Web Based Stationary Management System

Web based Stationary Management System

SYSTEM ANALYSIS System analysis is an important phase of any system development process. The system is studied to the minute details and analyzed. The system analyst plays the role of an interrogator and dwells deep in to the working of the present system. In analysis, a detailed study of these operations performed by a system and their relationships within and outside the system is done. A key question considered here is, “what must be done to solve the problem?” The system is viewed as a whole and the inputs to the system are identified. Once analysis is completed the analyst has a firm understanding of what is to be done. Today’s consumers are more demanding than ever. Customers have more choices and purchasing channels than ever before and when they interact with stationeries’ they want you to know who they are and what they want. To be competitive in today's demanding multi-channel stationary environment, stationeries need their stationary management systems integrated to deliver enhanced customer service across channels while driving growth and increased revenue.We understand these needs and delivers a cloud-based, multi-channel stationary management system that brings eCommerce, CRM and marketing, merchandising and order management, financials, and warehouse management into a single centrally managed solution. Our stationary management software and solution is an end-to-end suite designed especially for multi-channel stationeries’ and leverages NetSuite’s ERP platform for cloud-based enterprise management. Linking every step of your multi-channel stationeries’ enterprise gives you real-time visibility into your entire retail operation, accessible from anywhere at any time.

Rely on a Stationary Management System that is the most comprehensive on-demand solution for stationary businesses, providing: •An end-to-end application to manage your entire stationary business •Seamlessly support multiple locations and multiple channels •Powerful e-commerce capabilities •Single view of the customer across all channels •Real-time visibility across your business with role based dashboards •Deep inventory, purchasing and order-management functionality •Robust CRM & marketing tool •Best-in-class accounting and financials •Easy customization for your specific stationary requirements •Access to retail apps for planning, EDI, & tax management •Far lower cost than on-premise stationary management systems. Stationary is the sale of goods and services from individuals or businesses to the end-user. Stationaries are part of an integrated system called the supply chain. A customer purchases goods or products in large quantities from manufacturers directly or through a wholesale, and then sells smaller quantities to the consumer for a profit. Stationary can be done in either fixed locations like stores or markets, door-to-door or by delivery. In the 2000s, an increasing amount of retailing is done using online websites, electronic payment, and then delivered via a courier or via other services. Stationary includes subordinated services, such as delivery. The term

"stationary" is also applied where a service provider services the needs of a large number of individuals, such as for the public. Shops may be on residential streets, streets with few or no houses or in a shopping mall. Shopping streets may be for pedestrians only. Sometimes a shopping street has a partial or full roof to protect customers from precipitation. Online stationary management, a type of electronic commerce used for business-to-consumer (B2C) transactions and mail order, are forms of non-shop stationary.Shopping generally refers to the act of buying products. Sometimes this is done to obtain necessities such as food and clothing; sometimes it is done as a recreation activity. Recreational shopping often involves window shopping (just looking, not buying) and browsing and does not always result in a purchase.

REQUIREMENT ANALYSIS

Requirements Analysis and Definition is the first stage in the systems engineering and software development process. This stage breaks down functional and non-functional requirements to a basic design view to provide a clear system development process framework. A thorough requirement analysis process involves various entities, including business, stakeholders and technology requirements.

Effective requirements analysis includes four types of activity:



Requirements Elicitation: The elicitation activity consists of gathering information, understanding the sub stationeries, customers need, and articulating high level requirements.



Requirements Analysis: The analysis activity examines the high level requirements and determines if they are clear, complete, and free of contradictions, and then defines the strategy to address these issues.



Requirements Specification: The specification activity defines the behavior of a system in development and determines the method for requirements documentation (i.e., natural-language documents, process models, business definitions, use cases, user stories, or process specifications). 

Requirements Validation: The validation activity involves sessions with users, stakeholders, and functional experts to determine mitigation and issue resolution.

