IMS506 Report E-catering

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

FACULTY OF INFORMATION MANAGEMENT UNIVERSITI TEKNOLOGI MARA, JOHOR BRANCH COURSE: IMS506 GROUP: IM2453C PROJECT TITLE E-CATERING SYSTEM

GROUP MEMBERS MOHAMAD HANIS BIN MOHD RAHIM AMIRUL SYAFIQ BIN SAPI’AI AHMAD HANIFAH BIN HASHIM LECTURER ENCIK RIDZUAN BIN MOHD SEMAN

PART A

DATABASE APPLICATION FOR INFORMATION MANAGEMENT PROJRCT OVERVIEW 1.0Introduction to the organization 1.1Background E-Catering services was established to provide services to customer that is customers friendly. Customers can easily order their menu using only this services. This facility is operated by Chief Chef, assisted by numerous supporting staffs. All the costs will be supported by company. In addition, the service can be use by all the customer that came to the restaurants. The company that use this system is located at UiTM Shah Alam. 1.2Function 1.2.1 To save cost in the managing the paper document that need storage and cabinet to keep the record safe 1.2.2 Change the hard copy document and ordering form to the electronic record 1.3Organizational Chart

Executiv e Chef Executiv e Sous Chef Pastry Chef Baker

Butcher

Sous Chef

Garde Manger

Chef De Partie

Night Cook

Breakfas t Cook

Pantry

commis

Chief Steward

Banquet Chef

Steward

2.0Introduction to the Systems 2.1Summary about the System The system that we develop function is to change the hard copy document and ordering form to the electronic record. This method will help the caterer headquarter to save cost in the managing the paper document that need storage and cabinet to keep the record safe, the caterer receive order from the customers more than 20 order per day, due

DATABASE APPLICATION FOR INFORMATION MANAGEMENT to this problem the caterer need the system that support they requirement such as this database system that keep all the record on the electronic. The electronic record also can be retrieve more accurate and save time compare to the paper document record that need to be search manually, because the old method to retrieve the record need time to find the document in the folder, the record maybe lost and cant not be retrieve on the time. This proven that electronic database are more efficiency than the manual ways that use paper document. The paper document can’t be easily lost and destroy due to the weather and etc. 2.2Comparison with other system The system used by this company is developed using Access. But the system cause problems to the customers and due to that the customers decides to use manual system. The comparison with other similar system can be made with the system being used in Universiti Teknikal Melaka (UTem) Restaurants. The customers has experience problems while using the restaurants system. During the first interview with the customer in the restaurants, the customers states few problems that arise when using the manual system and restaurants system. The problems include the report that needs to be display and print-out. The data mix with other data and are also displayed in the report and this does not fill the customers’ requirements. Due to that, the customers uses the manual system to manage the activity in the restaurants. Restaurants assistant use manual system to record all the information about the customers that visit the restaurants. Every day, the number of customers will increased and at the same time the customers’ data also increased. Furthermore, the boost of data needs large storage to keep it. In short term, it can be more beneficial than owning a computer but in long term, many problems will arise.

PART B DATABASE LIFECYCLE

DATABASE APPLICATION FOR INFORMATION MANAGEMENT 1.0Database Initial Study 1.1Company Situation Based on observation, basically, the people or person must come to the UiTM restaurant to order their package of food. They must ask the staffs there of the package of food that they needs is available or not. Some of customer also make a phone call when they want to make order, infrequently it can make the supplier get the incorrect information. 1.2Problems and Constraints There are several problem and constraints can be define from our observation. As the restaurant is not using system or database, the record may be missing. For example, there are thousands of students in UiTM. This means that thousands of records are created per year. Bulk of record will cause many problems especially in data access. Besides that, the time consumed to find customers records also increase as the staff needs to find it manually. This will cause low effectiveness in access customer’s record. Next, besides that, as the record is just a file which made from paper, there is no back up. If disaster happened, all the records tend to destroy. Last but not least, sometimes there is mistake in giving about drug prescription. 1.3Objectives • To make the data storage easy to organized • To identify new customers • To make retrieval process become easily • Reduced data entry, storage, and retrieval costs. • To provide security, safety and storage to data. 1.4Scope and Boundaries • Food Maintenance we need to kick in the data about the food what the customer want for their events, can add food, edit the order food and delete the food that •

customer choose that we provide. Users maintenance We need to kick in all the data about customer which is their name, address, phone number, time of event, quantity of the food, type of the

