KUWADZANA 1 HIGH SCHOOL

AN INVESTIGATION ON FRIENDS CAFE MANAGEMENT SYSTEM

CENTER NO : 010102
CENTER NAME : KUWADZANA 1 HIGH
CANDIDATE NO :
CANDIDATE NAME :
SUBJECT CODE :
YEAR : 2022

TABLE OF CONTENTS
SECTION A:SELECTION,INVESTIGATION AND ANALYSIS3-7
PROBLEM DEFINATION
INVESTIGATION OF CURRENT SYSTEM
BROAD DESCRIPTION OF EXISTING SYSTEM
EVALUATION OF EXISTING SYSTEM
REQUIMENTS SPECIFICATION
AIMS AND OBJECTIVES9

SECTION B: DESIGN STAGE………………………………………………………………………………10-

16
SECTION C:DEVELOPMENT STAGE……………………………………………………………………….17-
29

SECTION D:TESTING AND EVALUTION…………………………………………………………………29-

33

i. PROBLEM IDENTIFICATION
Friends Cafe is a small enterprise located in Kuwadzana 5. The cafe has been in operation
since 2019. Therefore the organization has 3 years of operation. It has been offering various
services to customers around the local community and far however the organization has been
recording its dealings manually in counter files. The organization has been facing challenges
due to the manual system of management. Some of them are highlighted below.

1. Slow calculation of stock in business.

2. Slow searching and retrieval of customer records
3. Data duplication in files of records.
4. Inadequate security to Files and records.
5. Difficulties in maintaining files as they take a lot of physical space.

These problems led me to an idea of creating a computer based system to help minimize the
above problems. The system’s name is Friends Café Management System (FCMS).
ii. INVESTIGATION OF THE CURRENT SYSTEM

RESEARCH INSTRUMENTS
1. Questionnaires
2. Interviews

QUESTIONNAIRE

A questionnaire is a document which has a set of questions whose purpose is to obtain

information about the current system. I used this method because it has a high probability of
knowing what the workers think about existing system and the new system since most people
are afraid to express their opinions face to face hence a questionnaire would make them free
to express their views.

INTERVIEW

This process allows face to face communication with the employees and the
employers to find out areas which needs improvement. These are done to collect
information that is relevant and that may help the analyst. I used this method because
some if not most people are free to express their views through oral communication
than writing since they believe that writing might be evidence of what they think
about the existing system and if these views are negative it might result in the
employee being fired. Thus workers might prefer interviews rather than
questionnaires

Questionnaire to the Chief advisor

The Researcher would like to ask you a few questions concerning your views about the
current Friends Café management System.

Tick where appropriate in the boxes and explain in the space provided if necessary.

1. Do you feel satisfied with the current system of your Café’s management?
Yes No
…………………………………………………………………………………………………
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……

2. Do you think your storage facilities are safe and secure for keeping your records that
way.

Yes No

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…

3. Does the manual system do you any good in managing records?

Yes No

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……

4. Does the manual system provide a neat presentation of work?

Yes No

5. Would you like to computerize your Café’ management system?

Yes No

6. Do have back up for your company’s records of operation?

Yes No
Questionnaire to the worker

The Researcher would like to ask you a few questions concerning your views about the
current Friends Café management System and your working conditions with the system

Tick where appropriate in the boxes and explain in the space provided if necessary.

1. Do you feel satisfied with the current system of your Café’s management and your
working environment?
Yes No

…………………………………………………………………………………………………
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……

2. How long does it take you to retrieve a record from your storage facilities?

Yes No

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…

3. Does the manual system do you any good in managing records?

Yes No

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……

4. Does the manual system provide a neat presentation of work?

Yes No

5. Would you like to computerize your Café’ management system?

 Yes No

INTERVIEW QUESTIONS
INTERVIEW QUESTIONS TO THE MANAGER

1. Would you briefly explain the functioning of your system from inputs to outputs and
storage?
2. How do you record your production costs?
3. Is the method effective?
4. Of late have you had any challenges in keeping track of customer files?
5. Are you happy with the current system?

