Origin of the Report Our course instructor, Mr. Mohammed Rashed Uzzaman of MIS 205, assigned this report to us. The title of the course is Management Information System (Managing the Digital Firm). The objective of the course is to allow/enable the students the ability to develop, design and implement Management Information Systems for an organization. This system development was taught in the class but throughout this report, we got the opportunity to work on practical level with the knowledge we gained from this course. While working on this report, we able to grasp the reality of the concepts taught in the class and the report allowed us to apply the topics taught in the class in the report to get a real view of how it works in real life. For all of us, it was a new experience to work on practical level by looking at how organization works in a new world, manager customers and conduct day-to-day business transactions with the help of information technology. Objective of the Report The objective of this report is to develop, design and important an information system solution based on organizational problems related to its current business processes. This whole process is known as system development life cycle. In the report, at first, the problems that occurred in the existing business system of “Amin Jewellers Limited” were identified and than a proposal was 1 System Development of Amin Jewellers Ltd
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Transcript
Origin of the Report
Our course instructor, Mr. Mohammed Rashed Uzzaman of MIS 205, assigned this report to us.
The title of the course is Management Information System (Managing the Digital Firm). The
objective of the course is to allow/enable the students the ability to develop, design and
implement Management Information Systems for an organization. This system development was
taught in the class but throughout this report, we got the opportunity to work on practical level
with the knowledge we gained from this course. While working on this report, we able to grasp
the reality of the concepts taught in the class and the report allowed us to apply the topics taught
in the class in the report to get a real view of how it works in real life. For all of us, it was a new
experience to work on practical level by looking at how organization works in a new world,
manager customers and conduct day-to-day business transactions with the help of information
technology.
Objective of the Report
The objective of this report is to develop, design and important an information system solution
based on organizational problems related to its current business processes. This whole process is
known as system development life cycle. In the report, at first, the problems that occurred in the
existing business system of “Amin Jewellers Limited” were identified and than a proposal was
created where the solutions of the problems were given through a proper system development.
Purposes for Choosing Amin Jewelers Limited
We chose the company “Amin Jewelers Limited” for variety of reasons. First, the company is
very reputed and well-known company, which continues to win the hearts of everyone through
its unique designs of Gold and diamond ornaments. In addition, when we visited the company
we identified that it actually is relatively slow and inefficient due to lack of any IT infrastructure.
This is why they we were unable to provide their customers with the best service. After
analyzing the system, we were very clear that how we can implement IT in these existing
business processes of the company so that it can run more efficiently. The staffs were friendly
and were able to share their ideas with us. We not only choose this company due to friendly
atmosphere, its unique business qualities and superior customer service but we choose that so
1 System Development of Amin Jewellers Ltd
that we can take Jewellery Business of our country to the next level with the implementation of
IT.
Limitations
We all tried our best to give the accurate presentation of data and facts in the report. However,
there were some limitations due to which we were unable to meet the best requirements of the
report. Some of the limitations that we faced are listed below:
There was no information available about the company as they had no website.
There were no financial annual reports available from which we can prepare the exact
correct budget analysis.
The period for writing this report was not enough. So we had to work hard to complete it
in due time.
According to the report its contents and size were also limited.
The staffs were not so cooperating at first and we had to visit many times to get some
information.
Source and Methodology
For this report, we used both primary and secondary sources, which are-
Primary Source: In order to carry out the project our two major primary sources were
the two sales executive of Amin Jewellers Limited who are Mr.Badal Saha and Mr.
Khokon Kumar Das.
Secondary Source:
Jewellery Websites.
Newspaper Articles.
Amin Jewelers Catalog
Books
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Overview of the company
Amin Jewellers limited is one of the most prominent Jewelers shops of Bangladesh. In 1966,
the business was first open by Mohammad Sirajul Islam who is the founder of this company.
The first branch was open in Baitul Mukaram of old Dhaka. After that over the years, Amin
Jewelers has expanded its business by opening four more branches in Gulshan, New market and
Bashundhura City. Previously, it also had a branch in Price Plaza, which it relocated to
Bashundhura City Market. The company has expanded mainly due to the contributions and
hard work of the founder who however kept the business limited to family. Currently, the all
the branches of jewellery shop are run by the founder and his family members. The Jeweler
shop currently sells jewelries in two categories, which are Diamond and gold. Amin Jewellers
currently dominates the gold market due to its superior quality and design. It imports foreign
from Singapore, Dubai and India. On the other, its local Gold is handpicked form Tatibazar. The
tagline of the company is “A symbol of Aristocracy”. Currently, it has five branches in Dhaka
with 150 employees committed to provide superior and quality customer service.
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List of Products
Amin Jewellers Ltd. sells jewelleries in two categories
GoldDiamond
The table below the items available in Gold for Amin Jewelers Limited:-
Hand Churi 3-10 400,000-1,500,000Bala 3-12 550,000-1,500,000
Bracelet 1-1.5 150,000-250,000Finger Ring 0.25-1.5 30,000-400,000
Other itemsWatch 2-3 600,000-1,200,000
Pin 1-1.5 150,000-250,000
Locket 0.50-2.00 30,000-300,000
Amin Jewellers Limited displays all its items in the showcases of the shops. There is only one catalog available for only special items and designs available in gold and diamond.
