Asia Pacific of Information Technology Information System Table of Contents TABLE OF CONTENTS 1 ASSESSMENT WEIGHTINGS 3 ABSTRACT 4 INTRODUCTION 5 MAIN BODY 6 INFORMATION SYSTEM (NEW VERSION) 6 DATA/ INFORMATION 6 HARDWARE 8 SOFTWARE 13 PEOPLE 18 PROCEDURE 20 COMPUTER SECURITY 34 ETHICAL 40 PRIVACY 41 BACK-UP SYSTEMS 42 CURRENT PROBLEMS 43 SELVAN 43 SPENCER 44 MURALY 45 CHUNG JIE 46 SOLUTION AND RECOMMENDATIONS 47 SELVAN 47 Restaurant POS Systems Page 1 of 119
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Asia Pacific of Information Technology Information System
Table of ContentsTABLE OF CONTENTS 1
ASSESSMENT WEIGHTINGS 3
ABSTRACT 4
INTRODUCTION 5
MAIN BODY 6
INFORMATION SYSTEM (NEW VERSION) 6
DATA/ INFORMATION 6
HARDWARE 8
SOFTWARE 13
PEOPLE 18
PROCEDURE 20
COMPUTER SECURITY 34
ETHICAL 40
PRIVACY 41
BACK-UP SYSTEMS 42
CURRENT PROBLEMS 43
SELVAN 43
SPENCER 44
MURALY 45
CHUNG JIE 46
SOLUTION AND RECOMMENDATIONS 47
SELVAN 47
SPENCER 48
MURALY 49
CHUNG JIE 50
CONCLUSION 51
WORK BREAKDOWN STRUCTURE (WBS) 52
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Asia Pacific of Information Technology Information System
CITATION AND REFERENCES 54
MINUTES OF MANDATORY MEETINGS & WEEKLY
REPORTS 56
APPENDICES 63
INFORMATION SYSTEM (OLD VERSION) 63
DATA/ INFORMATION 63
HARDWARE 64
SOFTWARE 67
PEOPLE 68
PROCEDURES 69
INTERVIEW QUESTIONS 77
INTERVIEW PICTURES 79
INTERVIEW LATTER 81
IS Assignment Schedule Planning 82
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Asia Pacific of Information Technology Information System
Assessment Weightings
Maximum
Marks
Student
Name
Student
Name
Student
Name
Student
Name
Individual
30%
Oral
presentation
10
Report content 20
Group
70%
Report
structure
5
Documentation 5
WBS 5
Submission of
Weekly Report
5
Diagrams and
illustrations
10
Research
analysis and
Critical
discussion
20
Research,
Reading and
Referencing
20
Total Marks 100
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Asia Pacific of Information Technology Information System
Abstract
This report shows the investigating, researching and observing between cash
register system and Restaurant Point-of-Sales (POS) system based on the five
components of an Information System (IS) which are data and information, hardware,
software, people and procedures. The IS of cash register (current system) in this report
is founded on a selected restaurant from interview. Conversely, the IS of Restaurant
POS is founded on the researching of our group from websites, books and others.
Moreover, current problems, the computer security, ethical and privacy issues about
both systems are involved in this report to perform more detail analyses. Besides,
solutions and recommendations also are provided to solve the current system’s
problems that the users face.
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Asia Pacific of Information Technology Information System
Introduction
Firstly I would like wish advance thanks with our lecturer Ms. Intan who
guide and help us a lot from the beginning until the end of the project and the rest of
friends who support us to finish the assignment successfully
The restaurant is being in research by our group is Friends Cafe restaurant and
the system is taking into consideration by our group is point of sale system which are
use in the Friends Cafe, where by variety of the services is provide by the POS at the
same time provide efficient services to the customers. Another that the POS is
meaningful to the Friends Cafe because their can speed up they services and gain a
good reputation on their business and keep on track with the systematically
management. Overall the POS system is the factor to success.
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Asia Pacific of Information Technology Information System
Main Body
Information System (New Version)
Data/ Information
Definition of data
Data is an information system transforms data into useful.
It’s also the information system uses data from both tables to calculate the
employee’s gross pay and to produce a pay check that subtracts taxes and
deductions from total earning.
Data of point-of-sale [POS] Restaurant system
The First Data POS Value Exchange™ Restaurant Solution, an all-in-one
point-of-sale (POS) computer system, help small to mid-sized restaurant
owners improve their productivity and profitability.