EXISTING SYSTEM 1.Inability of modification of data: The managing of huge data in a stationary effectively and efficiently for efficient results, storing the details of the consumers etc. in such a way that the database can be modified as not possible in the current system. 2. Not user friendly:In a stationary the existing system is not user friendly Because the retrieval and storing of data is slow and data is not maintaine defficiently. 3. Difficulty in reports generating: Report generating in stationary either no reports generating in a current system or they are generated with great difficulty

reports take time to generate in the current system. 4. Manual operator control: Manual operator control is there and lead to a lot of chaos and errors. 5. Lot of paperwork:In a existing stationary system requires lot of paper work and even a small transaction require many papers fill. Moreover any unnatural cause (such as fire in the organization) can destroy all data of the organization. Loss of even a single paper led to difficult situation because all the papers are interrelated. 6. Inability of sharing the data: In a stationary the data cannot be shared in the existing system. This means that no two persons can use the same data in existing system. Also the two departments in an organization cannot interact with each other without the actual movement of data. 7. No support in decision-making: Existing system of stationary does not support managerial decision-making. 8. No support in strategic competitive advantage: Existing system of stationary do not support strategic competitive advantages. 9.Auditing:Auditing is another problem that the stationary industry faces on a regular basis. Stationary businesses are regularly engaged in competition with one another, and this competition can create price wars, forcing a need to keep tight control over inventory and other important data. MetricStream, Inc. notes that the stationary industry is often faced with inefficient and poor auditing plans that make competing with other companies difficult. The company notes

that existing auditing systems may be outdated and provide inadequate audits needed to stay competitive. 10. Economic Challenges:Another area of challenge for the stationary industry

is the economic uncertainty it faces moving forward. The stationary industry as a whole is largely dependent upon the economic well being of the nation. As the nation prospers and people have more money to spend, the stationary industry generally flourishes. However, in more difficult economic times, the stationary industry is often faced with potential shrinkage. Columbus IT also indicates that the future uncertainty of global economic markets makes economic planning difficult in the retail world. Limitation of existing system: The earlier experiences have shown that manual monitoring of customers enquire about their status, Often fails to achieve the desired enquiry, mainly because of the following reasons:> Difficult to keep track of each & every record of the customers. > Manual preparation of customer’s lists takes very long time. > Information anytime & anywhere is not possible > Lot of paper work > Manual procedure of providing information is not reliable. > Maintaining database > Record entry > Searching & updating records

DRAWBACK OF EXISTING SYSTEM After observing the existing system very deeply we find the following drawbacks and loopholes in the older system. • Every task that is performed in the Hardware shop was totally manual therefore it was time consuming, as well as there is a chance of human errors in calculations like repair charges, instalments etc. Hence the system suffers on accuracy front. • Since every task is manual and a lot of paperwork was performed it proved to be an extra cost of papers and other office stationary regarding it on the company. • Along with extra expenditure on papers a storage space is also required to store files and records. • System lacks very badly in security areas and there is no safety assurance of secret information. Since everything is in human hands access of data by an unauthorized person may be possible this is one of the most harmful drawback. • Only single copy of items is maintained so in case of any damage or loss to data it will be impossible to recover it. • Services as well as Responses are slow and this will be a major point regarding the competition in the market. • Historic records are not available on a minutes’ notice if required by customer or management staff. • This old system is unable to provide a clear and detailed view regarding performance of company, separate departments and employed staff.

• Procedure of ordering spare parts from different vendors are slow as details are to be searched in huge pile of papers.

PROPOSED SYSTEM The objective of the system of developing software for maintaining activities is to remove the drawbacks of the earlier system. As already mentioned, the company needs a good software to maintain the list of Vendors according to Project wise, Work Allotment wise and also the billing activities. These details can be achieved through the development of this software The features of the proposed system are

