POWER Movie Collections

Power Movie Collections
2014

2014
Table of Content
Business Profile Background
Description of Existing System and its Problem
Our Objectives
Evaluation of the Existing system
Possible Solutions
Alternative Solutions
Evaluation of Alternative Solutions
Recommended System
Evaluation of Recommended System
Business Profile Background

2

2014
Our shop POWER MOVIE COLLECTIONS. This shop was
opened in the 1998. Our business first started out as
small and unstable shop, selling only few variety of
movie. The gradual development around the are
encouraged us to improve and expand our business. And
soon our shop achieved popularity among the locals. Our
shop attracted more customers and our companys profit
had increased dramatically.
We have movies of since the 90 s and till the latest
arrivals. Our branches are in Kiarong, Lambak Kanan and
in Muara. Our main office is located in Kiarong branch.
And soon more branches of our shop maybe opened.
Description of Existing Systems and its

Problems
3

2014
The shop has completely a manual database system.
Both the employer and the employees usually handle the
shop. But this is not able to keep up with the constant
expansion and the shop is facing numerous problems.
The common problems are:

1. With the current system it is very difficult to deal with
the customers.
2. There is difficulties for storing the records of the
transactions, stock details and complaints and
suggestions from the customers.
3. Supply of items are not kept properly and are
jumbled up.
4. Verification is not appropriate as it is done orally so
error or financial losses can be made.
5. No proper stock management is made, and it is
difficult to determine how much stock of items is left.
6. The shelves are not categorized, whereby as it makes
the transactions slow.
7. The manual system is not secure enough and these
can be easily robbed.
8. The manual system is time consuming which
exhausts the employer and the employees.
9. The manual system is unsuccessful as human error
can be prevailed.
10.
With the manual system it is too difficult to
analyze the business as it is difficult to evaluate the
customers choice and preference.
11.
Manual system makes financial analysis difficult.
4

2014
12.
Human error such as giving the wrong movie,
charging extra money also reduces the customer
trust on the shop.
Our Objectives
Computer-related Objectives:
1. There is a need of computerized system which should
reduce the workload on the staff.
2. The new system should be quick so time is not
wasted on small issues.
3. The security system should be improved to prevent
the access of unauthorized access by setting
passwords and using encryption.
4. The new system should reduce the paper work so the
owner has to pay the initial cost of buying computers
so less money could be spend.
5. The procedure to store the records anything should
be refined by using GUI (Graphical User Interface).
6. The new system should be smooth as compared to
current manual system which is tiresome.
7. There should be a backup facility in the new system
so if the data gets corrupted then the backup can be
used (Keeping generation of files).
8. The new system should be documented. Both user
documentation and technical documentation should
be available.
9. It should also have verification and validation checks
to reduce the chances of errors.
5

2014
General Business-related Objectives:

1. The new system should speed up the process of
transactions, stock management, and complaints.
2. There should be a database created which would
store the records of the Items Reordered,
Transactions, Suppliers, Complaints, Supply Received
and Employees.
3. The database should generate the Transaction
Invoice and the invoice should be kept so it is easy
for verification for item being exchanged or returned.
4. The invoice should be given a special code
(Transaction ID) written on it so fraud cannot be
done.
5. The process of invoice making should be more
simplified.
6. Items should be also categorized in the database and
the stock of each item should be also stored.
7. A database should be created that can be easily
altered like merging and updating the records.
8. The stock should be well-managed on the shelves so
that there is no delay in the transactions and
employees do no fell exhausted.
9. The calculation task should also be handled by the
computer system as there will be fewer chances of
errors.
10.
The new system should have tables for storing
shop related information. Queries for searching
particular item.
6

2014
Evaluation of the Existing System

Advantages of Existing System:
1. Cheap and easy in usage
The present system is very cost-effective as there
is no need of expensive equipment. It is also very
easy to use and employees do not have to go
through any particular training.
2. Cost-effective
Since no machines are needed, not much electrical
units are consumed, cutting down the running
costs.
3. Data is not lost in a power failure
Since the data does not rely upon computers, data
is not lost in a power failure. This proves to be very
useful since stock and sales data is not lost when
necessary at times.
4. Easy to implement
The existing system is very simple and easy to
implement. There is no need for machines so the
work done is not complicated. The current system
is also quite quick.

2014
5. Advanced skill is not required for the staff
As no complicated machinery is used, the current
employees that operate the stock control and sales
system do not have to be very learned or educated.
They can be moderately qualified.
Disadvantages of Existing system:

1. Too much of paper usage
The current system uses a lot of paper for the
storage of information of stocks, sales, supplies etc.
The employee has to manage many registers at
once, which leads to too much paper being used.
Used up registers are kept aside, which may also
mean that they can be misplaced or lost. The large
number of registers used also means that a storage
area such as a shelf is required.
2. Inaccurate data input and output
Since huge amounts of data are kept, there are
chances of transcription and transposition errors in
generating reports. There is a more likelihood of
miscommunication and human mistakes, which will
produce inaccurate data. Illegible writing may also
be responsible for damaged data.
8

2014
3. The manual system is slow, time-consuming
and tedious
The existing system is very slow, as many tasks are
carried out, for example searching for an item may
take a long time. It creates delays, causing the
buyers to become impatient.
4. Insecure data
The registers are kept at the counter that is
accessible to anyone. Anyone can easily tamper
with the data. The registers can easily be damaged
or stolen as they are not locked up.
5. More labor is required
In the manual system, a lot of tasks are carried out
and therefore more labor is required.
Possible solutions
Description
Solution:
and
Evaluation
of
Possible