Benefits
POS systems way to produce
First, its term turn tables faster by speeding guest check processing times.
Boot menu items sales by promoting specials at the table.
It will improve security and prevent loss.
Automatically track and record transaction and tips with integrated payments
processing. URL (http://www.firstdata.com)
Micro Point-of-sale [POS] System Restaurant [NEW SYSTEM]
POS Micro Restaurant system is another data that the restaurant is using. It is more
easy and useful. It is also salt away time and making the systems going fast. This is
the POS Micro system.
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Point-of-sale data diagram
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3) It is easy and saved the time as
fast.
2) The bill will scan by the scanner.
1) Take the order by Touch Screen
Terminal and send it to kitchen.
RestaurantPOS
System
Asia Pacific of Information Technology Information System
Fingerprint Server or sometimes called Fingerprint ID Reader is a fingerprint
security that using biometric security system which enables users to control exactly
who has access to their POS system without any compromises and limits which
employees can access the POS terminal. Unlike PIN codes that can be read over
someone's shoulder or magnetic swipe cards that can be forgotten by employees,
stolen, or lost, this fingerprint security system read thumbprints and ensure the right
employees can log on which also can prevent anyone from impersonating.
In addition, Fingerprint Server is easy to setup. After setup, the employer has
to make each of his or her employees go to the fingerprint server computer and
register their fingerprints. This process usually takes less than 1 minute to complete.
This system is much easy and faster to use and log on into POS terminal without any
additional steps.
Users have to let the Fingerprint Server to read their fingerprints before they can access to certain data and information. Fingerprint Server will analysis the fingerprint whether it is match or not to
the fingerprint from itself database.
3. Username and Password Protection
A user name or sometimes called user ID (identification) is a unique
combination of characters, such as letters of the alphabet or numbers that identifies
one specific user. On the other hand, a password is a private combination of
characters associated with the user name that allows access to certain computer
resources.
In order to access certain data or information that located inside the POS
terminal such as employees’ personal information (monthly salary information), daily
sales and monthly sales report, POS terminal will require user (employer or manager)
to enter their password and user name before they can access certain data and
information. This is to prevent an unauthorised access. For example, an employee
views the daily sales report or confidential information of company without employer
or manager permission.
Besides, POS terminal also request employees to set and enter their user name
follow with their password before they can operating and use any function of POS
terminal. This is to ensure that none of the outside people which most properly are
customers using the system.
Employees have to enter their number (as a password) first before they can use any functions of POS
system.
Managers have to enter their number (as a password) first before
they can access into Manager.
4. Antivirus Program
The manager of the restaurant usually will send the business report such as
sales report to the main campus of restaurant through the network at the certain time.
POS computers will have a change to get infected by a virus, worm or Trojan horse.
Sometimes it can even cause the loss of confidential and important information of
restaurant.
To prevent this situation, the manager usually will install an antivirus program
for their POS systems. The antivirus program protect POS computer against viruses
by identifying through virus signature and removing any computer viruses found in
memory, on storage media, or on incoming files.
Antivirus program will scan out the total threats detected in the computer and help user to delete it
as well.
User should update the antivirus program’s
signature files regularly to give the maximize
protection for their POS systems.
EthicalMoral guidelines that govern the use protect of computers and information systems.
Copyright
A copyright guard any touchable form of expression and it gives authors and artists
special right to copy publish and sell their materials. Apart from that, e.g. in orders to
install POS System into computer, users have to make sure that the software installer
is copyrighted material to avoid any vibrancy cases or others.
Example of uses for employer and employee
To make sure that the employees use the POS system in the proper way, employer has
the responsibility to guidance them of how to use the system and which things they
should or shouldn’t do. E.g. there are some example of employers may distribute to
employees E.g. Employees can’t use other POS system function that can only use by
employer such as viewing daily sales report.
Privacy
Privacy of the point of sale restaurant is policies regarding customer personal
identification details such as name address or contact number .E.g. cookies use to spy
the visitor to prevent from the unethical work and to protect a person data store in
secure place in the website and ensure customer personal information handled in a
safe and responsible manner. In additional privacy also about how the information
being used, what is the information colleted, who is collecting the information, which
will access to my information, how do we protect the information. How do you update
or correct the personal ID information, how do you communicate your contact
preferences
Back-up Systems
Explanation of what is Backup
Backup is to create copies of important files to protect yourself against cashes
and data loss. Snap backup also is the best backup and archive your valuable
data.
