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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
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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.
- Report Generation & Invoices
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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.
- Sale of Items
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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.
- Inventory Tracking
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The system keeps track of inventory currently in stock and any items
orederd. Sale of items also updates the system database automatically.
- Security Levels
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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
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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
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- Query system (number of items in stock)
- Shipping Personnel
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- Change status of an order (filled/partially filled/etc)
- Query system
- Department Manager
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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
- Store Manager
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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
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- Query orders
- Change status of an order
- Warehouse Manager
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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
- Company Manager
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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 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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