9/23/2019

Cathy’s Bakery | form4

Cathy’s
BAKERY DATABASE MANAGEMENT SYSTEM
bakery

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NAME : FAITH

SURNAME : DZIRIPI

PROJECT TITLE : CATHY’S BAKERY

CENTRE NUMBER :020336

CANDIDATE NUMBER : 3062

CENTRE NAME : ST DOMINIC’S

HIGH SCHOOL

YEAR : 2019

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 1. SELECTION ,INVESTIGATION AND ANALYSIS

1.1. BACKGROUND INFORMATION………………………………………..……...…...4

1.2. INVESTIGATION OF THE CURRENT SYSTEM………….…………………….....5
1.3. BROAD DESCRIPTION……………………………………………………….…......7
1.4. EVALUATION OF CURRENT SYSTEM…….…………….….……………….........8
1.5. REQUIREMENTS SPECIFICATION……….……………………………….……....9
1.6. OBJECTIVES AND AIMS……….……………………………………….…………..16
1.7. EVIDENCE OF RESEARCH…………………………….…………………..……...17

2. DESIGN
2.1 ALTERNATIVEMETHODS……………………………………………………...…..18
2.2 JUSTIFICATION………………...........................................................................23
2.3 INPUTDESIGN…………………………...…………………….……………....…….21
2.4 OUTPUT DESIGN…………….…………………………………………………......23
2.5 TEST PLAN………………………………….……………………………….............25

3. SOFTWARE DEVELOPMENT
3.1TECHNICAL
DOCUMENTATION...........................................................29
3.2. PSEUDOCODES……………….…………………………..........……………………..31
3.3. FLOWCHARTS………………………………………….………………..…….……....32
3.4. PROGRAM LISTING.………………………………………….……………...…...…...33
3.5 USER DOCUMENTATION …..………………………….………………………….….33

4. TESTING AND EVALUATION

4.1 .USER TESTING……………………………………………………………………....….40
4.2. EVALUATION OF THE SYSTEM……………………………………………………....43
4.3 LIMITATIONS…………………………………………………………………………..…44
4.4 OPPORTUNITIES FOR FURTHER DEVELOPMENT...............................................45

5. APPENDIX

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SECTION A: Selection, Investigation and
Analysis

1.1 problem definition

Cathy’s Bakery located in Dangamvura was created on the 11th of January 2019 which accomodates a maximum

of fifteen (15) people; the customer requests an order to the sales man using the Bakery Production Book

provided by the sales man where there is a list of all the products to be ordered in this Bakery including bread,

muffins and all other different bakery products. The taken order is then recorded in the Orders book which is

used for recording orders. The customer then pays for her/his selected goods in credit, cash using different

methods like swipe and eco-cash which is a little expensive since charges are recently increasing day in and day

out due to economical factors. If the customer pays the order in cash, he/she is given a receipt . The money paid

is then recorded in the Stock Book for record keeping. If it is a credit order, the customer is given an invoice for

record keeping once again .The Customer List is to be recorded daily at the end of each day for record keeping

and to trace creditors and the profit for the day. The customer comes to collect her products at a due order date

which she/he would have been given by the salesman. After every week reports on Bakery Orders production,

Bakery Staff List are made by the Bakery clerk for record keeping and trace any embezzlements or shortages

which could have been made.

1.2 Investigation of the current system

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Interview Guide
1 When did you start your business?

...................................................................................................................................................................

2. What was your ambition in starting this big business in an area like Mutare?

……………………………………………………………………………………………………………………….

3. Talking of your ambition, what have you achieved so far?

………………………………………………………………………………………………………………………..

4. Have you faced problems in your production process?

…………………………………………………………………………………………………………………………..

5. Can you please state out one of the problems?

……………………………………………………………………………………………………………………………

6. How did you manage to solve such problems?

……………………………………………………………………………………………………………………………

7.With this manual system, how many workers do you need per working process?

...........................................................................................................................................................................

8.In line with the number of workers, is the number of workers not affecting your procedures and profit makings?

…………………………………………………………………………………………………………………………

9. If a problem arises,how do you know the worker responsible for that

duty? ................................................................................

Questionnaires

1. When did you start this business?

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 Answer:

2. Do you have any branches or business friends?

Yes No

3. What are your production and selling hours?

Answer:

5. What type of system do you use?

Answer

6. Which do you prefer the most between cash and credit?

Cash: Credit:

9. 14. Do you have a backup of all the information about your business progressions?