•

food and others. Catering maintenance This is where we need to customize and calculate the price for all the catering’ orders. Other than that, we can also can complete the

•

customer orders, edit the order and cancel the orders. Staff maintenance

DATABASE APPLICATION FOR INFORMATION MANAGEMENT In this data, we can kick in the information about our staffs who will conduct all the jobs for that event. 1.5Business Rules Staff treat customers. 1. A staff treats a customer. 2. A staff treats many customers. 3. Many staffs treat a customer. BR1: Many staffs treat many customers. Staff take order for customers. 1. A staff take orders for many customers. BR2: A doctor prepares package for many order. Customer has order. 1. A customer has an order. 2. A customer has many orders 3. Many customers have a order. 2.0Database Design 2.1Conceptual Design 2.1.1 Database Analysis and Requirements

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

Figure 1: Input views (Form that will be filled by the patients)

DATABASE APPLICATION FOR INFORMATION MANAGEMENT Figure 2: Output Form

Figure 3: Transaction –processing Requirement

UiTM Restaurant Restaurant Staff

Customers

View Registration

Register time out

View report and Customers

View individual report

Edit/update

Save button

Add/remove staff

Print report

Save button

Print Report

Log in and out

Log in and out

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

Figure 4: Transaction –processing Requirement

2.1.2 Entity Relationship Modelling and Normalization

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

Entity= Chef Attributes= Chef ID Chef name Address Phone number Primary key=Chef ID

Entity=Customer Attribute=Customer ID Customer Name ICNO Address Phone Primary key=Customer ID

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

Entity=Package

DATABASE APPLICATION FOR INFORMATION MANAGEMENT Attributes=Package Code Package Name Price Chef ID Type Primary key=Package Code

Entity=Staff Attributes=Staff ID Staff Name Address Phone Number Primary key=Staff ID Relationship BR1: Many staffs treat many customers

Entity=Order Attributes=Order ID Order Date Total Customer ID Staff ID Package Code Payments Primary key=Order ID

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

BR2: Many Chef has many Orders.

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

Conceptual ER Diagram

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

Normalization Table customer

Customer ID

Customer

ICNO

Address

Phone

Name Table order

Order ID

Order Date

Table staff

Total

Customer ID

Staff ID

Package Code

Payments

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

Staff ID

Staff Name

Address

Phone Number

Table package

Package Code

Package Name

Price

Chef ID

Type

Table chef

Chef ID

Chef name

Address

Phone number

Table order/package

Order ID

Package Code

Quantity

2.1.3 Data Model Verification Validation Rules A Validation rule is a criterion used in the process of data validation, carried out after the data has been encoded onto an input medium and involves a data vet or validation program. This is distinct from formal verification, where the operation of a program is determined to be that which was intended, and that meets the purpose. Validation rules prevent bad data being saved in the table. Basically, they look like criteria in a query. Below are the example.

DATABASE APPLICATION FOR INFORMATION MANAGEMENT To do this ...

Validation Rule for Fields

Explanation

Accept letters (a z) only Accept digits (0 9) only Letters and spaces only

Is Null OR Not Like "*[!a-z]*" Is Null OR Not Like "*[!0-9]*" Is Null Or Not Like "*[!a-z OR "" ""]*" Is Null OR Not Like "*[!((a-z) or (0-9))]*" Is Null OR Like "????????" Is Null OR Between 1000 And 9999 Is Null OR Like "####"

Any character outside the range A to Z is rejected. (Case insensitive.) Any character outside the range 0 to 9 is rejected. (Decimal point and negative sign rejected.) Punctuation and digits rejected.