educed

1.Easiness in modification of data: The proposed system of stationary

provides managing of huge data effectively and efficiently for efficient results, storing the details of the customers, employees etc. in such a way that the database can be modified. 2. User friendly: The proposed system of stationary is user friendly because the retrieval and storing of data is fast and data is maintained efficiently. Moreover the graphical user interface is provided in the proposed system,which provides user to deal with the system very easily. 3. Reports are easily generated: In a staionary reports can be easily generated in a proposed system. So any type of reports of stationary can be generated in a proposed system, which helps the managers in a decisions-making activity. 4. Sharing the data is possible: Stationary data can be shared in proposed system.This means that two or more persons can use the same data in existing system provided that they have right to access that data. Also the two or more departments in an organization can easily interact with each other without the actual movement of data. 5. No or very few paperwork: The proposed system of stationary either does not require paper work or very few paper works is required. All the data is fetched into the computer immediately and various bills and reports can be generated through computers. Since all the data is kept in a database no data of the organization can be destroyed. Moreover work becomes very easy because there is no need to keep data on papers.

6. Support strategic competitive advantage: Proposed system of stationary supports strategic competitive advantages. Since the proposed systems provide easiness in reports generating it will provide strategic advantages among competitors 7. Computer operator control: Computer operator control will be there no errors. Moreover storing and retrieving of information is easy. So work can be done speedily and in time. ANALYSIS OF PRESENT SYSTEM

Before we begin a new system it is important to study the system that will be improved or replaced (if there is one). We need to analyze stationeries how this system uses hardware, software, network and the people resources to convert data resources, such as transaction data, into information products, such as reports and displays. Thus we should document how the information system activities of input, processing, output, storage and control are accomplished

FEASIBILITY STUDY

A feasibility study is an evaluation and analysis of the potential of the proposed project which is based on extensive investigation and research to support the process of decision making.I have performed the following feasibility studies for the project “Stationary Management System” The feasibility study is carried out to test whether the proposed system is

worth being implemented. Feasibility study is a test of system proposed regarding its work ability, its impact on the organization ability to meet user needs and effective use of resources. It is usually carried out by a small number of people who are familiar with the information system techniques, understand the part of the business or organization that will be involved or effected by the project and are skilled in the system analysis and design process. The key consideration involve in the feasibility study are: 1. Technical 2. Operational 3. Economic 1.TECHNICAL FEASIBILITY Evaluating the technical feasibility is the trickiest part of a feasibility study. This is because, .at this point in time, not too many detailed design of the system, making it difficult to access issues like performance, costs on (on account of the kind of technology to be deployed) etc. A number of issues have to be considered while doing a technical analysis. Understand the different technologies involved in the proposed system before commencing the project we have to be very clear about what are the technologies that are to be required for the development of the new system. Find out whether the organization currently possesses the required technologies. Is the required technology available with the organization?

Hardware Requirements:

• System

:Pentium IV 2.4 GHz.

• Hard Disk :

40 GB.

• Floppy Drive: 1.44 Mb. • Monitor

: 15 VGA Colour.

• Mouse

: Logitech.

• Ram

: 256 Mb.

Software Requirements:

• Operating system : - Windows 8. • Front End

: - ECLIPSE

• Coding Language : - JAVA • Back end

:- my sql

 Clearly the project Web based Stationary Management system is technically feasible. The reason is chose java is a freeware; it can be downloaded freely from different sites. So any updating will be easy.SQL server is very reliable and easy to use. And also the finished software can easily used by the end user. Technology exists to develop a system. 2.OPERATIONAL FEASIBILITY: If the system meets the requirements of the customers and the administrator we can say that the system is operationally feasible.The proposed system will be beneficial only if it can be turned into a system which will meet the requirements of the store when it is developed and installed, and there is sufficient support from the users The proposed system will improve the total performance.

 Customers here are the most important part of the system and the proposed system will provide them with a convenient mode of operation for them.  The proposed system will be available to the customers throughout the globe.  The proposed system will provide a better market for different dealers. Hence, the proposed system is operationally feasible.

3.ECONOMIC FEASIBILITY: The procedure is to determine the benefits and savings that are expected from a candidate system and compare it with the costs. If a benefit outweighs costs, then the decision is made to design and implement the system. Otherwise further alterations are made in the proposed system 1. Manpower cost 2. Hardware and software cost