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Organizational Hierarchy
Amin Jewelers limited is a store with approximately thirty employees per shop excluding the branch manager. Although, the main founder is the branch manager of the Baitul Mukaram branch but he also checks the performance of every branch. The branch managers oversee all the business functions and performance of their respective branch under the CEO. Under the branch manager, there are sales executives and cashier, which run the main shop of Amin jewelers Limited.
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Organizational Hierarchy of Amin Jewelers Limited
Organizational Hierarchy of a Particular Branch of Amin Jewelries Limited
SWOT Analysis of Amin Jewelers Limited
The SWOT analysis is a useful tool, which will help to identify the strengths, weakness,
opportunities & threats of a company. A Company is more is likely to succeed if it uses its
strengths to full potential and know what its weaknesses are. These strengths and weakness also
help a manger to identify the opportunities and threats.
The company has much strength like having unique designs and quality products. It is also doing
the business for a long time therefore it dominates the market. However, companies don’t have
any information technology in its business system. This makes the existing business system very
slow and inefficient. Lack of information on internet also makes it tough to communicate with
others like customers, suppliers. If it doesn’t develop information system, it can face high
competition with other shops. Developing a website, also will help the company to do its
business globally and also gain a competitive edge.
7 System Development of Amin Jewellers Ltd
Internal Analysis
Strength Weakness Opportunity
SWOT Matrix
External Analysis
Threat
Some of the Strengths of Amin Jewellers Limited are:-
Innovative Business Design
High Quality
Longtime Business Standing
Best Customer Service
Some of its weaknesses are-
No intranet and extranetsNo customer relationship managementSlow business system due to lack of IT.
Strengths of Amin Jewellers Limited Weaknesses of Amin Jewellers LimitedInnovative Business Design
High Quality
Longtime Business Standing
Best Customer Service
No intranet and extranets
No customer relationship management
Slow business system due to lack of IT.
Opportunities of Amin Jewellers Limited Threats of Amin Jewellers LimitedAble to develop Business globally
Able to expand customer base
Able to do business with other
companies.
Able to expand business through
ecommerce.
High Competition
Customer Turnover
Competitors have superior business
systems.
The System Development Life Cycle
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The System development life cycle is the process of creating and altering existing systems through information technology. It is actually is a process used by a systems analyst to develop an information system, including requirements, validation, training, and user ownership. The result of this process is a high quality system, which either meets or exceeds customers’ expectations. The new system, which results from the process, is very effective and efficient which is inexpensive to maintain. Therefore, system development life cycle means creating solutions for organizational problems through information technologies.
The System development Life Cycle is a problem solving method consists of sequential activities, which are-
System AnalysisSystem DesignProgrammingTestingConversionProduction & Maintenance
The System Analysis
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The figure above shows the process of system development life cycle. It is a sequential process, which also means that we have to follow these systems, and if there is anything wrong, we have to start from system analysis again.
In system analysis, the organization will try to analyze the problem, which would be solved
with the help of information system. It actually creates a road map for the existing organization
and it systems by identifying the primary owners and users of along with existing information
technologies. Therefore, in system analysis the organization tried to find problems in its
existing system, which can be solved better with information technology. This solution may
require building a new information system or improving the existing one. In case of Amin
Jewelers, the first step of system analyst is to understand the existing business processes of
Amin and from those finding existing problems to specify the solutions, which can be taken by
the Amin Jewelers Limited. Then from the existing solutions, the information requirements
need to be identified that must be met by the specified system solution. After that, a feasibility
study is conducted to make sure whether the proposed solution was good from a technical,
organizational and financial standpoint.
Legacy System
The first step of system analysis is to understand the current business process of Amin Jewelers
limited. If the system analyst does not know, what are current systems of the company then
they will have no idea from where to start.
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Steps followed in System Analysis
1) Customer Relationship & Service- All employees and staffs of Amin jewelers limited maintain
relationship with customers through face-to-face communication and recognition. Email is used
only for some big corporate clients. Beside, for customer satisfaction there is a complain box
where customers can write their complains or share their comments.
2) Sales & inventory record- Whenever an item is sold in Amin Jewelers limited, it is recorded
manually without help of any Information technology. To record a sale three people are needed
the salespeople, cashier and the stock person.
When customer buys a thing, a cash memo is given to the customer and a copy of it is kept by
the salesperson. The customer takes his or her cash memo to the cashier to pay the money
back. However, the salesperson gives his cash memo to the stockperson who deducts it from
the inventory list. The same process is followed for when customer books an item and book a
memo is issued. So, two separate copies are kept for book memo and cash memos.
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3) Employee Payment System- Employees list, salary and names are recorded by the branch
manager in his or her register book. The branch manager updates this copy every month. In
case of overtime, the employees are given a printed copy of overtime sheet, which they fill up
and give it back to the manager. The supervisor is not always there to keep an eye on these
things.