INTERVIEW QUESTINS TO THE RECIPTIONIST

1. After how long do you record your expenses?
2. Are the calculations accurate and reliable?
3. Have you thought of anyway of improving the system?
4. How do you correct your financial errors?
5. What are your views on computerized system?
6. Are you satisfied with the current system?
7. Do you wish to change from manual to computerized system?

INTERVIEW GUIDE WITH THE MANAGER

1. Would you briefly explain the functioning of your system from inputs to outputs and
storage?
Response………………………………………………………………………………
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2. How do you record your production costs?
Response………………………………………………………………………………
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3. Is the method effectively efficient?

Response………………………………………………………………………………
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4. Of late have you had any challenges in keeping track of customer files?
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5. Are you happy with the current system and explain why?
 Response………………………………………………………………………………
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INTERVIEW GUIDE WITH THE RECIEPTIONIST
1. After how long do you record your expenses?
Response………………………………………………………………………………
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2. Are the calculations accurate and reliable?
Response………………………………………………………………………………
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3. Have you thought of anyway of improving the system?
Response………………………………………………………………………………
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4. How do you correct your financial errors?
Response………………………………………………………………………………
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5. What are your views on computerized system?
Response………………………………………………………………………………
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6. Are you satisfied with the current system?
Response………………………………………………………………………………
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7. Do you wish to change from manual to computerized system?
Response………………………………………………………………………………
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iii. BROAD DESCRIPTION OF THE EXISTING SYSTEM

The Cafe also stores customer records manually which include the type of food purchased
from the reception and customer booking manually. When the customer registers an
appointment for home delivery, the records are written down on paper and calculations are
made on paper of how much registration should be paid which gives rise to a lot of paper
work and also lead to the cases whereby one doctor would have to attend to two or more
appointments at the same time since the manual system can’t note that the same order has
been repeated. The papers will then be kept at reception. After delivery the receptionist has
to go through the records to tick that the customers have been saved which is time
consuming and almost paralyses the whole system.
iv. EVALUATION OF EXISTING SYSTEM

STRENGTHS

1. The manual system is cheaper to use compared to computerized systems which

require money to purchase new hardware and software.
2. The system is not affected by power cuts.
3. Does not require well trained staff which can use computers.
4. Users may not suffer from computer problems caused by continuous use of computers
e.g. Repetitive Strain Injury.
5. The system does not have additional cost like buying anti-virus software.

WEAKNESSES

1. No backup copies are kept making it impossible for the company to recover
information if stolen or corrupted.
2. Serving customers is time consuming.
3. Record Files are kept in shelves where any worker can get access resulting in
some files being stolen and corrupted.
4. It is difficult to produce reports because there is no link in the Files of records.
5. Due to every day’s use of Files they may get torn which results in loss of
prominent information.
6. Calculations of payments are difficult to make and sometimes wrong calculations
are made.
7. Details may be unclear due to small and bad handwriting.

v. REQUIRMENTS SPECIFICATION

SOFTWARES

 Microsoft Visual Basic 12-this will be needed to code programs.

 The operating system is also needed to control all programs being run in the
computer.
 Microsoft word is needed for typing documents, editing and modifying data.
 Windows 8 for the Visual Basic 12 to install
 Ram of 4GB or over

HARDWARES

 A computer
 A processor is needed to process data to information.
 Another hardware required might be a printer for printing documents to have a hard
and a soft copy of information in case of data loss.
 HARD DISK of 500 gigabytes for storing data of large volumes.
 Flash drives for backing up data.
vi. AIMS AND OBJECTIVES

AIMS

 To computerize Friends Café’ management system.

 To improve the performance of the system
o Improved speed and accuracy of data.
 To have a secured system
o Includes the use of passwords and encryption of data.
 To have clean and accurate data
o Data will be accurate since a computer has the capability of correcting
misspelled words.