Digits and letters only Exactly 8 characters Exactly 4 digits

Accepts A to Z and 0 to 9, but no punctuation or other characters. The question mark stands for one character. For Number fields.

For Text fields.

2.2DBMS Software Selection  Cost The cost is also one of the factors that affect the purchasing decision. In this case, we will provide the Microsoft access software to the staff. The purpose of provide the software is to make easier to the staff in restaurant to organize their data. They have to person which is handling about the data in the restaurant. So we assume that the cost for Microsoft Access software per person is RM 450. Software x two persons RM 450 x two persons = RM 900. That is only for one year but we covered for long term uses within 10 years. Per year x 10 year RM 900 x 10 year = RM 9000 

DBMS features and tools

Relational database It is the current king of the hill in database technologies. This doesn’t mean that more data will kept in relational databases than other model. Relational model is good for reduces redundant data and for the speed of

DATABASE APPLICATION FOR INFORMATION MANAGEMENT complex queries which is have a huge number of tools and APIs to support them. Database Dictionary Data dictionary is an important part of the DBMS which is contains data about data. It means that it contains the actual database descriptions used by the DBMS. DBMS will check the data dictionary every time the database is accessed. The data dictionary contains • Logical structure of database • Scheme, mappings and constrains • Description about application program Report Generator It is an application that creates report based on server activity. Reports are generated by executing queries on data collected in database. Database Administrator facilities: 1. Selection of hardware and software • Keep up with current technological trends • Predict future changes • Emphasis on established off the shelf products 2. Managing data security and privacy • Protection of data against accidental or intentional loss, destruction, or misuse • Firewalls • Establishment of user privileges  Portability (platform, system and language) Portability is the features that enable database to be moved and portable to a cross platform, system and languages.  DBMS Hardware requirements (RAM, Disk Space) The software that we used should run on computer operating systems. The version of the operating system can be equally important as the operating system brand. In addition, the program that distributed on the same disk format as our computer uses. An MS-DOS-based DBMS distributed on a 51/4 inch floppy disk won’t be worth much if we have 31/2 inch disk drives, even we have the correct MS-DOS operating system. The next hardware factor to consider is the number of kilobytes (KB) of Random Access Memory (RAM) in our system. One kilobyte of RAM will store about 1,000 characters. The majority of our system computers have 256 KB or more of RAM. Most of the database work with a computer and software which is the activity takes place in RAM. Every software system

DATABASE APPLICATION FOR INFORMATION MANAGEMENT requires a minimum amount of RAM to operate properly, we have to make sure our database system has the minimum RAM the program requires. We briefly mentioned the importance of disk drives in regard to disk format, but others aspect of disk drives will influence the choice of a DBMS. The most common microcomputer disk drives uses a 51/4 inch floppy disk and also stores 100 to 400 KB of data. Usually, Fixed (or hard) disk drives are available that stores 5 to 70 megabytes (MB) or more of data. Floppy disk that be used tend to be slower and stores less data than fixed disks. Usually, typical computer disk drive configuration includes one fixed disk and floppy disk, or two of floppy disk.

2.3Logical Design

DATABASE APPLICATION FOR INFORMATION MANAGEMENT Attribute Name

Contents

Types

Format

PK

Customer

Customer ID Customer Name ICNO Address Phone

Customer identification Customer name. Customer identification card Customer Address Customer phone number

char (3) varchar (20) number(12) Char (3) number(12)

999 Xxxxxxxx Xxxxxxxx 99999999 999

PK

Staff

Staff ID Staff Name Address Phone number

Staff identification. Staff name. Staff address. Staff hand phone number.