Yes: No:

10. What is the maximum and minimum number of baked products do you sell per day??

Maximum: : Minimum:

1.3 BROAD DESCRIPTION OF EXISTING

SYSTEM

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At Cathy’s Bakery no back-up copies are stored and if the current books are lost or accidentally burnt then all

records will be lost. It is difficult to retrieve product or customer records as they are not stored on a disk where

there is direct access to the information about them. There is a big risk of calculation errors e.g. when calculating

the price of a certain number of products when selling them and when entering them in their respective books.

There are many cases of compiling wrong daily product orders reports due to errors on quantity bought. There is

also poor letter quality of customer records. Products are easily stolen because some of them are intentionally

not entered in the books or written in wrong figures. They are also stolen easily because of the exposure of the

system to everyone in the company i.e. any worker can access the record books easily without any password

needed as the system is manual and also he/she can make alterations to the records which will at the end result

in having many losses and little profits and there by leading to the decline of the business.

Inputs: In the Orders Book,there is the input of customeer ID,first name,surname,product name,amount

and quantity

In the Staff Book,there is the input of Worker’s ID,First name,surname and duty

Output: After the records are recorded the paper that has the details of the customer is ripped out of the output
book and the paper is given to the customer as a receipt. The receipt contains the following details, first name,

surname, phone number and name of movie

Process: There is recording of customer records in the books. There is also recording of orders ordered
records .The tearing of pages that would act as receipts is also included

STORAGE: After the process the books are then put into a small lockable wooden box for safe keeping

1.4 EVALUATION OF CURRENT SYSTEM

Weaknesses

♣ It takes a lot of time to find a customer name who ordered the product since the customer names are

written randomly.

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 ♣ The clerk might record wrong order customer records due to tiredness ,repetitive work like recording

order, date in the Stock book each time a customer orders.

♣ There is deterioration of pages flipping over in search of customer name that comes to collect or to pay

for the product ordered.

♣ There are many calculations involved on Bakery and therefore, there are high cases of compiling wrong

daily product orders reports due human errors.

♣ The Bakery may run out of products on stock without being aware since there is no stock update.

♣ If the clerk transfers to another bakery of the organization, it will be difficult for the new clerk to see

clearly the handwriting of the other. This will result in wrong product production reports transferred from

one book to another e.g. from Bakery production book to Bakery book

♣ Much storage space is needed for increasing the volume of product orders record books as they

became filled up.

♣ There is no controlled access to the customer records as any unauthorized individuals can gain access

to the customer records.

♣ The compiled monthly product orders reports look untidy due to presence of product order errors.

♣ Poor letter quality of product order record are produced

Strengths

♣ Orders are taken at anytime of the day since there is no need for electricity

♣ No health problems like eye problems or Repetitive Strain Injury (RSI) due to the long or incorrect use of

computers since the person will be using free hand to take the orders

♣ Not affected by electric power cuts

1.5 REQUIREMENTS SPECIFICATION

Hardware Requirements

Keyboard (Compaq Multimedia Easy Access Internet Keyboard )

♣ Enter Product Stock Input records

♣ Creating Bakery weekly Production reports.

♣ Responding to prompts during records and daily product sales.

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♣ Responding to prompts during bakery stock records displaying and printing.

♣ Selecting menu options when a required task is to be done e.g. when saving the document.

Scroll Mouse

A mouse is a small device used to point to and select items on your computer screen and it is a vital requirement
for this system.

Either an optical USB type, wireless or the more vintage PS2 type this system
offers equal support for them. For a laptop or notebook the touchpad will do just
fine.

Output Devices

Screen (HP 1502 Crystal Display)

♣ Display Bakery Daily Production reports before they are printed.

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♣ Display Bakery Product Production reports.

♣ Display Bakery product stock menu on which a user can select a required option.

♣ Display Bakery stock input to guide the operator when entering the data on product orders.

♣ Display error messages on product code to inform the user to make corrections to the product code error.

Dot Matrix Printer

♣ Print Bakery Customer Orders and Sales reports.

♣ Print Bakery Daily Production reports

♣ Print Bakery Orders Stock reports. .

♣ Print Bakery Product Production reports.

♣ Print Bakery Products Stock Level reports.