4) Gold testing and weight- There are two machines, which are used for gold testing and gold
weight. These are usually kept in the storehouse with the exception of the weight machine,
which is displayed in the store.
5) Products and Services- The products of Amin jewelers are showcased in large showcases.
However, there is no catalog of the designs of these jewelries. Customers come and select the
design by themselves in the store. In cases of special designs, there is a small catalog from
where customers can choose their products and services
6) Branch and department communication - All departments of Amin jewelers limited actually
are dependent of each other. However, as the shop is small, the cashier, salesperson and the
inventory knows what happening to each other is but still they keep of record daily transactions
by hand. In case of branches, they are very independent of each other. One branch manager
has no idea what is happening to other branches. All the communications between branches
are done by telephones.
Existing Problems of Amin Jewelers Limited
Amin Jewelers limited actually has no information technology in its businesses processes.
Therefore, it has many problems in its existing system, which makes the business very slow and
inefficient. These problems are listed below-
No Record of Customer- Amin jewelers limited have no customers database to keep
track of their customers. Many customers frequently shop from Amin Jewelers Limited.
However, the staffs and manager just know them by face. Therefore, they are not given
even any privileges or special discounts.
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Manual record of employee database- Amin Jewelers Ltd has five branches and in
which it has around 150 employees. These employees name and address are recorded
in a register copy. They are also paid manually and there is no record of previous
payments. Beside, in case of overtime, employees have to print out an overtime sheet
and fil it by hand every time. There is no supervisor to oversee these things and no one
to keep track of employees on daily basis. The employees also sign in and sign out by
signing in the register copy. Therefore, every month branch manager has to check the
daily activities and update this book. This is very time consuming and difficult to
maintain.
No information about the products- Amin jewelers limited has varieties of collections of
ornaments in gold and diamond. However, customers can just go to visit the shop to see
the actual design of the products. There are no catalogs or any information where
customers can see the designs of the products. This becomes very difficult and it also
decreases business for Amin Jewelers.
No record of sales- This is a bigger problem. Customers come and buy a product and
the sale is recorded in the sales invoice and deduced from inventory list. This is done on
a daily basis. These handwritten records can become obsolete and the writing may also
fade. it s also very time consuming and difficult to record daily transactions.
No centralization of data and communication between branches- Amin Jewelers
limited has four branches however one branch has no idea what is happening to other
branches. The CEO cannot access all the data and information about sales and records
anytime he or she wants. If there was a server, which connected all the data, then the
data could have flown easily and the existing system would have become more efficient.
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No website- Amin Jewelers limited is among the best jewelries shops of the Dhaka.
However, people cannot go online and check it information out. It is also very difficult to
locate different stores of Amin jewelers limited through yellow pages. All this problems.
No online customer order or payment system- Nowadays the business has become
global but most importantly it has become online. Many customers do not like going to
shop and pay money. They like to sit home and order something. Also, paying online
saves time for both the customer and shop. It also decreases transaction cost.
No extranets & intranets- Customers, suppliers and others cannot connect with the
company online, which is the biggest problem a company can face in this 21st century.
Specified Solutions
Fully automated system- By implementing information technology, the new system will
become automated so that all tardily transactions are automatically updated by the
computer. This will reduce time and cost for the company.
New Website- The new website of the company can connect it with all its stakeholders
like customers, suppliers and other stores. This will also create increase business for the
shop and they can promote its products through online.
E-Commerce- Customers can shop online by credit card. This will decrease transaction
cost for employees and the shop itself. Besides, it is also easier to keep track of
customers through theit buying patterns and usage. Company will be also able to figure
out who are their top sales customers and recommend products to its customers.
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Centralization of data- All the departments and branches of Amin jewelers will be
connected by a central server. In this way, information will flow easily and the existing
business will become more efficient and fast.
Online Catalog- There will be an online catalog and list of all products offered by Amin
jewelers limited so that customers and employees can access it anytime.
Customer Database- Amin jewelers will keep a record of customers which will have the
names of existing, new and potential customers.
Employee Identification Card- Employees will be provided with an identification digital
card, which they can used to sign in and out of the company.
Information Requirements of the new System
The information requirement usually determine who needs what information when, why and how. It actually creates a project timeline. By using, a Gantt chart we will able to show the start and finish dates of the terminal elements and summary elements of a project.
Activities, which are needed for the project, are-
Gathering information about Current process of Amin-
Prepared report based on the correct business process to specify solutions
Discussing the solutions with the Amin jewelers
Finalized reports send to the programmer
Website Development
Application design and database development
Testing done on prototype
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Fixing the modifications-
Conversion of the system
Training users
Final version Installation
Warranty & Maintenance
The project starts when we start collecting information about the project from Amin Jewelers
Limited. After that, we prepared the report and discuss the solutions with Amin Jewellers
Limited. We send the finalized reports to the programmers. Then website and applications are
developed simultaneously. After that testing is done to fix any modifications. Finally, after the
training, the final version is installed. The warranty for the system is actually one year.
Therefore, the total time taken for the entire project is 1 year and four months.
