The GUIDO System will provide Calgary Foods with basic
inventory tracking, automatic ordering, tracking of
purchase orders and shipment invoices, security and data
backup.
This system will increase the efficiency of all the
staff (managers, clerks, cashiers). The automatic
ordering system will provide the largest benefit, the
managers and clerks will no longer have to spend the time
they did in the past placing manual orders. The time and
expense saved at the store and warehouse level can be put
to better uses to improve Calgary Foods' competitiveness.
The automatic ordering will keep each store stocked with
product, which has a two fold benefit: better customer
service by not running out of stock (the most important
being sale items), and increased sales (by not loosing a
sale just because the product was not in stock). The
cashiers performance will be improved by not having to
look up prices and codes for products, again resulting in
savings and improved customer service.
The systems security and data backup features will
maintain the integrity of the data base so that the
information contained within is correct and up to date.
- Ordering
- Every product in a store inventory can be
automatically ordered at the end of the day when
its in-stock number drops below a certain
minimum. This option can be enabled and the limit
modifed by managerial level security accounts
only. Automatic ordering is not performed or
initiated until end of day system maintenance is
started up.
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- Report Generation & Invoices
- The system can be configured to generate
scheduled reports on:
- inventory reports
- order summaries
- financial reports
In addition to this, the reports can be
generated on request. Only managerial security
level can schedule reports or generate them
manually.
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- Sale of Items
- Any item in stock can be sold at a cash register,
or from a remote location. Clerk clearance is
required to pass an item through the register,
remote sales are allowed only by manager
accounts.
Access for the sale
of items should be limited to in store terminals
only. Remote access should not be allowed.
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- Inventory Tracking
- The system keeps track of inventory currently in
stock and any items orederd. Sale of items also
updates the system database automatically.
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- Security Levels
- To add more versitality and expandibility to the
security system, we have decided to implement a
flag based system. This is in contrast to group
security, where each employee belongs to a
security group and shares the same system
privilages. Here the managers will have a finer
level of control over who gets access to what
features. For every major store/warehouse
function there is a security flag in the system
which decides whether a user has access to it or
not. If some employee suddenly needs to fulfill
some managerial tasks, he or she can simply have
those flags enabled, without the need for
creating a whole new security group.
Due to the nature of the business, there will be
various types of employees using it. The security
features address the problem of data security. The system
has to also address the specific needs that each group of
users will have. Please note that these are only general
categories and do not directly correspond to the security
levels. They simply represent the types of people assumed
to be using the system. It is also worth mentioning that
we have assumed that store and warehouse personnel
positions are not in any way related, so for example, a
Store Manager cannot perform the duties of Shippers, even
though a Warehouse Manager can.
- Cashier
- Since this position requires hardware and
software beyond the scope of the system, this
terminal and I/O between the user and system is
for demo purposes only. An actual cash register
and bar code scanner would be used in its place.
- Send UPC code (sale of item)
-
- Stock Personnel
- Query system (number of items in stock)
-
- Shipping Personnel
- Change status of an order
(filled/partially filled/etc)
- Query system
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- Department Manager
- The Department Manager's position is closely tied
into the security system. Security flags can be
set for each manager to only have edit access to
his/her product department.
- Adjustment of inventory
- Full access to employee accounts in the
department (cashier/stock/shipping)
- Scheduling of automatic ordering
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- Store Manager
- Store managers have full access to all store
functions and data. In addition they have:
- Full access to department manager
accounts
- Query access to x-store data
-
- Shipper
- Query orders
- Change status of an order
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- Warehouse Manager
- This position is distinctive of the Company
Managers, but as specified in the initial system
requirements, can be equivalent.
- Full warehouse data access
- Full access to warehouse employee
accounts
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- Company Manager
- These people presumably are the store chain
owners, and as such can perform any of the above
functions in addition to:
- Full access to all employee accounts
- Full access to store data
The company manager
seems to be a bit of a security problem. Since
each franchise is individually owned, the manager
of the company should not be able to modify
information about individual stores. Any control
the company manager has over each store will be
handled separately from the system.
The system is not required to work in real-time, but a
speedy response to requests and updates is mandatory. We
recommend several workstations served off of a main
server with a mirrored filesystem.
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