♣ Print Bakery Monthly Production reports.

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Storage Devices

Magnetic disk: 80 GB 7200 rpm Ultra DMA Hard Drive

♣ Store created product orders records, outstanding product orders and stock for future use.

♣ Store Customer records in large amounts

♣ Speed up the product record retrieval during record processing, record deletion modification and daily orders

report production.

♣ Provide direct access to the product orders records.

RAM: 256 MB 533 MHz SDRAM

♣ Temporarily storing Bakery Orders application instructions and data during use by the processor.

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 CD-ROM Drive

♣ To backup Bakery Orders System files so that data is recovered in case of accidental loss.

♣ To copy Bakery Orders System onto to the hard disk.

Processor Type (2.8 GHz Intel Pentium 4 processor)

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The system will be able to run on a 2.8 GHz Intel processor as it is very fast in processing product orders that is

to speed the searching of product orders records and making daily product orders calculations involved in the

system.

The process involved in the system includes:

♣ Sending created product orders records for storage.

♣ Updating product order book when products are ordered.

♣ Making calculations on product orders profit and losses accurately.

♣ Compares the product orders records inputs on the screen with the stored product orders and inform the

user when a mistake arise.

Software Requirements

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An operating system that have a user interface with acceptable graphics which support graphical software like

some off the shelf packages like Microsoft office.

1) Microsoft office 2016 package that have got other software in them and also which can link with the

other programs

2) Microsoft visual studio 2010 to allow for further alterations

3) An anti-virus to protect the data from infection by malware. For example Norton, Avast or Smadav

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1.6 Aims

The proposed computer system will be able

to:

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 ♣ Create back-up copies to recover lost customer records if there is any event of data loss.

♣ Keep orders records safe for a long time since they are stored on a disk.

♣ Once stored, Bakery records cannot be misplaced as in the manual files.

♣ Guard against unauthorized access to Bakery Stock by use of passwords.

♣ No Bakery calculation errors can be encountered as long as the correct orders are entered.

♣ It is easy to retrieve customer records as records would be stored on a disk which offers direct access

to data.

♣ Improved letter quality of the orders records so that it is easier to read for any customer.

♣ To minimize lots of paper work that may lead to misplacement of records leading also to loss of records

Objectives
♣ The system should calculate profit and loss per weekly basis.

♣ It should save the time finished for every production process in order to range the time for which the

product will be best.

♣ There is no need for entering the on a calculator as the salesman just type in the price of the product

and the price will be automatically calculated.

♣ There is no need for writing the details of the dealer somewhere as the data will be saved electronically.

♣ It should allow the user to add, save or delete the records electronically.

♣ It should minimize calculation errors as the data is calculated electronically without any human

interference.

♣ It should produce receipts print outs.

1.7 EVIDENCE OF RESEARCH

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 PLEASE REFER TO APPENDIX

2SECTION B: DESIGN
2.1 Consideration of alternative methods

Alternative solutions

There are many ways of enhancing a system to a better version and this includes:

Off the shelf software

This is the software designed to do more than one task but the company will be inclined to buy because the

software will be containing certain options useful to the business.

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Advantages

a. It not exposed to many errors as many users will be using it and if there was an error, it could have

been corrected long back/

Disadvantages

There is need to contact the service providers if the system corrupt or malfunctions than to buy

another one and that is costly

a. The system does not meet all your needs

Phased Implementation

This is a process when the current system is not removed but the analyst upgrades the running the update

parallel to the current system in case of malfunction of the upgrade, he could simply switch back to current

system.

Advantages

a. No need to buy the new package

Disadvantages

a. It is not reliable

b. It is not efficient

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Custom made software

This is whereby a program is developed from the user’s need that is Golden Bakery’s need. This is done using

Microsoft visual studio basing on the syllabus’ requirements.

Advantages

a. The software satisfies the buyer.

b. The system is more reliable

c. The system is made with the design for that particular company

d. All the problems that the current system will be facing are solved in the new system.

e. There are limited rates of errors.

f. There are no complications as all the steps are written in the documented booklet.

Disadvantages

a. The system is expensive to develop and maintain.

2.2 Justification of method of solution

From the three available options above the first two options will be rejected because they are more

disadvantageous than advantageous seemed not to cater for all the problems that a company is facing.

Custom made software will be considered reliable as it in more advantageous.