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The figure above shows the Gant Chart of the project, which has broken down the project into several activities.
Feasibility Study
It is the measure and the study of how beneficial the development of the system would be to the organization. This is known as feasibility study. The measurement of the feasibility is known as feasibility study. There are number of characteristics which are taken into consideration in a feasibility study which the financial, technical and organizational standpoints. The feasibility study basically determines whether the new system will be a good investment, whether the technology needed for the new system are available and whether the firm could handle the new technology.
Budget Analysis
Whether the new system will be a good investment and then whether Amin jewelers Limited will be able to handle it can be determined only by analyzing the different cost complements of Amin Jewelers Limited.
The total cost classification is as follows:-
Computers
Based on the analysis will buy 5 new computers from IDB Bhobon. These computers will contain
core i3 processor, 2GB RAM, 300GB hard disk drive and Intel motherboard and other basic
accessories. Per computer, cost will be around 40,000 tk.
Therefore, total cost of the computers will be 40,000*5 = 120,000 tk.
Laser printer
We have decided to buy 5 printers for each branches of the Amin Jewelers Limited. Per printer,
cost will be around Tk. 20,000 So, total cost of the printers will be 20000*5 = 100,000 tk.
Server
We will use two servers to connect the computers in the system to bring all the computers
under a network. We are using two servers because if one of the servers fails other than
another can be used as a backup server. Each server will cost 100,000 tk.
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Therefore, total cost of the servers will be 100,000*2 = 200,000 tk
Latest software
To enable the new system successfully we will require some latest software. The total cost for
the software is approximately Tk. 30,000
Website Development Cost
The total cost of domain registration is around Tk. 5,000 and website development cost is
around Tk.20, 000, there will be also web hosting costing which around Tk.3, 500.
Therefore, the total website development cost is Tk. 28,500.
Cost of trainers and designers
For designing our software, we will pay total 100,000 tk to 2 designers. To train the employees
about the new system we will need 2 trainers and we will pay them monthly salary of 25,000 tk.
So, the total cost of trainers and designers will be (100,000+300,000) = 400,000 tk
Employee and Customer Card
The total cost for the employee identification will be about Tk.50/employee and for 150
employees that totals Tk. 7,500 and customer card Tk.50/ customer.
Maintenance cost
Website update & maintenance cost-20,000/month
3 employee per month needed to maintain the system= Tk. 90,000 total
Therefore, the monthly maintenance cost is= Tk. 110,000
Network Cost
To set up serve and website, we will need Lan, Wan and Wi-Fi which cost around Tk. 3 Lakh.
(*Customer Reward card has been estimated as Tk. 100,000 approximately)
Amin Jewelers budget has been around Tk. 12, 000, 00 for the project and so we are having a budget surplus of Tk. 160, 000. The maintenance cost is around Tk.110, 000 per month, which is affordable for Amin Jewellers limited who has net sales of more than Tk. 5 crore per month. Therefore, the above project is feasible from a financial standpoint.
From organizational and technical standpoint, the organization is benefiting from the new system so it makes sense to implement this new system. From technical standpoint, the technologies needed for the above system is available in the market.
19 System Development of Amin Jewellers Ltd
System Design
In system analysis, user requirements within a specific set of technical, organizational, financial
and time constraints are described. Based, on this, a new system is developed. The system
actually gives the detailed analysis of the new system is designed. It shows how the organization
will fulfill its objectives by giving an overall model for the information system of the model.
However, most importantly it costs of the specifications that would give the system its form and
structure. Therefore, in system design by looking at the solutions of the Amin Jewelers limited
found in step 1, we will create system designs to make the system of Amin jewelers limited more
efficient.
The basic proposal of the New Information System of Amin Jewellers Limited is:-
Introducing a new website
Enterprise Resource Planning
Customer Relationship Management
Employee Identification Card
Transaction processing System
Backup Server
20 System Development of Amin Jewellers Ltd
Creating a new Website
The main functions and the tabs of the website are described below:-
Domain name & URl-
A Uniform Resource Locator (URL) is a Uniform Resource Identifier (URI) that specifies where
an identified resource is available and the mechanism for retrieving it. The URL designates
where the webpage is located. For Amin Jewelers Limited, there will be also URL which is also
its website address that will be displayed in its company cards and also all other promotional
displays of the company. For Amin Jewellers, the domain name can be aminjewelersltd.com.
This Domain has to be register by Amin jewelers with a domain register company of
Bangladesh.
Domain Name- aminjewelersltd.com
URL- http ://www. aminjewelersltd.com .com/
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Home Page
The home page is the initial or main web page of a web site, which is also known as the front page. It is the “first impression” the customer gets when they open a website. In case of Amin Jewellers limited, when the users will first click the URL, the home page will appear.
The tabs that will appear in the home page are-
About the companyProducts & ServicesTerms & ConditionsContact usStore LocatorOnline Customer Log in
In addition to that, there will be other three things in the home page, which are-
VideoSlideshow
In additional to the website, there will be also a video in the home, which will show the promotion of Amin Jewellers Ltd, and there will be a slideshow, which will show the one by one reappearance of the items of Amin Jewellers Ltd.