OBJECTIVES

After the accomplishment of this project I am looking forward to archive these items:

 To have an easy way of capturing data

o Data will not be handwritten but typed.
 To have well represent documents of the system
o Recording errors will be few.
 To have a secured data system
o Information will not be accessed with unauthorized persons.
 To have a reliable source of information on how to manage the system
o The users of the system will be able to access internet for researches.

SECTION B: Design
CONSIDERATOIN OF ALTERNATIVE METHODS
i. ALTERNATIVE METHODS
 Word Processing Package
 These application packages will be needed for creating, editing and formatting text
document.
 Examples are Word Perfect, Microsoft Office Word, and Notepad etc.

Advantages
 They have the ability to delete words, sentences and paragraphs neatly.
 Documents can be edited and formatted before printing which reduces spelling and
other typing mistakes on printed documents.
 Typed documents can be stored in the computer for future use.

Disadvantages
 If the computer breaks down data may not be accessed.
 Takes time and costs to train users of the system.
 Validation checks are made on data during entry thereby reducing data entry errors.

VISUAL BASIC

This is an application which allows user to design solution which suits specific problems

Advantages

 Allows user to solve specific problems

 Easy to learn how to use
 Can be linked to database

Disadvantages

 Needs a person well versed with the programming language

ii. JUSTIFICATION OF METHOD OF SOLUTION

I used visual basic as method of solution because it is easy to program since it uses high level
language I also used this method since it is able to do various validation checks such as type
check, presence check and length check rather than the word processing nor database which
is not capable of doing this.
Input Design
1. LOGIN FORM DESIGN

There is need for a login form that validates the username and password of the server to
access the hospital work space.

To work on the project, one has to log on.

This is done by entering name and password and click on enter

LOGIN FORM

USERNAME Textbox which allows

username and
password to be entered

PASSWORD did

LOGIN EXIT

Button to confirm
Button to exit
if password is
the system
correct

After Logging in if the username and password are correct then the user is given access to the
system’ menu where he or she selects what the work place, be it food order or to register
appointment orders where the costs are automatically calculated and a receipt is produced
which shows the costs and medicine or the cost and date of delivery.
 2. MENU FORM DESIGN

OUTPUT DESIGN
1. LOGIN FORM

On the login form if password is correct it should display a message telling user that
password is correct, when password is wrong a message is also displayed showing user that
password is wrong these 2 possible outputs are illustrated by the diagrams below respectfully:
 LOGIN FORM

Welcome. Log in
User
USERNAME successful

OK
friendscafe
PASSWORD

LOGIN EXIT This message

box tells user
that
password
Button to confirm entered is
if password is correct
correct

After successfully logging in the user gain access to the workspace where he or she will
choose which section she or he wants to work on. Like the one shown below.

2. INPUT FORM 2
TEST PLAN

BLACKBOX TESTING

The systems’ programmer used black box the black box since it is carried out independently
of the code used in the program. It involves looking at the program specification creating a
set of test data that covers all the inputs and output. It is done to see whether the program is
producing expected results.

i. TEST FOR NORMAL DATA

Data Field Data entered Test Result

Name accepted
Surname Accepted

ii. TEST FOR EXTREME DATA

Extreme data test

Data Field Data entered Test Result

Name accepted
Surname Accepted
Id Number accepted
SECTION C: System Development
SYSTEM DEVELOPMENT
TECHNICAL DOCUMENTATION
1. FLOW CHART FOR LOG IN PROCESS

Input
username
and

NO
Is
username
and

YE
S

Display Café
main menu

PSEUDOCODES
Pseudocode 1: confirming username and password
ENTER USER-NAME

ENTER PASSWORD

IF username=User and password=friendscafe

The display Friends Cafe management workspace

Else Display message box written “LOGIN FAIL”

STOP