Char (3) Varchar (20) Char (3) number (12)

999 Xxxxxxxx Xxxxxxxx 99999999

PK

Chef

Chef ID Chef name Address Phone number

Chef identification Chef name Chef address Chef hand phone number

Char (3) Varchar (20 Char (3) number (12)

999 Xxxxxxxx Xxxxxxxx 99999999

PK

Package

Package Code Package Name Price Chef ID Type

Package code Package name Package price Chef identification Package type

number (12) Varchar (20) Char (3) char (3) Varchar (20)

999 Xxxxxxxx 999 999 Xxxxxxxx

PK

Order

Order ID Order Date Total Customer ID Staff ID Package Code Payments

Order identification. Order date Total Order. Customer identification Staff identification Package code Order payments

Char (3) Date Char (4) number (12) char (3) char (3) Varchar (20) number (12)

999 dd-mm-yy 999 999 999 Xxxxxxxx 999

PK

Order/Pac kage

Order ID Package Code Quantity

Order identification Package code Order and package quantity

Char (3) Varchar (20) Number (12)

999 Xxxxxxxx 999

PK

Table Name

PK

=

Primary key Char Varchar Number

= Fixed character length data (1-255 character) = Variable character length data (1-2,000 character) = Numeric data

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

3.0Implementation 3.1Create Database 3.1.1 Implementation Description In modern relational DBMS such as IBM DB2, Oracle or Microsoft SQL Server, a new database implementation requires the creation of special storage-related constructs to address the end-user tables. After the database has been created, the data must be stored in to the database tables. If the data currently stored are different from the new DBMS requirement, the data must

be

converted

first

before

loaded.

During

the

implementation and loading phase, we also must address performance, security, backup and recovery, integrity, company standards and concurrency control. 3.2Customers Interface  Input screen

DATABASE APPLICATION FOR INFORMATION MANAGEMENT



Output screen

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

PART C PROJECT REVIEW 1.0Limitations Although database is developed to make life easier, there are still limitations include:     

Database system are complex, difficult and time-consuming to design Substantial hardware and software startup cost Damage to database affects virtually all applications program Extensive conversion costs in moving form a file based system to a database system Initial training required for all programmers and of course the user

2.0Future Enhancement The future enhancement and recommendation that can be implementing are:

DATABASE APPLICATION FOR INFORMATION MANAGEMENT 

They need to train the user to get familiar with the database system

CONCLUSION E-catering System for UiTM is a system that can help restaurant to manage their activity everyday. This system will help reduce the problems occur while using the manual system. Furthermore, it is hope that the system can fulfill the user requirement in the future. REFERENCES Coronel, C., Morris, S., & Rob, P. (2013). Database principles: Fundamentals of design, implementation, and management (10th ed.). USA: Course Technology, Cengage Learning Detemple, W. (1989). Future enhancement for full text databases. Online information review, 13(2), 155-160, doi: 10.1108/eb024305 Prashnu Gupta, Ramon A. M., Monger, M., D. (n.d). Database development life cycle. Rispin, S. (n.d.) Database resources: Information technology for managers. Certified Public Accountants. Ireland. What is a database or database management system DBMS? Retrieved on November 30, 2013 from http://wiki.answers.com/Q/What_is_a_database_or_database_management_system_DB MS#slide1

APPENDICES 

Appendix A - Proposal

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

APPENDIX A

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

E-catering Proposal

1.0 Project Title E- Catering Services

2.0 Summary of title The system that we develop function is to change the hard copy document and ordering form to the electronic record. This method will help the caterer headquarter to save cost in the managing the paper document that need storage and cabinet to keep the the record safe, the caterer receive order from the customers more than 20 order per day, due to this problem the caterer need the system that support they requirement such as this database system that keep all the record on the electronic. The electronic record also can be retrieve more accurate and save time compare to the paper document record that need to be search manually, because the old method to retrieve the record need time to find the document in the folder, the record maybe lost and cant not be retrieve on the time. This proven that electronic database are more efficiency than the manual ways that use paper document. The paper document can’t be easily lost and destroy due to the weather and etc. 3.0 Problem Description 3.1 Scenario Basically, the people or person must come to the catering company to order their package of food. They must ask the owner or the employee there of the package of food that they needs is available or not. Some of customer also make a phone call when they want to make order, infrequently it can make the supplier get the incorrect information. 3.2 Problem Statement

DATABASE APPLICATION FOR INFORMATION MANAGEMENT    

Data of storage difficult to organized. Lots of time is needed in making retrieval process. Need large storage to keep the data. Require a lots of money to keep the data.