Type of Backup
Cold Backup
Offline or cold backups are performed when the database is completely
shutdown
Hot Backup
An online backup or hot backup is also referred to as ARCHIVE LOG backup.
An online backup can be done when the database is running in ARCHIVE
LOG mode and the database is open.
Current Problems
Selvan
What is the problem that the restaurants data faced?
› Data is an information system that transforms the valuable data into useful
functions or system. Data also can be stolen e.g. can use to negative usage
and the privacy of the system which currently in use in company maybe
can give easily pass around and the company will be in trouble of the
privacy is unsecured ready.
How to overcome the problems?
› We should have copies for each data files, which it’s called as backup
system. Backup is to create copies of important files and to protect as the
future references or record.
Spencer
Not enough strong to store data.
› The manager can’t view the summery report on previous year. They only
can view the report on this few days.
Lots of documentation
› The cash register only can memory few days information. There are not
enough for a company or restaurant to review previous data. Thus, they
have to use lots of document to keep their data and information.
Function less
› The cash register machine only can make payment and view the whole day
summery report, no other function.
Less character to use
› The cash register machine only can use by the casher and manager.
Hard to use
› For the cash register, there are many buttons on the machine. In addition,
every single button has own function and meaning. Thus, there are only
casher know how to use the machine.
Muraly
Increases Work
› E.g. Cash register machine is running user manually like entering the code
and billing system use the receipt, which we still have to write the
report using hand and give more work
Makes work not prefect
› E.g. Cash register machine do not have software inside however the
machine running on user command button and technical support provide
by the user code and makes work not prefect and more mistakes is occur
when operation in peak time
Not friendly user
› E.g., Staff using the cash register machine have to learn how to use for a
long time and even the staff is experienced sometimes they also can make
simple mistakes like calculate the customer bill wrongly, And the machine
just will follow the command, not going to give alert or avoid from the bill
to customer.
Easily effected by the natural environment
› E.g., sensitive with dusty temperatures and have to maintenance monthly
to prevent any damages or problem occur when operation
Easily can be confused and low capacity.
› E.g., the arrangement of the keypad in machine is confusing. Easily makes
staff to mistakes. Have to setup all the basic operation and re-print the
report every day to save the capacity.
Chung Jie
Duplicate Work
› Sometimes, after the waiters take the order manually, he/she have to
rewrite the order again and send to cashier for key-in the items. At the
same time the waiter will also copy the same order again to send it to the
kitchen. This make the waiter do more work and slow down the process.
Low Quality of User Interface
› The quality of user interface of cash register is low because it doesn’t
provide more option or function on the screen which can be make user
more easy and comfortable to use and monitor the machine.
Inaccurate Information and Cause Wrong Order
› When the handwriting form of order isn’t write in clearly, it can lead to
cashier to key-in the inaccurate information and cause the kitchen or bar
do the wrong order.
Lack of Management System
› The cash register system actually didn’t provide much function that can
help the employers to manage, keep data and information for their
restaurant such as employees’ information and customers’ record.
Solution and Recommendations
Selvan
What is the problem that data point-of-sale (POS) face?
› Processing timing is one of the problems that the data progress faces.
How does the backup system function?
› Backup system function with save the document in other file, like battery
or floppy discs.
What backup system that the restaurant point-of-sale using?
› Type of backup system that they using is battery, floppy discs, or other
hardware.
Spencer
Hard disc Strong
› The POS System server have a lot of memory and strong from the server
computer. Thus, the computer can store lot of data and information.
Paper less
› For the cash register, there are only store few days information and record.
The manager has to waste paper and space to store the previous record, but
the POS server computer have enough strong to store data and
information.
More function
› For the POS system, there have lots of function to use. For example, the
POS system can direct order, payment, analyses and summery report.
Can use by many character
› For the POS system, there are cover all the people to use the system for the
business. For instance, the POS system can direct order by waiter and
direct send to the kitchen and bartender.
More easy to use
› The POS systems not like cash register lots of button. The user can direct
touch screen to make payment and order. Any user can easy to manage the
system.
Muraly
Finally, on my own observation I am recommend pos system need to use in
the big chain of the restaurant because the pos system will help the management to
keep in track about old or latest record and systematically arrange the task help the
employees the calculation of closing shift can be done easily and effectively without
any mistakes.
