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Design and Implementation of Coffeeshop Management System Prototype

Using Rapid Application Development

Article in Journal of Information System Research (JOSH) · May 2024

DOI: 10.47065/josh.v5i3.5065

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 Journal of Information System Research (JOSH)
Volume 5, No. 3, April 2024, pp 765−774
ISSN 2686-228X (media online)
https://ejurnal.seminar-id.com/index.php/josh/
DOI 10.47065/josh.v5i3.5065

Design and Implementation of Coffeeshop Management System

Prototype Using Rapid Application Development
Yerik Afrianto Singgalen
Faculty of Business Administration and Communication, Tourism Study Program, Atma Jaya Catholic University of
Indonesia, Jakarta, Indonesia
Jl. Jend. Sudirman No.51 5, RT.004/RW.4, Karet Semanggi, Kecamatan Setiabudi, Kota Jakarta Selatan, Daerah Khusus
Ibukota Jakarta, Indonesia
Email: [email protected]
Correspondence Author Email: [email protected]
Submitted: 01/04/2024; Accepted: 30/04/2024; Published: 30/04/2024
Abstract−This research focuses on designing and implementing a coffee shop management system using the Rapid Application
Development (RAD) methodology. Through meticulous planning, user-centric design, and rigorous testing, the system
addresses the specific operational needs of coffee shops, including supplier management, inventory tracking, sales analysis,
employee scheduling, and the optimization of coffee shop management through digital systems. Following the RAD
methodology, the prototype design undergoes iterative stages such as requirement planning, user design, construction, and
cutover. Integrating Geographic Information Systems (GIS) enhances functionality by providing spatial visualization of
supplier and staff locations. Additional features such as menu management and equipment maintenance tracking contribute to
operational efficiency. This study underscores the importance of technological solutions in streamlining coffee shop operations
and optimizing decision-making. Future research will focus on refining the system based on user feedback and evolving
business requirements to ensure its effectiveness.
Keywords: RAD; Coffeeshop; Supplier; Database; Information System

1. INTRODUCTION
The food and beverage industry is a cornerstone of the economic support system for tourism in a given region. As
the primary purveyor of culinary experiences, it catalyzes attracting visitors, thereby contributing substantially to
the local economy [1], [2]. Moreover, the industry facilitates preserving and promoting cultural heritage through
traditional cuisines and culinary practices, enriching the tourism experience [3]–[5]. Furthermore, fostering the
growth of ancillary services such as hospitality and entertainment generates a multiplier effect, amplifying
economic benefits [6]–[9]. Hence, it is evident that the food and beverage sector not only sustains but also propels
the economic viability of tourism, making it indispensable for regional development and prosperity.
Implementing robust management systems and effective monitoring mechanisms is imperative for business
governance to enhance coffee shops' performance. Establishing efficient managerial protocols ensures streamlined
operations, optimal resource allocation, and adherence to industry standards, thereby fostering sustainability and
growth [10]–[12]. Additionally, diligent monitoring facilitates real-time assessment of performance metrics,
enabling timely interventions and strategic adjustments to capitalize on opportunities and mitigate risks [13], [14].
Consequently, a well-structured management and monitoring framework is essential for optimizing coffee shop
ventures' operational efficiency and overall success, underscoring its significance in contemporary business
practices.
Specifically, a comprehensive system must accommodate the management of suppliers, inventory, menus,
employees (baristas), and sales data. A sophisticated system facilitates seamless coordination with suppliers,
ensuring timely replenishment of stock and maintaining product quality standards [15]–[17]. Moreover, it enables
efficient inventory management, minimizing wastage and optimizing resource utilization [18]–[21]. Additionally,
the system enhances workforce productivity and satisfaction by integrating employee scheduling, training records,
and performance evaluations [1], [22]–[24]. Consequently, implementing a tailored management system is
paramount for optimizing operational efficiency and maximizing profitability in the dynamic environment of
coffee shop businesses.
This research aims to design a data warehouse as a management information system and monitoring tool
for coffee shop business activities. By implementing a data warehouse, comprehensive and real-time data on
supplier transactions, inventory levels, menu preferences, employee performance, and sales trends are efficiently
stored and analyzed. Such a system enables informed decision-making, proactive problem-solving, and strategic
planning, ultimately enhancing operational efficiency and competitiveness in the coffee shop industry [25], [26].
In conclusion, developing a data warehouse as a management information system is crucial to achieving optimal
performance and sustainability in coffee shop businesses.
The urgency of this research lies in addressing the pressing need for advanced management information
systems tailored to the specific requirements of coffee shop businesses. With the rapid evolution of consumer
preferences and market dynamics, there is a critical demand for innovative solutions to enhance operational
efficiency and competitiveness in the industry [27]. By developing a data warehouse as a comprehensive
management information system, this research endeavors to fill a significant gap in current practices, enabling