2014
The objectives and aims of new system can be achieved
by implementing one of these solutions. Every solution is
evaluated so that conclusion can be drawn which solution
makes the objectives more achievable.
Properly managed manual system:

Well experienced workers can be employed to
prevent the mistakes being committed. This can make
transactions more simple and easy to manipulate.
Similarly marking the shelves manually can also prevent
the confusion of the place of different movie lists. Giving
the breaks to the employees during working hours is not
only healthier for the employees but is can also avoid
errors.
The Alternative Solutions

1. Hiring more staff
The company may hire more units of labor so that
the work can be separated in to particular tasks and
can be carried out by its specialists.
2. Use ready-made software
10

2014
The company could use electronic organization

software which are already available in the market.
This will consume less-time and errors will be
minimized.
3. Computerization using Spreadsheets

Records can be computerized using spreadsheets,
which will enable the sales person to perform
searches quickly and accurately. Spreadsheet
packages can easily carry out complex calculations
with the help of formulae and functions.
4. Computerization using High Level Language Software
The shop can have a made to order software,

created using a High Level Language, like Visual
Basic. The software will be fully customized
according to the shop's needs. Inserting, and editing
records will be easy.
11

2014
Evaluations of Alternatives
1. Hiring more staf
Advantages:
More tasks are carried out simultaneously.

Takes less time to perform calculations.
Minimizes the time wasted.
A separate employee can be hired to do specific jobs
so that the job is done more efficiently. E.g. an
employee for organizing the item records and
another for searching one particular item record.
Disadvantages
More money is spent hiring more employees.
Errors can still occur in the calculation of numbers in
the tests due to poor mathematics or missing of any
record or marks.
Errors can still occur as it is manual checking and the
human can let go any mistake in the document.
Chances of human errors still apply.
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2014
2. Use ready-made software

Advantages:
The software will be user-friendly, easy and simple to
use.
Time will be saved as the work will not be done
manually.
The software will be error-free.
Disadvantages
The software may cost a lot of money.
Some addition features may not be present in the
software.
The software will not be customized according to the
wishes of the shop.
3. Computerization using spreadsheets

Advantages:
Very easy to store and view data as it is organized.
This method has a low cost of implementation as it
can be developed cheaply.
Spreadsheet packages are capable of performing
tasks very quickly, so time will be saved.
13

2014
Disadvantages
A computer literate would be required who is familiar
with spreadsheet packages. This will affect monthly
costs.
Data can be hacked as compared to databases and
other software as there is no password protect in
spreadsheet packages.
The organization will not be very efficient and
customizable compared to other software such as
database software.
Recommended System
In my opinion, computers using high level language
software such as Visual Basic would be the preferable
alternative solution for Power Movie Collections.
Reasons for its recommendations are as follows:
14

2014
Reasons for Recommendation

1. Fast, accurate and reliable
Present day computers are very fast and are
accurate due to validation checks. This will prevent
invalid item records from being added to the
database. Since computers are very fats, customers
will not get annoyed waiting in queues for delays.
2. Less labor required
Since all the records are saved into the computer,
item records can be easily found or added without
the need of extra workers.
3. Secure
A login system can be made to prevent access from
unauthorized personnel or hackers. This will make
the system secure from theft.
4. Low running cost
The initial cost of the high level language software
will be quite high, but the only running costs after
that will be the power consumption cost and
maintenance cost. Labor costs are also cut.
5. Easy and efficient data organization
The data can be organized efficiently in the form of
tables and forms. Record searches are fast and
simple. Data can easily be edited and sorted.
15

2014
6. Easy to create backups and saving physical
space
Backups will be very easy to create as they can
simply be copied to USBs, flash disks, CD-ROMs, etc.
Less space will also be occupied as there will be no
need to keep cabinets to put registers in, only space
for a computer will be required.
7. More customizable
Applications developed using high level programming
language is easily customizable and efficient than a
database software.
Evaluation of Recommended System

Advantages:
1. The system would be easy to use and user-friendly.
Searching, editing, deleting and adding records
would be simple.
2. Searching for a record will not become an
annoyance as all records will be stored in a
database which is organized and easy to retrieve
data from.
3. The system will be quite cheap, as there is no need
to pay the salaries of the extra workers required in
the previous system.
4. Since the data will be stored in a computer, there
will be no need of file cabinets. This will help save
space and improve working conditions.
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2014
5. Using a login system, data can be kept secure from
hackers. This will make the proposed system safe
and secure.
6. There will be no need of hiring extra employees for
certain jobs such as searching. The computer can
perform
all
tasks
such
as
searching/deleting/adding and even checking
whether the data entered by the data entry
operator is valid or not.
7. All the grammatical and punctuation mistakes are
always identified in MS Word. This special feature
will prompt the data entry operator to make
amendments.
8. The software will be totally customizable according
to the needs of the shop. Efficient and quick data
organization as well as automatic reminders when
the stock is low will be possible.
Disadvantages
1. Power usage will increase dramatically. This will
increase electrical costs and therefore more money
will be required.
2. Power failures may occur which can lead to data
loss and hardware malfunction. Sometimes, the
system can breakdown if there is a power failure
causing all data to be lost.
17

2014
3. Despite various security measures, the system will
be vulnerable to viruses, Trojans, etc.
4. A system specialist who is able to work with
databases will be required. This again will affect
monthly costs.
5. Staff will be needed to trained to the computerized
system.
6. The initial expense of building the software will be
very costly.
7. Technical errors may be difficult to fix without
programming knowledge.
8.
18

2014
19

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