Chung Jie
Speed up the Process
Friendly User Interface
› Compare to cash register, POS system provide more friendly user interface
which make user more easily and comfortable to use and monitor the
system. Moreover, the screen of POS’s Monitor is much bigger than the
Display Operator of cash register.
› The user interface of POS system has more function and option than cash
register that make user more easily to use it.
More Management System
› POS system provides more functions that can help the employer to
manage, keep data and information for their restaurant and future use such
as employees’ information and customers’ record.
› POS system provides more management system such as Employee
Information, Customer Information, Stock Locations and others.
› By using restaurant POS system, user doesn’t have to rewrite the order
for two times. They just need to send the order that has taken to cashier
for key-in. Once the cashier gives the command to POS system, the
order automatically will send to the kitchen through the kitchen printer
in a computer-type form.
› The order is printed out through Kitchen Printer which located at
kitchen through command from cashier.
Reduce Mistakes and Changes of Causing Wrong Order.
› Rather than send a handwriting form of order to kitchen, POS system
send a Kitchen Order Ticket (KOT) to kitchen through Kitchen Printer.
KOT is a form of computer-type paper in small size which contain of
food name, quantity of food, code of ticket and number of table. By
using this way, it can reduce the changes of cook/chief to do the wrong
order because the orders are written down in more clearly, organized
and more proper way.
Conclusion
From the research by restaurant point-of-sale (POS) system, we can know and
get more knowledge about new POS restaurant system and old POS restaurant
system. We are trained to work effectively as part of team, interacting with users
developing specification and documents developing prototypes and improve our
presentation skills. We also interview the staff from the restaurant and get their
opinion. It was really useful to us to success this project. Finally, I would like to wish
a grateful thanks to everyone who helps us from beginning until now to success our
project. Thank you.
Work Breakdown Structure (WBS)Name Task/ Description/ Responsibility SignatureSpencer Combine**
Cover PageTable of ContentsAssessment WeightingsCitation and References
Chung Jie Abstract Muraly IntroductionSelvan ConclusionSpencer Work Breakdown Structure (WBS)
Muraly Minutes of mandatory meetingsWeekly Report
Main Body**Information Systems(Old and New Version)
Selvan Data/ InformationSpencer HardwareMuraly SoftwareSpencer PeopleChung Jie Procedures
(New Version)Chung Jie Computer SecuritySpencer EthicalMuraly PrivacySelvan Back-up
Minutes of Mandatory Meetings & Weekly ReportsMinutes of Mandatory
Meeting
Week: Week 4
Date: 17/11/2008 (Monday)
Time: 12.05p.m. – 12.40p.m.
Place: 2nd Floor Wi-Fi room
Attendant: Spencer Lee, Chung Jie, Muraly, Selvan
We are discussing about the final list of “Information Systems” component
modern system.
Checking IS Schedule on week 4 and verify it.
Because of the observing and some wrong analysis when research problem we
face this week, our group unable to finish the task as our plan.
We plan to give the best effort and finish all the IS part on this Thursday.
We decide to pass up our IS part at 21/11/2008(Friday), for proper check with
our lecture Ms.Intan.
Prepared by,
Muraly
Minutes of Mandatory
Meeting
Week: Week 5
Date: 19/11/2008 (Wednesday)
Time: 5.40p.m. – 6.20p.m.
Venue Computer Lab
Attendant: Spencer Lee, Chung Jie, Muraly, Selvan
We collect all the IS part task from group members on the meeting.
We are discussing about the Assignment Schedule Time Table and how to
design it.
We discussing about the person in charge on modern part of IS.
Updated the new task collect from group members from their own IS topic.
Prepared by,
Muraly
Minutes of Mandatory
Meeting
Week: Week 6
Date: 24/11/08 (Monday)
Time: 12.00p.m. – 12.35p.m.
Attendant: Spencer Lee, Chung Jie, Muraly, Selvan
Last week, we faced some problem from but we manage to solve it by
direction lecturer regarding of Restaurant POS system.
Ms. Intan recommended us to change our direction, she suggested us to
interview the manual POS system and come out with some diagram.
Today, we decide our new plan and schedule.
We are discussing about, the interview question and collecting some point
from the arguing.
We are planning to find out the restaurant need to interview.
We also going to finish research of all” IS” part in modern system on these
two weeks.
We estimate to get the interview permission letter by administration
department on next week.
Planning the WBS.
Group discussion to interview Ms. Intan for obtains more details about our
topic “restaurant pos system”.