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 Journal of Information System Research (JOSH)
Volume 5, No. 3, April 2024, pp 765−774
ISSN 2686-228X (media online)
https://ejurnal.seminar-id.com/index.php/josh/
DOI 10.47065/josh.v5i3.5065

coffee shop owners and managers to make data-driven decisions, optimize resource utilization, and capitalize on
emerging opportunities [28]. In conclusion, the timely execution of this research is paramount in navigating the
complexities of the coffee shop business landscape and ensuring long-term success and sustainability.
The method employed in the system's design is Rapid Application Development (RAD), a structured
approach emphasizing iterative development and prototyping. This methodology accelerates the system
development process by involving end-users early and facilitating rapid feedback loops, ensuring alignment with
business needs and requirements [29]–[31]. By leveraging RAD, the design team swiftly identifies and addresses
potential issues, iteratively refining the system to meet evolving demands and specifications. Consequently,
adopting RAD enables efficient system development and deployment, ultimately enhancing agility and
responsiveness in meeting the dynamic demands of coffee shop business operations. In conclusion, the utilization
of RAD methodology represents a strategic choice in expediting the development of the system while ensuring its
alignment with user needs and business objectives.
This research's theoretical and practical implications extend to academia and industry, fostering
advancements in management information systems theory and enhancing operational efficiency in coffee shop
businesses. Integrating a data warehouse as a management information system facilitates the application of
contemporary theories in information management, contributing to the scholarly discourse on innovative solutions
for small business operations [32]. Moreover, in practical terms, implementing such a system holds promise for
coffee shop owners and managers, offering actionable insights derived from comprehensive data analysis to
optimize decision-making processes and improve business performance [22]. Thus, this research enriches
theoretical knowledge and provides tangible benefits to stakeholders in the coffee shop industry, underscoring its
significance in academia and practice.
The similarity with prior research lies in the focus on developing systems for managing supplier relations,
menu customization, employee management, and sales tracking through the Rapid Application Development
(RAD) methodology. This aligns with the trend in contemporary literature towards leveraging agile methodologies
for system development in various business contexts [32], [33]. However, the limitations of this research primarily
revolve around the scope of the RAD approach, which may not fully address the complexity of certain business
processes or adequately accommodate specific industry nuances. Thus, while RAD offers expedited development
cycles and user involvement, its suitability for comprehensive and nuanced systems in the coffee shop domain
warrants further exploration and consideration of alternative methodologies.

2. RESEARCH METHODOLOGY
2.1 Gap Analysis
Gap analysis is conducted to identify theoretical discrepancies from similar studies that accommodate coffee shop
business processes through information systems within the RAD methodology. This methodological scrutiny aims
to pinpoint areas where prior research may have overlooked or inadequately addressed specific aspects of coffee
shop operations, such as inventory management, menu customization, employee scheduling, and sales tracking.
By systematically assessing these gaps, this research delineates avenues for further investigation and refinement,
thus enhancing the comprehensiveness and applicability of future studies in this domain. Consequently, through
diligent gap analysis, this research advances knowledge and practice in coffee shop management and information
systems development within the RAD framework.
Network Overalay Density