22 System Development of Amin Jewellers Ltd
The video that will appear in the website
Products Categories
When customers click on the Products, the first page will Page which will contact the items found in Gold and diamond.
23 System Development of Amin Jewellers Ltd
How a home page will appear when someone click in either the Home tab or the designated URL.
Slide show that will appear in the home page.
After that when customers click on diamond and on gold. When customers click on diamond, the list of products found in diamond can be seen. In addition, when customers click on gold the list of items found in gold can be seen. After that when customers click on each tab, from head to toe, the items that fall under this category will come. Like when customer clicks on Neck, he or she will be able to see what are the different types of ornaments fall under that category, the price rangers and so on.
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The first Page that appears when Customers Click on Product Categories
The first Page that appears when Customers Click on Neck
The first Page that appears when Customers Click on Head.
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The first Page that appears when Customers Click on Diamond under Product Categories. The
same kind of page will appear under gold.
The page that will appear when customer click neck on neck
The page that will appear when people click on leg.
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The page that will appear when people click on nose.
The page that will appear when people click on nose.
27 System Development of Amin Jewellers Ltd
The page that will appear when people click on ear.
The page that will appear when people click on waist.
The page that will appear when people click on other items.
Description of the Product
When customers click on a product they can see the following things.
When an item is available, they can order it diectly,if it is not avialable, they can sill order it Amin Jewelers Limited has it in stock or designs it for its customer.
28 System Development of Amin Jewellers Ltd
29 System Development of Amin Jewellers Ltd
The page that appears when an item is not available
The page that appears when an item is available
Store Locator-
When people click on this tab, they are able to see the addresses of different branches with phone numbers
About US
Amin Jewellers Limited has no information about its company in its website. When people lcik on about us tab, they will get the information about a company.
30 System Development of Amin Jewellers Ltd
The page that appears when people click on store locator.
Customer Log in/Sign up
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The page that appears when people click on about us.
Customers can log in by opening an online account and giving their information to the company. To purchase items online customers will need a login account.
Terms & Conditions
When people click on this tab, they will be able to view all the terms and conditions they need to follow while visiting the website. In addition, terms and conditions related to return policy, pricing and purchasing online are given.
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The page that appears when people click on Login/Signup.
33 System Development of Amin Jewellers Ltd
The page that appears when people click on Terms & Conditions
Contact us
Customers can share their complains or comments by clicking on the contact us tab. A technician will solve the customers’ queries overnight. This will help to increase customer satisfaction.
34 System Development of Amin Jewellers Ltd
Online Contact form of Amin Jewellers Ltd
Introducing the Customer Relationship Management
Customer Relationship Management (CRM) refers to the methodologies and tools that help businesses manage customer relationships in an organized way. It involves using technology to organize, automate, and synchronize business processes through sales activities, marketing, customer service, and technical support.
Amin Jewelers Limited can use the following tools to implement customer relationship Management:-
Customer CardCustomer DatabaseOnline CatalogOnline customer contact forum
Customer Card & Reward System
Amin Jewelers limited will provide all customers in Amin Jewelers limited who shop frequently with an exclusive “Amin jeweler’s limited customer card”. Therefore, whenever customers will buy from Amin jewelers limited there information will be stored in Amin jewelers system and they will earn points from each purchase. This will encourage customers to buy more in Amin Jewelers Limited and earn rewards or discounts through points
Customer Database
Amin Jewelers limited sells expensive gold and diamond jewelleries to its customers. The customers who buy frequently from one jeweler shiop they also become loyal customers. Beside, loyal customers also give referrals whch results in new and potential customers. Amin Jewellers limited can track its customer database thorugh customer reward card system. Also, people who maintasin online customer accounts AMin jewelers cn track their buying patterns and their names in heir system. This will help AMin jewelers limited to keep track of exisint loyal and other customers, also new and potential customers
Online Catalog
There were lot of customers previously who couldn’t browse gold and other items online. The would have oto comeot the store to select a design or call to know ehether an item is available.
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Contact Form of Amin Jewelers Limited
With the introduction of new wbsite, customers can easily go online and check the list of all items that are available. Customers can also choose designs they like to biy and recommended their friends. This will result in increase business for Amin jewelers limited na dbetter customer setvice
Online Contact Form
Customers are not always satisfied, they have queries, they have things to share and they also have complaints. Previously, Amin jewelers limited had a book in from of f their store, where customers can write down their complaints, queries and comments . It was time consuming and late. With the introduction of new website, customers can send their comments online directly which will be replied by an employee soon. In this way, customer is getting an automatic message and it is also making communication a two way process.
Customer Online Account & Payment System
Customers can open an online account of Amin jewelrs Limited. They can also purchase things online thorugh this account. This reduces the time to go to shop choose and pay things. Also, many people like to pay online for things. However, customers have to come to shop to pick up things.
Benefits for Amin Jewelers Limited:-
Keep track of Customer SalesProvide Rewards & discounts to valuable customersIdentify who are the top and bottom sales customers of Amin Jewelers LimitedIntroduce new products and services by through customer buying patterns and choices.Manage Customer Database through Reward Card.