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2.3 INPUT DESIGN
Data Capture forms

Login form

Orders

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Staff

Utensils
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2.4 OUTPUT DESIGN

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Data Structures or File Design
Shown below are the 2 structures which were chosen:

ORDERS FORM
Field Name Field Data Type
ID AUTONUMBER
First Name TEXT
Surname TEXT
Product Name TEXT
Amount NUMBER
Quantity NUMBER

STAFF

FIELD NAME FIELD DATA TYPE

Work ID Auto number
First Name text
Surname text
Duty text

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2.5 Test plan/Test Strategy: BLACKBOX
TESTING
Black box testing

This type of testing will allow me to discover errors in the system that may be invisible to me because of my

knowledge as to how the system was programmed. The personnel doing this testing will not be aware of the

coding of the software or how it goes around a problem. This method eliminates bias in the testing. The values

to be tested should include typical values, borderline values and values which are not acceptable. The reasons

for use of Black Box testing are that the program is tested according to its specifications and different values are

entered for variables to determine whether the program can cope with them. Black box testing will include use of

Standard, Extreme and Abnormal Data.

It is used to test if all the modules of the system are working correctively like producing the expected results.

Justification

I consider black box testing as the best testing method.

Below are my previous results for alpha testing that is testing for extreme, normal and abnormal data.

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 EXTREME DATA

Field name Field type Tested data Tested data

Name Short text Faith Johnson Rejected

Id number 1111 Accepted

amount currency 10 Accepted

Information Short text Cleaning Accepted

Extreme data rejected

“Faith Johnson” is rejected as extreme data because it is not a short text but instead 2
short texts

NORMAL DATA

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 Field name Field type Tested data Tested data

Name Short text Faith Accepted

Id number 1000 Accepted

amount currency 10 Accepted

Information Short text Cleaning Accepted

Normal data Accepted

“Faith” is accepted as normal data for it had an expected outcome because it is a short
text

ABNORMAL DATA

Field name Field type Tested data Tested data

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 Name Short text 0000 Rejected

Id number 1111 Accepted

amount currency 10 Accepted

Information Short text cleaning Accepted

Abnormal data rejected

“0000” is rejected as abnormal data because it is not even a short text but numbers

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3SECTION C: SYSTEM

DEVELOPMENT

3.1 Technical documentation

3.2 PSEUDOCODES

Pseudo code for logging in

Start

If password matches
Then
Show task menu
Else
Display ”Password is incorrect”
End If
End

PSEUDOCODE FOR SAVING RECORD TO STAFF TABLE

START
ENTER RECORDS
IF DATA IS SAVED
THEN
DISPLAY “DATA SAVED”
ELSE
DISPLAY “DATA NOT SAVED”
END IF
END

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3.3 Flowcharts for Modules
Delete

Start

Main Menu

Select Sub ModuleSelect Record to be Deleted Select Delete

Stop

ORDERING PROCESS

V.D.U
Storage

Entry
Input data validation

V.D.U
Customer’s
details

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3.4 Codes/program listings

LOG IN MODULE

PrivateSubbtnok_Click(ByVal sender AsSystem.Object, ByVal e

AsSystem.EventArgs) Handlesbtnok.Click

IfTxtuser.Text = "faith"AndTxtpassword.Text = "0000"Then

MsgBox("welcome")
Mainmenu.Show()
Me.Hide()
Else
MsgBox("Wrong password.Try again")

EndIf
EndSub
EndClass

BACK TO MAIN MENU MODULE

PrivateSub Button1_Click(ByVal sender AsSystem.Object, ByVal e

AsSystem.EventArgs) Handles Button1.Click
Mainmenu.Show()
Me.Hide()
EndSub

SAVING AN ORDER

PrivateSubbtnsave_Click(ByVal sender AsSystem.Object, ByVal e

AsSystem.EventArgs) Handlesbtnsave.Click
Try
ORDERSBindingSource.EndEdit()
ORDERSTableAdapter.Update(Bakery_database_managementDataSet1.ORDERS)
MessageBox.Show("DATA SAVED")
Catch ex AsException
MessageBox.Show("ERROR OCCURED WHILE SAVING DATA")
EndTry
EndSub
EndClass

DELETING A UTENSIL

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PrivateSub Button2_Click(ByVal sender AsSystem.Object, ByVal e
AsSystem.EventArgs) Handlesbtndel.Click
UtensilsBindingSource.RemoveCurrent()
EndSub