Figure 1. Gap Analysis using VosViewer

Figure 1 shows the gap analysis using Vosviewer. Based on the results of gap identification in the topic of
coffee shop management systems, it is discernible that there exists a correlation between studies on the food and
beverage industry and coffee shop business and management. This correlation underscores the interconnectedness
of coffee shop operations with broader trends and practices within the food and beverage sector, encompassing
aspects such as supply chain management, consumer behavior analysis, and marketing strategies. Consequently,
recognizing and exploring this relationship enriches our understanding of coffee shop management's unique

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 Journal of Information System Research (JOSH)
Volume 5, No. 3, April 2024, pp 765−774
ISSN 2686-228X (media online)
https://ejurnal.seminar-id.com/index.php/josh/
DOI 10.47065/josh.v5i3.5065

challenges and opportunities, informing more effective business success and sustainability strategies. In
conclusion, acknowledging this interrelation emphasizes the importance of integrating insights from both domains
to optimize coffee shop operations and enhance industry performance.
2.2 Rapid Application Development
The design of an application for a coffee shop management system utilizing Rapid Application Development
(RAD) encompasses several key stages, including requirement planning, user design, construction, and cutover.
Requirement planning involves gathering and analyzing the specific needs and objectives of the coffee shop and
identifying functionalities and features essential for efficient management. Subsequently, the user design phase
focuses on creating intuitive interfaces and user-friendly interactions tailored to the needs of coffee shop staff and
managers, ensuring ease of use and accessibility. Following this, the construction phase involves the actual
development of the application, utilizing RAD's iterative approach to produce prototypes and quickly incorporate
feedback for rapid refinement. Finally, the cutover phase entails transitioning to the new system, including data
migration, staff training, and implementation support to ensure a smooth integration into daily operations. In
conclusion, the systematic application of RAD methodology in each stage of the application design process
facilitates the efficient development and deployment of a robust coffee shop management system catering to the
industry's specific needs.

Figure 2. Rapid Application Development (RAD) in Coffeeshop Management System Design

Figure 2 shows the implementation of RAD in system design and implementation. The implementation of
Rapid Application Development (RAD) has meticulously considered the relevance, effectiveness, and efficiency
of system design. By prioritizing iterative development cycles and continuous user feedback, RAD ensures that
the resulting system remains aligned with evolving business requirements and industry standards, enhancing its
relevance and applicability. Moreover, the RAD methodology's emphasis on rapid prototyping and iterative
refinement fosters the creation of systems that are effective in addressing core business needs and efficient in terms
of development time and resource utilization. Consequently, through the conscientious application of RAD
principles, the implementation process maximizes the value delivered by the system while minimizing time-to-
market and overall project costs, ultimately solidifying its position as a pragmatic approach to system development.

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 Journal of Information System Research (JOSH)
Volume 5, No. 3, April 2024, pp 765−774
ISSN 2686-228X (media online)
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DOI 10.47065/josh.v5i3.5065

2.2.1 Requirement Planning

Data needs are identified during the requirement planning phase for the coffee shop management process. Based
on the outcomes of this identification, it becomes apparent that the required data is intertwined with supplier
information, barista (employee) records, stock details, menu specifications, sales statistics, and equipment
maintenance records. This comprehensive understanding of data requirements lays a solid foundation for the
subsequent system design and development stages. This ensures that the resulting application effectively captures
and utilizes essential information for optimal coffee shop operations. Thus, the meticulous analysis of data needs
at the requirement planning stage is a crucial precursor to successfully implementing the coffee shop management
system.

Figure 3. Use Case of Coffeeshop Management System

Figure 3 shows the use case of the coffee shop management system. A use case diagram is crafted to
streamline the process of identifying data requirements related to suppliers, baristas (employees), stock
information, menus, sales statistics, and equipment maintenance records. This graphical representation offers a
visual depiction of various interactions between system users and the functionalities they require, aiding in the
comprehensive understanding of data needs within the coffee shop management system. By delineating specific
use cases and their associated data requirements, the diagram facilitates effective communication between
stakeholders and developers, ensuring that the resulting system aligns closely with business objectives and
operational necessities. Thus, the use case diagram serves as a valuable tool in guiding the design and development
of the coffee shop management system, ultimately enhancing its functionality and usability for all stakeholders
involved.
2.2.2 User Design
During the user design phase, the application's interface is crafted in alignment with data requirements, ensuring
it is visually appealing and readily comprehensible to users. This stage prioritizes the creation of an intuitive and
user-friendly interface that facilitates seamless interaction with the system while effectively presenting the
necessary data. By incorporating user feedback and best design practices, the resulting interface optimizes user
experience. It enhances usability, ultimately contributing to the overall effectiveness and acceptance of the coffee
shop management system. Hence, meticulous attention to user design enhances user satisfaction and ensures
efficient data utilization within the application, reinforcing its value in supporting coffee shop operations.