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Enterprise Resource Planning
Enterprise Resource Planning is based on suite of integrated software modules and a common central database. In a particular organization, the database collects the information from different departments and divisions then store the data is a central location system, which can be accessed by the CEO of the company. This information helps to make the data available for nearly all the organizational internal business processes and helps to connect all the departments of an organization together. In Amin jewelers Limited, there are no separate departments in a location however, the different branches of the stores can be connected by an enterprise reresourcee system. In this way, Mr. Sijaul karim can access the data once to know what is going on in all the branches. Through this enterprise resource system, other departments can also know what is going on in their
37 System Development of Amin Jewellers Ltd
New Market Branch
Sales record
Inventory Record
Customers Record
Customer Record
New Market Branch
Sales record
Inventory Record
Customers Record
Customer RecordBashundhura Market
Branch
Sales record
Inventory Record
Customers Record
Bashundhura Market Branch
Sales record
Inventory Record
Customers Record
Baitul Mukarram Branch
Sales record
Inventory Record
Customers Record
Baitul Mukarram Branch
Sales record
Inventory Record
Customers Record
Gulshan 2 Branch
Sales record
Inventory Record
Customers Record
Gulshan 2 Branch
Sales record
Inventory Record
Customers Record
Baitul Mukarram Branch 2
Sales record
Inventory Record
Customers Record
Baitul Mukarram Branch 2
Sales record
Inventory Record
Customers Record
Centralized Data
Centralized Data
Enterprise Resource System of Amin Jewelers Limited connecting all the branches together
Transaction Processing System
A transaction processing system keep track of elementary activities & transaction of the organization such as sales, receipts, cash deposits, payroll, credits decisions and the flow of materials in a factory.
For employee payment system
Amin jeweler limited doesn’t have any electronic record of its employers. Therefore, the first thing to do is to create employee identification card. Through this employee identification card, employees can sign in and sign out which will be automatically recorded the computer. No separate worksheet also needed to keep for overtime schedules.
38 System Development of Amin Jewellers Ltd
Employee
database
Employee
database Payroll
System
Payroll
System
Management reports
Management reports
Government Agencies
Employee Paychecks
Government Agencies
Employee Paychecks
Employee Name
Address
Pay rate
Tax rate
Earnings
Employee Name
Address
Pay rate
Tax rate
Earnings
Employee Identification cards
With the help of employee identification cards, employee can automatically sign in and sign out of the store. It also helps to eliminate the need to record employee working hours every day and employee. Employee schedule will appear everyday which will show how many hours an employee has worked everyday including overtime schedules.
Backup Server- A backup server is created so that system doesn’t lose it data and can restore
its preview session. The Backup server should be able to take-over if the Primary Server fails (in
case of server crash, disaster/fire, etc). As when the Primary Server starts to work again, it should
automatically synchronize with the data on Secondary Server. This is to avoid the lose of data
stored in the system by employees about customers sales, products and other times.
39 System Development of Amin Jewellers Ltd
System specifications
All the above system applications will connected by one service however there are some
system specifications which everyone need to follow:-
Everyone can view Amin jewelers website
No one can edit any content of the website
Customers can browse the information and access any information without logging in.
Customers need to open a login account to sign in and purchase items online..
Only the company can access customer reward card for customer databse.
Employees can use employee identification card to sign in and sign out.
Sales executive and cashier will get updated details about sales with each transaction.
Information about customers will be recorded in the database recorded each time they
use their card.
Information about employees will be recorded in the database recorded each time they
use their card.
Discounts given to customers who buy items of more than Tk.50,00 0 per month by
online.
Information about products and services is automatically updated in website and
inventory database simulatenouslsly.
40 System Development of Amin Jewellers Ltd
Programming
The next step is programming where the system design needs to be implemented to make it a
workable system. Programming is instructing a computer to do something for you with the help
of a programming language. This demands the coding of design into computer understandable
language or translated into software program code like programming language. It is an
important stage where the defined procedures and specifications developed in the earlier
stages are transformed into control specifications by the help of a computer language. The
programs coordinate the data movements and control the entire process in a system.
The role of a programming language can be described in two ways:
Technical: It is a means for instructing a Computer to perform Tasks
Conceptual: We organize our ideas about things and processes within a framework.
For the programming purpose, we will choose Java, HTML and Oracle. The functions of these
three programming languages are-
HTML- HTML also known as HyperText Markup Language is a language called “marking”
from “structuring” whose role is to formalize writing a document with formatting tags.
The tags can indicate how it must be submitted on paper, and establish links with other
documents. HTML allows reading documents on the Internet from different machines,
with the help of the HTTP protocol, allowing network access to documents identified by
unique addresses known as URLs. The HTML is needed to design the Web site of Amin
Jewelers Limited, which will be used by programmers to connect and link the various tab
and web pages of the company website. With the help of HTML, users will be able to
brown the web page of AMin jewelers limited in a through the instructions on the HTML
page.
