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Assignment One

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Assignment 1

Systems Analysis and Design CIS210
April 20, 2014

In today’s market a business must be able to adapt to change and be able to provide a service that is reliable and fast. In this week’s assignment, our task is to automate our sisters clothing store from a manual tracking and ordering system, to an updated fully automated system. This type of systems request is usually the starting point of projects. Systems requests will help the business improve service to customers and reduce costs (Shelly-Rosenblatt, pg 59). In order to do this we will need to discuss the equipment, the cost of the system, what it takes to maintain the system and provide a chart that explains the dataflow of what we created.
To make the store automated we will need to purchase some hardware. The store is on a budget, which means I’ve broke it down to what I feel is the bare necessity needed to make this store automated. The hardware description is basic but consists of a computer, operating system, external devices (i.e. printers, fax machine, copier), keyboard, router and a mouse. You can see what it will look like in figure 1. This is working under the assumption our sister didn’t have any of this beforehand. After the purchase and set up of the hardware, the software upgrade is required. Software may drive the requirements for more hardware to be purchased. If we go with a more expensive software package we will need to purchase scanners. This is necessary to keep up with the amount of products coming in and leaving the store.

Figure 1
Software is a tricky subject. You can pay someone to write a program for you. Allowing you to input your inventory manually and making you keep up with any coding issues. Another option is to buy an inventory tracking system software package. It would be like buying your normal computers operating system, but specifically for retail businesses like this one. After the product has been installed and training has been provided on its use, it should be simple to work and support is only a phone call away. I feel this will be the most expensive part of our upgrade. A decision would have to be made on the type of software to purchase. One software package still requires the employee’s to track the data as it comes and goes into the store. Another software package allows the database to be updated as products leave the store. This method will be more expensive but will provide the greatest information on sales and tracking.
After setting up the hardware and installing the software, all employees must be trained on the new software. Training is a portion of maintenance that can’t be ignored. It must be embraced by all employees and training will help them understand a database is only as good as the information entered into it. Other maintenance to be considered will be the purchasing of paper, ink, eventually the upgrade of our sisters hardware and software. All of the maintenance issues discussed can be addressed with proper budgeting and time management.
The last cost to keep in mind is support. I’m not sure if our sister’s store has an IT department but if it doesn’t then support will be necessary. It will take time to teach all the employees how to operate the new system. This could range from the first product purchased after the upgrade to existing products currently on the shelf. What happens if there is an issue with the software? Is anyone there capable of debugging or getting the system back to operational? Can anyone at the store load the backups of the system?
It may seem a little overwhelming at first, but upgrading the manual tracking system to a fully automated system will save money in the long term. The business will be able to keep track of products that customers are purchasing large quantities of and the business can stop stocking up on products that aren’t creating high sales. It’s a new way of doing business and some growing pains are to be expected but once everyone is trained and capable, it will save hours and cost to the business.

Works Cited:
Shelly, Rosenblatt. (2012). Systems Analysis and Design (9th
Ed). Mason, Ohio: Cengage Learning

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