Prepared by,
Muraly
Minutes of Mandatory
Meeting
Week: Week 7
Date: 01/12/08 (Monday)
Time: 1.15p.m. –2.15p.m.
Attendant: Spencer Lee, Chung Jie, Muraly, Selvan
This week we submit our interview question with Ms Intan.
After last week planning our group members still searching for the manual
restaurant to interview.
Re-planning our scheduled program because is not exactly going on as our
plan we suffer with some technical and transport problem.
This week we do some modification in our assignment.
Group discussing regarding about interview question.
Redoing our group WBS and assignment again.
Prepared by,
Muraly
Minutes of Mandatory
Meeting
Week: Week 10
Date: 05/01/09 (Monday)
Time: 2.00p.m. –3.30p.m.
Attendant: Spencer Lee, Chung Jie, Muraly, Selvan
Collect restaurant old system task from the group members.
This week rearrange the schedule and discuss about current problem in pos
system.
Went for interview in one of the restaurant in Kepong, Kuala Lumpur.
Re- doing the five main components of old restaurant system because of we
are not satisfy with the analysis have been made by our group before.
Discussing how to arrange procedure for the old restaurant system.
Design and a bit adjustment on our assignment and presentation slides
Redoing our group WBS and assignment again.
Prepared by,
Muraly
Minutes of Mandatory
Meeting
Week: Week 11
Date: 15/01/09 (Thursday)
Time: 3.00p.m. –4.00p.m.
Attendant: Spencer Lee, Chung Jie, Muraly, Selvan
Double re-check the entire individual task and the overall group assignment.
Discuss Individual contribution in assignment on their individual part and
balance it.
Re-arrange the interview question
Done the procedure for old restaurant system and re-doing the five main
components is complete.
Arrange the WBS and finish the problem in current system which was pending
when in discussion last week.
Prepared by,
Muraly
Minutes of Mandatory
Meeting
Week: Week 12
Date: 23/01/09 (Friday)
Time: 4.00p.m. –5.30p.m.
Attendant: Spencer Lee, Chung Jie, Muraly, Selvan
Compile all the individual part assignment in one document.
Modified the setting and layouts of the document.
Re-arrange WBS for the last time.
Design the cover page and going to finish report structure.
Prepared by,
Muraly
Appendices
Information System (Old Version)
Data/ Information
Old Restaurant point-of-sale (POS) System
Screen
Bills
Control Keys
Hardware
Customers Display
Built In Printer
Display Operator Colour LCD
Multipurpose key
Keyboard & Menu SheetExternal Drawer
Hardware and Functions
Hardware FunctionsCustomers Display To display the total prices to customers.
Display Operator Colour LCD To display the Operator and System out put.The Operator display unit can be adjusted to fit your best readable angle
Built In Printer The machine has built in printer; we no need to plug-in other external receipt printer.
Multipurpose key These keys are possible to customize of its functionality as well as slide-in template to identify each functions.
Keyboard & Menu Sheet These Keyboards have 153s buttons and Manu Sheet.
External Drawer On these machines, there is no built in drawer. So, we have to extra add on an external drawer.
Storage Device On these machines, there are support extra storage device CF Card.The CF (Compact Flash Card) interface is equipped as standard for data back up and restore
Software
Cash register machine is the old system are in use in the restaurant before,
which the system didn’t run with software, where by the operating are using manually
E.g. the machine will follow the user command , only with user can run the machine.
People
Direct User
Manager This register cash machine can show summary report to the Manager
but can’t show preview years report. It is because the strong device not
enough space.
Casher This machine easy to collect and change money by Casher.
Indirect User
Customers The Customers are indirect using the register cash machine to make
payment.
Indirect UserCustomers
Direct UserManagerCashier
Register Cash Machine
(Old Version)
Procedures
The following diagram shows the general procedure of using the cash register. It is
mainly divided in three parts which is BEFORE business hour, DURING business
hour and AFTER business hour.
BEFORE business hour1. Turn on the cash register.
2. Check and make sure there is enough paper left on the roll.
3. Check the date and time whether it is correct or not.
DURING business hour1. Receive orders, send the orders and key
in the items 2.Print receipt and received payment from
customer
AFTER business hour1.Print the daily sales reset report
2.Count the money from the external cash drawer.
3.Take the cash and journal to home.
Before business hour
1. Turn on the cash register
To turn on the cash register, these are the steps that you should follow.
Note:
** There are total of five mode key in the cash register which is DISP ON/OFF