41 System Development of Amin Jewellers Ltd
JavaScript -JavaScript is a prototype-based, object-oriented, scripting language that is
dynamic, weakly typed and has first-class functions. It is also considered a functional
programming language and is implemented as part of a web browser in order to provide
enhanced user interfaces and dynamic websites. Due to enhanced user interface, users
will be able to connect and view the pages of Amin Jewelers limited very easily. On the
other, the website will be dynamic due to use of videos, slideshows and pictures.
Oracle-The Oracle Database is an object-relational database management system
produced and marketed by Oracle Corporation. . Oracle 11g database refers to a
collection of records or files that are stored in a logical and sequential manner, which
helps user to quick retrieve and access the data. Besides, it also helps to eliminate idle
data and data redundancy. It maximizes the availability and eliminates idle data center
redundancy. It also compresses data onto low cost storage partitions for faster
performance, secures information, enables compliance, doubles productivity and lastly
reduces the risk of change. The oracle database will be helped to create the customer
and employee database for Amin Jewelers Limited. It will be also helpful to create the
database and list of Jewelries stored in stock house. Employees will be able to know
helpful which products are available and which are not.
42 System Development of Amin Jewellers Ltd
43 System Development of Amin Jewellers Ltd
Employee DatabaseCustomer DatabaseProducts and inventory list
Designing websiteBrowse PagesVisit the home page
User InterfaceDynamic WebpageVideos and pictures
User interfaceVideo and slideshowsOrder and browse proucts
Testing
After the system has been programmed, testing need to be done to make sure that the new system
has produced the desired results. System testing is considered a part of implementation process.
Implementing the new system into operation, a test run of the system is done for removing the
problems in new system. It is an important phase of a successful system. A test plan is
developed which includes three different types of testing which are implemented on the testing
date.
Testing is an information system can be broken down into three types of activities, which are-
Unit Testing- In unit testing, each program is tested separately in the system. It happens
to guarantee that program are error free so that undesirable happening must be noted and
debugged .When the systems that we have been specified, each program of the new
system like website browsing, employee database, customer database, each of the activity
is tested before the new system is run. Any undesirable happening must be noted. In unit
testing, testing is done individually to make sure whether the programmers designers,
database management workers all have done their works properly or not.
System Testing: System testing carries out the test for each of the programs of the
information system as a whole. In this test, the errors in the particular programs is
identified and fixed so that output is better. After carrying out the system the errors are
found and removed, and then system test is done. At this stage, the test is done on actual
data. When the results or output of the system is analyzed, it may be found that the
outputs are not matching the expected output of the system. In such case, the errors in the
particular system are identified and are fixed for a better and more efficient system.
Finally, when it is ensured that the system is running error-free, than users like
employees, customers are called with their own actual data so that they can make sure
that the system is running as per their requirements and software meets the organization’s
requirements.
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Acceptance Testing: This test provides the final certification of systems that they are
ready to be used. Therefore, when new systems are tested and evaluated by the users by
using real data of all the systems and demonstrate that system is giving satisfactory
performance than the new system is installed by Amin Jewellers System
Some of the testing principles are -
1) Testing shows presence of defects which shows and if no defects are, present it gives the proof of accuracy.
2) Exhaustive testing is impossible which involves testing all combinations, inputs and preconditions. Therefore, testing will be based on some risks & priorities.
3) Testing should start as early as possible in the life cycle of a project after system analysis, system design and programming has been done.
4) Testing can find a defect that exist in a cluster and fixing of a defect introduces another or many more defects. S, If Amin Jewellers Limited new website customers cannot access their account, and then company will not get information about customers, which in turn will affect customer relationship management.
45 System Development of Amin Jewellers Ltd
5) If the same tests are repeated, they will no longer find any new defects This should be overcome and new tests to test different paths and parts should be created which will uncover more defects. So, Amin Jewelers limited should not do tests only on their website design and format but also in their employee database system management,, transaction processing system.
6) Testing is context dependent so each software is tested differently depending on what is being tested. So, whether Amin Jewellers database is working or not will be tested differently than its website as database is built on Oracle and website on HTML and Javascript.
Conversion
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Conversion is one of the most critical and expensive activities in the system development life
cycle. The data from the old system is converted to operate in the new format of the new system.
The database needs to be setup with security and recovery procedures fully defined. The
following four main conversion strategies are followed for change over the system.
Parallel strategy: In parallel run both the old system used as a backup and its
potential systems are run together for a time until everyone is assured that the new
one function is correct. This strategy is less risky but more expensive however,
we will follow this strategy as Amin Jewellers Limited is introducing its new
system for the first time and if the new system crashes than there will no existing
system to backup.
Direct cutover strategy: In this stage, the old system is replaced by the new
system on a specified date. It is a risky approach if serious problems with the new
system are found because there is no other system to fall back on. We will apply
this strategy only after we are done with parallel strategy.
Pilot study: In this type of strategy, the new system is introduced in a part and
then introduced to other units. Finally, after completing pilot version it is installed
throughout the organization either simultaneously or in stages. It makes no sense
to use it in Amin Jewellers limited, as it has no separate departments.