TIMER ON LOG IN FORM

PrivateSub Timer1_Tick(ByVal sender AsSystem.Object, ByVal e

AsSystem.EventArgs) Handles Timer1.Tick
If PictureBox1.Visible Then
PictureBox1.Visible = False
PictureBox2.Visible = True
PictureBox3.Visible = False
PictureBox4.Visible = False
PictureBox5.Visible = False
ElseIf PictureBox2.Visible Then
PictureBox1.Visible = False
PictureBox2.Visible = False
PictureBox3.Visible = True
PictureBox4.Visible = False
PictureBox5.Visible = False
ElseIf PictureBox3.Visible Then
PictureBox1.Visible = False
PictureBox2.Visible = False
PictureBox3.Visible = False
PictureBox4.Visible = True
PictureBox5.Visible = False

ElseIf PictureBox4.Visible Then

PictureBox1.Visible = False
PictureBox2.Visible = False
PictureBox3.Visible = False
PictureBox4.Visible = False
PictureBox5.Visible = True
Else
PictureBox1.Visible = True
PictureBox2.Visible = False
PictureBox3.Visible = False
PictureBox4.Visible = False
PictureBox5.Visible = False

EndIf

3.5 USER DOCUMENTATION

Installation

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♣ Insert CD labelled CATHY’S BAKERY into E or D drive

♣ Open the folder named Bakery Database Management System

♣ Run the setup.exe file

♣ When it is complete, open the system

Running the system

♣ After installation, a login form will appear and input the username as “Faith” and the password as “0000”

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 ♣ After inputting the password and username, a dialogue box will appear

♣ When you are done inputting the username and password then choose any button you want on the

main menu and it will automatically display the data stored in it

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 ♣ If you want to view the orders ,click on the orders button and even add an order or remove an order

♣ You can even save or delete an order by clicking the add or delete button

♣ The staff and their duty data is found on the staff button

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 ♣ One can also add a staff member or remove a member

♣ The utensils used can be found on the Utensils button

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 ♣ You can found out more about the person who developed the system and the sole purpose by choosing

the About button

♣ Tools are found on the tools button e.g. the tool name and tool number

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 ♣ All information can be viewed through clicking a button which houses the data you need

Exiting the system

♣ Click on the Logout button and click logout

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4 SECTION D: TESTING AND
EVALUATION
4.1 User testing
USER TESTING FOR SAVING AN ORDER IN ORDERS FORM

NORMAL DATA:

Data field Data entered result

id 1 accepted
First name bruce accepted
surname keke accepted
Product name cake accepted
amount 56 accepted
quantity 2 accepted

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EXTREME DATA:

Data field Data entered result

id 1 accepted
First name lindy accepted
surname museka accepted
Product name cake accepted
amount 1000 accepted
quantity 100 accepted

ABNORMAL DATA:

Data field Data entered result

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 id 1 accepted
First name lindy accepted
surname museka accepted
Product name cake accepted
amount 1000 accepted
quantity 100 accepted

4.2 Evaluation of the SYSTEM

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With the computerised Cathy’s Bakery Orders System a number of achievements were made according to the

set objectives and it now can:

Achievements

♣ Create backup copies to recover customer details in the event of loss

♣ Provide improved letter quality of the orders records so that it is easier to read for any
customer.
♣ Easily retrieve customer records as records would be stored on a disk which offers direct
access to data.
♣ Keep orders records safe for a long time since they are stored on a disk.

♣ Guard against unauthorized access to Bakery system by use of passwords.

♣ Store Bakery records without misplacement as in the manual files

♣ Errors in calculations are now handled

4.3 Limitations

Every organization has its drawbacks. The drawbacks of the computerised solution are:

♣ The System cannot automatically update the Bakery Stocks without the user updating on his/her own.

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♣ The system cannot create file generation i.e. Grandfather-Father-Son files for recovery of data in the event

of the Bakery System failure.

4.4 Opportunities for Further Development

Further improvements on the Computerised solution include:

♣ Creation of file generation to enable recovery of data event of loss of data.

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 ♣ Use of access levels to alter data that can affect other files to prevent falsification of data in the

Bakery system.

♣ The interface can still be improved and made more attractive by the use of more complex and
attractive controls

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 APPENDIX

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