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 Journal of Information System Research (JOSH)
Volume 5, No. 3, April 2024, pp 765−774
ISSN 2686-228X (media online)
https://ejurnal.seminar-id.com/index.php/josh/
DOI 10.47065/josh.v5i3.5065

Figure 4. User Interface Design on Oracle-Apex

Figure 4 shows the result of the user-interfaced design on Oracle Apex. Based on the interface design
outcomes, the arrangement of pages in the application primarily features a dashboard showcasing statistical data
related to sales, stock levels, and item pricing. This layout prioritizes the presentation of essential information in
a concise and easily accessible format, allowing users to quickly grasp key performance indicators and make
informed decisions regarding inventory management, pricing strategies, and sales optimization. By centralizing
critical data on a dashboard interface, the application enhances user efficiency and effectiveness in monitoring and
analyzing coffee shop operations, thereby contributing to overall business performance. Consequently, the
strategic organization of dashboard pages reinforces the application's utility and value in facilitating data-driven
decision-making processes within the coffee shop management system.
2.2.3 Construction
Database design is based on specific information and data required to optimize coffee shop management during
construction. This stage involves structuring the database schema to efficiently store and manage essential data
such as supplier details, inventory levels, menu items, sales transactions, and equipment maintenance records. By
meticulously organizing the database architecture to accommodate the diverse data needs of coffee shop
operations, the construction phase lays the foundation for a robust and scalable management system. This
systematic approach ensures that the application effectively captures, processes, and utilizes data to support
informed decision-making and streamline day-to-day activities within the coffee shop environment. Consequently,
carefully constructing the database aligns with enhancing efficiency and effectiveness in coffee shop management.

Figure 5. Class Diagram of Coffeeshop Management System

Figure 5 shows the class diagram of the coffee shop management system. Based on the class diagram, it is
evident that the supplier table is associated with the stock table, the stock table is linked to the menu table, and the
menu table is interconnected with the sales table. Similarly, the maintenance table is correlated with the barista

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 Journal of Information System Research (JOSH)
Volume 5, No. 3, April 2024, pp 765−774
ISSN 2686-228X (media online)
https://ejurnal.seminar-id.com/index.php/josh/
DOI 10.47065/josh.v5i3.5065

table, which is connected to the sales table. This structural arrangement highlights the interdependencies among
various data entities within the coffee shop management system, elucidating the relationships necessary for
seamless data management and efficient business operations. By delineating these connections through the class
diagram, developers gain valuable insights into the system's underlying architecture, facilitating the
implementation of cohesive and integrated functionalities. Thus, the class diagram is a pivotal tool in guiding the
design and development of the database schema, ensuring coherence and effectiveness in managing coffee shop
data.
2.2.4 Cutover
During the cutover phase, the application's performance is evaluated by identifying error logs and conducting tests
on each page's create, read, update, and delete functions. This crucial step ensures the readiness of the coffee shop
management system for deployment by assessing its functionality and reliability under real-world conditions.
Through meticulous examination of error logs, developers pinpoint and address any technical issues or glitches
that may impede system performance. Additionally, rigorous testing of essential functions across all application
pages verifies their responsiveness and accuracy, validating the system's capability to support day-to-day
operations effectively. Thus, the comprehensive evaluation during the cutover phase enhances the quality and
readiness of the coffee shop management system for implementation, setting the stage for seamless integration
into the operational environment.

