DATA COLLECTION AND ANALYSIS
The
analysis of the present system is based on the data collected as well as the
information gathered during the investigations. Interview was carried out in
the concerned departments and questions based on the inventory and stock was
gathered and sent across to departments. Also, personal observation of the
system was undertaken. They include the study of the necessary files and
documents; the collection of data yields all the elements of the system;
objectives, constraints, input and output processing control and feedback.
Based on the information so gathered, a flow chart, which shows the affected
area by the proposed system, is provided.
SUMMARY OF INTERVIEW
It
was discovered from the investigation that there is a lot of redundancy,
duplication of data and files which makes the present system inefficient. From
the observation, majority of the workers attitude towards their jobs is not
encouraging and this could be as a result of redundancy. Also, a lot of money
is wasted preparing customers list every day.
INPUT AND OUTPUT ANALYYSIS
In
input analysis, it involves invoice, sales waybill, order form, goods supplies
form sales as the initial input for the companies’ daily transaction process.
The invoice and sales waybill are issued to the customer by the sales man as
soon as products are collected or when goods are delivered to the customer.
Goods supplied and received by the sales department as well as the date of
transaction are recorded by the sales department. Goods received form indicates
the quantity of goods supplied by the manager. Based on this, the sales manager
then prepares a sales report and this serves as a summary of all forms received
from the sales supervisor. The report reflected:
Ø The quality and type of each item soled
Ø The quantity at hand
Ø Financial report
Also, the purchasing
manager prepares a report, which serves as a summary of all forms received from
the purchase supervisor. This report reflects:
Ø Stock level (quantity of stock at hand)
Ø Purchase report (quantity of item bought)
Ø Transfer/Supplier report (quantity of each item
supplied to the sore).
In output analysis,
this is the form any interested buyer should fill and submit before the
required goods will be delivered to him or her.
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