Phased approach: This means introducing the new system in stages by the types
of business functions. This helps to understand the system and permit changes to
be made in the existing system to satisfy new user needs. As Amin Jewellers
limited has never used information technology before, it makes sense to use this
strategy. At first, we make sure that employees can use their card, than cashier
can record sales transactions, warehouse can view product updates and users can
view website updates. We go stage by stage so that everyone can learn what they
are doing and adapt to the new system.
47 System Development of Amin Jewellers Ltd
48 System Development of Amin Jewellers Ltd
Conversion techniques by Amin Jewellers Limited
Conversion techniques adopted by Amin Jewelers Limited
Production and Maintenance:
When the conversion is complete and new, system is installed than the new system is in
production. In this stage, end users and technical specialists will use the new system and based
on its performance there will be any revisions and modifications. A formal Post implementation
audit will be also prepared. Maintenance is also necessary to eliminate errors in the system
during its working life and to tune the system to any variations in its working environments. The
activities included in maintenance are changes in hardware, software, documentation, correct
errors, meet new requirements, improve processing efficiency are termed maintenance.
In this stage, the approved system will be installed in all the branches of Amin Jewellers Ltd.
First, the CEO will announce a scheduled date on which the new system will be setup. After that,
an orientation is held for all the employees of the company to introduce them about the new
system end users, which include sales excetuve, cashier and stockperson, are also provided with
enough training so that they can use the product. All the users are also notify of any
responsibilities and duties they will held while using the new system. When the product is
installed, organizations should monitor its performance for few days and then gives the results
back to technical specialists for any modifications. Management and the company should also
make sure all the data, configurations, information and documents related to the security of the
system are valid and reviewed.
The maintenance of the new system includes making changes to hardware, software, and
documentation to support its operational effectiveness. To maintain the software, hardware and
other compliances, our maintenance programmers will work on the system for-
Corrective maintenance- The objective of corrective maintenance is to remove errors or
bugs from the software, the procedures, the hardware, the network, the data
structures, and the documentation. Corrective maintenance activities include both
emergency repairs and corrective repairs. In this stage, , maintenance programmers are
concerned with such tasks as removing software bugs, improving the function ability of
49 System Development of Amin Jewellers Ltd
the website , improving the integrity and reliability of the programs, streamlining and
tightening data validation routines, and minimizing downtime.
Adaptive maintenance- The point of adaptive maintenance is to enhance the system by
adding features, capabilities, and functions in response to new technology, upgrades,
new requirements, or new problems. Therefore, whenever new technologies are
available, Amin Jewellers will change its existing system; enhance its website with more
advanced designs to interact with the customers to survive in the tough competitive
market.
Perfective maintenance- The point of perfective maintenance is to enhance the system
by improving efficiency, reliability, functionality, or maintainability, often in response to
user or system personnel requests. Perfective maintenance is proactive. The idea is to
fix the system before it breaks. One way to maintain is by creating a backup server by
Amin Jewelers Limited so that no data is lost when system fails.
Managing maintenance- Maintenance can be very expensive. The elements of a system
often interact in unexpected ways, and any unexpected bugs or new errors caused by a
change intended to fix an initial problem can be devastating. Sometimes, apparently
unrelated maintenance problems are tightly linked. Consequently, maintenance must be
carefully managed by developing formal maintenance procedures. Amin Jewellers
Limited will have to pay fees to the employees it will hire to maintain its website,
upgrade its database, interact with customers online to run the new system properly.
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Advantages Due to implementing IT
Due to the implementation of the new information technology, the business is becoming more efficient and flexible. The various degrees of organizational changes, which are occurring due to implementing information technology, are-
1) Automation- The business is becoming fully automated and daily transactions are recorded automatically.
2) Database Management- It helps to create customers and employee database.
3) Saves time and money- It will save time needed to record daily transactions and cost of keeping extra copies.
4) Business Reengineers- By fully reengineering the business process, the business will become more efficient and fast.
5) Increase customer satisfaction- The company will be able to provide better customer service through better customer service through contact form etc.
6) Paradigm shift- The organization will change the way it do business, it can think of even now of itself as a global company due to development of e-commerce.
51 System Development of Amin Jewellers Ltd
No customer recordNo customer record
No branch communicationNo branch communication
No employee recordNo employee record
Manual record of daily transactions
Manual record of daily transactions
No catalog & Online Payment System
No catalog & Online Payment System
Customer DatabaseCustomer Database
Centralization of dataCentralization of data
Employee Database
Employee Identification card
Employee Database
Employee Identification card
Fully automated SystemsFully automated Systems
Online Customer Catalog and E-Commerce
Online Customer Catalog and E-Commerce
The transformation of existing system to new system due to implementation of IT.The transformation of existing system to new system due to implementation of IT.
Conclusion
The project “System Development of Amin Jewelleres Limited has been on making the existing
business system of the shop digital. Our group has done a wide research on the business
proposals of Amin Jewellers limited to come up with solutions that will take care of all the
activities, requirements and problems occurred in the old system. Overall, throughout this
report, we tried to formulate various solutions like a new website, customer database & reward