Figure 6. Activity Dashboard and Error Log of the Coffeeshop Management System
Figure 6 shows the coffee shop management system's activity dashboard and error log. Based on
performance testing of the dashboard and individual pages, it is evident that the operator functions of create, read,
update, and delete are functioning effectively. This validation underscores the successful implementation of
essential functionalities within the coffee shop management system. This ensures that users seamlessly perform
operations such as adding new data, retrieving information, modifying existing records, and efficiently removing
outdated entries. The robust functionality of these operator functions enhances user productivity and system
usability, contributing to coffee shop operations' overall efficiency and effectiveness. Hence, the positive outcomes
of performance testing validate the functionality and readiness of the system for operational use.

3. RESULT AND DISCUSSION

The discussion in this research comprises two main topics: prototype design and implementation outcomes and
the role of coffee shop management systems in the food and beverage industry. The first topic delves into the
process and results of designing and implementing a prototype coffee shop management system, highlighting the
methodology employed, key features developed, and the system's usability and functionality. The second topic
explores the broader implications of such systems within the food and beverage industry, emphasizing their
significance in enhancing operational efficiency, improving customer service, and driving business growth. By
addressing these dual facets, the research provides comprehensive insights into the design, implementation, and
impact of coffee shop management systems in the dynamic landscape of the food and beverage industry.
3.1 Design and Implementation of the Coffeeshop Management System Prototype
Statistical sales data is pivotal in documenting the profitability of the products and services sold in a coffee shop.
Businesses gain valuable insights into consumer preferences, popular menu items, and revenue-generating
opportunities by systematically recording and analyzing sales figures. Moreover, this data enables coffee shop
owners and managers to make informed decisions regarding inventory management, pricing strategies, and
marketing efforts, optimizing profitability and enhancing overall business performance. Consequently, the
meticulous tracking and analysis of sales statistics are a fundamental component of effective business management
in the coffee shop industry, facilitating strategic decision-making and sustainable growth.

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Volume 5, No. 3, April 2024, pp 765−774
ISSN 2686-228X (media online)
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DOI 10.47065/josh.v5i3.5065

Figure 7. Dashboard of Coffeeshop Management System

Figure 7 shows the dashboard of the coffee shop management system. The coffee shop management system
dashboard incorporates essential information about stock levels, pricing, and sales data categorized by date. This
comprehensive data display is directly linked to the application's corresponding pages for menu management,
stock tracking, and sales analysis. By providing a centralized and visually intuitive interface, the dashboard enables
coffee shop owners and managers to swiftly access critical information, make informed decisions, and effectively
monitor key performance metrics. Consequently, integrating such features enhances the efficiency and efficacy of
coffee shop operations, facilitating streamlined management and optimized business performance.

Figure 8. Supplier and Barista Page in the Application

Figure 8 shows the supplier and barista page in the coffee shop management system. Integrating supplier
locations and barista addresses with Geographic Information Systems (GIS) inlets users visualize this information
spatially on the supplier and barista pages. This integration enhances the usability and functionality of the coffee
shop management system by providing users with a visual representation of supplier distribution and barista
locations. By leveraging GIS technology, coffee shop owners and managers gain valuable insights into spatial
patterns and optimize logistical operations such as supplier management and staff scheduling. Consequently,
integrating GIS enhances the user experience and contributes to more informed decision-making in coffee shop
management.
Furthermore, the coffee shop management system application also presents information concerning menus
and a list of equipment requiring maintenance. This additional functionality enhances the comprehensiveness of
the application by providing users with vital details regarding menu items available for sale and equipment upkeep
requirements. By integrating menu and equipment maintenance information into the system, coffee shop owners
and managers efficiently manage inventory, ensure menu availability, and schedule maintenance tasks to maintain
operational efficiency. Thus, including these features contributes to the overall effectiveness and utility of the
coffee shop management system in supporting day-to-day business operations.
Providing information regarding the remaining stock of raw materials facilitates baristas in maintaining
sales performance by anticipating stock scarcity that affects coffee shop business processes. This data empowers
baristas to make informed decisions regarding menu offerings and ingredient substitutions, mitigating potential
service disruptions caused by depleted stock levels. By proactively managing stock availability, baristas uphold
customer satisfaction and sustain revenue generation, ensuring smooth operations and fostering business continuity
in the competitive coffee shop industry. Hence, the availability of stock information is a critical tool in enabling
baristas to effectively navigate stock shortages and uphold the operational efficiency of the coffee shop.
3.2 Coffeeshop Management System and its implication in the Food and Beverage industry
Coffee shop management systems are crucial in the food and beverage industry. These systems streamline coffee
shop operations, including inventory management, sales tracking, employee scheduling, and customer relationship