3.3 Needs By build e-catering database, it will:    

easy save save save

to organized time and easy to retrieval space of storage cost to save the data

4.0 Objectives of the systems     

To make the data storage easy to organized To identify new customers To make retrieval process become easily Reduced data entry, storage, and retrieval costs. To provide security, safety and storage to data.

5.0 Scope of the Systems •

Food Maintenance

We need to kick in the data about the food what the customer want for their events, can add food, edit the order food and delete the food that customer choose that we provide. •

Users maintenance

We need to kick in all the data about customer which is their name, address, phone number, time of event, quantity of the food, type of the food and others.

DATABASE APPLICATION FOR INFORMATION MANAGEMENT •

Catering maintenance

This is where we need to customize and calculate the price for all the catering’ orders. Other than that, we can also can complete the customer orders, edit the order and cancel the orders. •

Staff maintenance

In this data, we can kick in the information about our staffs who will conduct all the jobs for that event.

6.0 Advantages of the Systems •

Reduced data redundancy - This want to make sure no information is overlap with other

•

information. Reduced updating errors and increased consistency -This will make sure no error while kick in the data and will more

•

accurate. Improved data security Since the data is stored centrally, enforcing security constraints is much Easier.

7.0 Project Team

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

7.1 Project Team Roles and Responsibilities •

Project Manager - Roles + A project manager is a professional in the field of project management. - Responsibilities + Project manager can have the responsibility of the planning, execution and closing of the project.

 Programmer - Roles + A programmer is a person who writes computer software. It’s also can be refer to a specialist in one area of computer programming. - Responsibilities

DATABASE APPLICATION FOR INFORMATION MANAGEMENT + Based on our project, a programmer is the one who use the software to create the database on the internet (ECatering Services)

 System Designer - Roles + Developed system interface, components, system architectures and etc. - Responsibilities + To make sure the system are user friendly. + To make sure the system develop are according to the user requirements.

 Databases Analysis - Roles + To collect data and analyze data for the system. - Responsibilities + To make sure the databases is according too the the user data and too make sure that no data error in the systems.

8.0 Project Timeline 8.1 Project Timeline (Gantt chart)

DATABASE APPLICATION FOR INFORMATION MANAGEMENT Table A: Work Schedule

ACTIVITIES Pick a topic Preparing & Presenting Proposal for Research Discussing & Designing Research Instruments Collecting Data through primary sources Analyzing Collected Data Drafting Report Preparing for Presentation Presenting the Report Revising the Final Report Binding Final report

WK 2

WK 3

WK 4

WK 5

WK 6

WK 7

WK 8

WK 9

DATABASE APPLICATION FOR INFORMATION MANAGEMENT

9.0 Project Risk o o o o o

People do not know how to utilize the technology Server down Virus No internet services Late feedback

10.0 Project Deliverables 10.1 Outcome Of Project Usually the caterer and the user will do the ordering the catering package based on orally, this method can cause misunderstanding between the user and the caterer staff, because the user may get wrong information from this two ways communication, with the database, the user can make order from the computer that been provide at the caterer headquarters, by this method the user can observe and choose the catering package correctly. The database method also save storage space in the caterer headquarter because, a hard copy need a space or cabinet to store the document. If the caterer manage to save space, automatically the caterer could save money for document storage cost, such as spending the money for new cabinet or renovate the headquarter for the document storage purpose. 10.2 Hardware and Software o Hardware Laptop ASUS KJ43S Quad Core OS Windows 8 Pro RTM o Software

DATABASE APPLICATION FOR INFORMATION MANAGEMENT Microsoft Office Word 2010 Microsoft Office Access 2010 Microsoft Visio 2013