a new desktop computer for the cashier to check the available stocks, as well as a cash drawer to put the payments of the customers.
Currently, the company doesn’t have the technical resources to support the new system. The WEB POS system would include buying a whole POS terminal, plus a printer, cash drawer and all other peripherals needed for it to operate.
To make use of the proposed system, there are very minimal time and money needed. Since the system is based on the internet, and there is no need for a big investment on the set of hardware, the company would not have to worry about that aspect. The investment would also not hamper cash flow. Maintenance is also already included in the monthly subscription, as well as the training.
The system needs a lot of time and money for it to be used by the company. A bigger investment is needed, and there a lot of hardware requirements. Aside from that, training and maintenance also has costs, which the company would have to incur once they make use of the system. Given that instance, the company won’t be able to gain back that huge amount of investment. It is not
practical for a small company like Consulado to invest in such system at the moment. SCORE: 65
The system is very user friendly. It is easy to use so it is certain that the human resource of the organization would be comfortable to operate the system once it has been installed. Training is also free of charge by PLDT, so it is guaranteed they will be able to be comfortable in using the system, and would produce the positive benefits brought about by the system.
WEB POS system is also a user friendly system. It is one of the main benefits of the system. Software Alliance Inc. made sure that the users would feel comfortable in operating the system, in order to produce good results with the use of the system. Training is also provided by the company.
TOTAL AVERAGE SCORE 86.67 75 After analysing the feasibility of the proposed system versus the other alternative, the group has come up with the conclusion to make use of PLDT Checkout + PLDT cloud for Human resource system. The alternative, which is the WEB POS system is a good choice, however, it would not work for the company given that it requires a huge amount of investment for its software licenses, the software itself, in addition to the hardware requirements.
While both systems have the same characteristics in which both are based on the web, and both are operationally feasible in a way that the users can adjust to both systems given that both are very easy to use, PLDT checkout + PLDT cloud for HR is the one that would be the most practical and would work best for the business, as it is really made for small to medium enterprise, as compared to WEB POS which is really designed for large enterprises, or businesses having several branches. In terms of technical feasibility, it is the PLDT Checkout + PLDT Cloud that can be accommodated by the current technical resources of the company.
Aznar, M. A. (2011, May 23). PLDT unveils ‘cheaper’ web-based POS system for small enterprises. In Sun Star Cebu. Retrieved August 4, 2013, from http://www.sunstar.com.ph/cebu/business/2011/05/23/pldt-unveils-cheaper-web-based-pos-system-small-enterprises-157079
Cafés/Bars in the Philippines (2012, October). In EUROMONITOR INTERNATIONAL. Retrieved August 5, 2013, from http://www.euromonitor.com/cafes-bars-in-the-philippines/report