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 Journal of Information System Research (JOSH)
Volume 5, No. 3, April 2024, pp 765−774
ISSN 2686-228X (media online)
https://ejurnal.seminar-id.com/index.php/josh/
DOI 10.47065/josh.v5i3.5065

management. By providing efficient data analysis and decision-making tools, coffee shop management systems
enhance operational efficiency, improve service quality, and contribute to business growth [34]. Moreover, they
enable coffee shop owners to adapt to changing market demands, optimize resource utilization, and maintain a
competitive edge in the dynamic food and beverage landscape [35]. Thus, integrating robust management systems
drives success and sustainability within the coffee shop sector, underscoring their indispensable role in the broader
food and beverage industry.
Optimizing business processes through digital systems significantly enhances the profitability of coffee
shops. By leveraging digital technology, coffee shop owners streamline operations such as inventory management,
sales tracking, and customer engagement, improving efficiency and cost-effectiveness. Additionally, digital
systems enable data-driven decision-making, allowing coffee shop owners to identify trends, optimize pricing
strategies, and target marketing efforts more effectively, ultimately driving revenue growth. As a result, adopting
digital solutions holds immense potential for enhancing coffee shops' competitive advantage and long-term
profitability in the evolving food and beverage industry landscape.
Through digital systems, coffee shop owners gain insights into the shortcomings and challenges of coffee
shop business development, enabling them to make strategic decisions to sustain their business. These systems
provide comprehensive data analytics and reporting tools that offer visibility into various aspects of the business,
including sales performance, customer preferences, and operational efficiency. Armed with this valuable
information, coffee shop owners identify areas for improvement, allocate resources effectively, and implement
targeted strategies to overcome challenges and capitalize on opportunities. Consequently, integrating digital
systems empowers coffee shop owners to navigate the industry's complexities confidently, driving long-term
success and viability in the competitive market.
This research demonstrates that digital systems are crucial in optimizing coffee shop businesses. Owners
streamline operations, improve efficiency, and make informed decisions by harnessing digital technologies such
as coffee shop management software and data analytics tools. These systems enable effective inventory
management, sales tracking, customer relationship management, and strategic planning, enhancing profitability
and sustainability in the competitive coffee shop industry. As a result, integrating digital solutions emerges as a
cornerstone for driving success and growth in coffee shop businesses, underscoring their significance in modern
business operations.

4. CONCLUSION
In conclusion, the research has yielded significant insights into designing and implementing a coffee shop
management system using the Rapid Application Development (RAD) methodology. Through meticulous
planning, user-centric design, and rigorous testing, the system has been successfully developed to address the
specific needs of coffee shop operations, including supplier management, inventory tracking, sales analysis, and
employee scheduling. Integrating Geographic Information Systems (GIS) further enhances the system's
functionality by providing spatial visualization of supplier and staff locations. Additionally, menu management
and equipment maintenance tracking contribute to coffee shop management's overall effectiveness and efficiency.
This research underscores the importance of leveraging technological solutions to streamline business processes
and optimize decision-making in the competitive coffee shop industry. Further refinement and optimization of the
system based on user feedback and evolving business requirements will ensure its continued relevance and
effectiveness in facilitating coffee shop operations.

ACKNOWLEDGMENT
I want to express my sincere gratitude to the Tourism Department, Faculty of Business Administration and
Communication, Atma Jaya Catholic University of Indonesia, and the LPPM (Lembaga Penelitian dan Pengabdian
kepada Masyarakat) for their invaluable support in the publication of this research.

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