SAINT LOUIS UNIVERSITY

School of Accountancy, Management, Computing and Information Studies

"We envision Saint Louis

University as an excellent
missionary and transformative
educational institution zealous
in developing human resources
imbued with the Christian
Spirit and who are creative,
competent and socially
involved.”

Ordering and Transaction System for Vallarta Paint Shop

In partial fulfillment of the requirements for GIT

By:
Orejudos, Darell Shane
Pamiloza, Leanne Sai
Quiambao, Kyle Yair
Rafallo, Renz
San Pedro, Maries
Sawate, Sheryl Lamsan
Tayag, Aika Zhaine
Tinggalen, Misty Angel

DATE OF SUBMISSION
April 2020
 Table of Contents
CHAPTER I: COMPANY OVERVIEW ......................................................................................................2
a. Company Profile .................................................................................................................................. 2
b. Business Rules ..................................................................................................................................... 4
c. Business Processes .............................................................................................................................. 4
d. Business Process Diagram ................................................................................................................... 6
e. Problems Encountered ........................................................................................................................ 7
CHAPTER II: SYSTEM REQUIREMENTS .................................................................................................8
a. Introduction ........................................................................................................................................ 8
i. Purpose of the System ..................................................................................................................... 8
ii. Audience ....................................................................................................................................... 11
iii. Intended Use and Scope ............................................................................................................... 11
b. Overall Description of the Company ................................................................................................. 13
i. User needs ..................................................................................................................................... 13
ii. Assumptions and Dependencies ................................................................................................... 14
c. Features ............................................................................................................................................ 16
i. Functionality of the System ............................................................................................................ 16
ii. Non-functional Requirements ....................................................................................................... 18
iii. Business Process Diagram ............................................................................................................ 20
iv. External Interfaces ....................................................................................................................... 21
v. Design Constraints......................................................................................................................... 29
vi. Feasibility ..................................................................................................................................... 30

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 CHAPTER I: COMPANY OVERVIEW

a. Company Profile

Vallarta Paint Center is a decade-old family business inherited by Engr. Mario Vallarta in

2018 from his parents, Engr. Teodoro Vallarta and Marlyn Velazquez-Vallarta. The origin of the

paint shop dates back to 2013, two years after the rise of the family-owned building of the same

name, the Vallarta Building. It is located in the very building at Tinio, St., Sto. Niño, Gapan City,

Nueva Ecija.

According to Engr. Mario Vallarta, the paint shop business rooted in the continually

developing City of Gapan with the increase of different houses, subdivisions, and building

constructions. The money used as the startup capital came from the profits gained by his parents

from their other business ventures namely rental and travel agency businesses. Despite the

emergence of other paint shops in the city, the name itself was enough to be able to compete as

it comes with a brand of authenticity and trustworthiness.

Vallarta Paint Center is a sole proprietorship business headed by a single manager tasked

with day-to-day operations such as ordering and checking stocks. Moreover, two (2) employees

are in-charge of attending to customer needs and collection of payments. Their suppliers are

divided into major and minor suppliers which mount to over fifteen (15) suppliers from the city

and outside provinces.

As a paint shop business, it sells different leading paint brands like Davies, Boysen, Rain

or Shine, Titan, and Nation as well as local city brands like RDS Pis Spray Wax in varying colors

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 and sizes. Moreover, they also offer painting tools and materials like paint brushes, paint

cleaners, paint rollers, paint trays, paint poles, roller frames and covers, and putty knives. The

target consumers, parallel to the reason for the business ventures, are the owners of new

constructions and the locals of the city.

The Vision of Vallarta Paint Center

The Vallarta Paint Center is dedicated to becoming the city's top paint shop, offering

genuine goods of the highest caliber together with the best customer service.

The Mission of Vallarta Paint Center

The Vallarta Paint Center strives to offer our clients the best colors imaginable while

providing outstanding customer care that is centered on ensuring their complete happiness.

To persist in the technologically-advanced and influenced market, Vallarta Paint Center aims to:

· Increase the business presence by technological means like social media.

· Increase sales and profits through successful marketing strategies.

· Improve customer service and increase management efficiency.

· Maximize customer satisfaction by providing excellent service

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b. Business Rules

Vallarta Paint Center operates with monthly orders and purchases of supplies from the

respective suppliers. The purchasing of new stocks is dependent on the availability of the

product. The item must first be out of stock before placing a new order to have a definite value

for accounting and avoid errors. Moreover, orders from suppliers must be double-checked before

being displayed or entered into the storeroom.

The daily distribution of products to customers is done by the employees. Employees

ought to always make room for customers and heed any of their demands. In cases of accidents

where customers damage a product on display, they are to be reimbursed and charged for the

respective damage accordingly. For return or product exchange, the receipt must be provided

and products should have no outside damage. In addition, returns and product exchanges shall

only be accepted within a week of the purchase date stated on the receipt.

For the management of sales and accounting, the manager also serves as the store’s

cashier and will handle all finance-related operations. The daily cash flows are accounted for and

recorded manually by the manager using a record book, calculator, and pen. The sales are

reported to the owner, Engr. Mario Vallarta, on a monthly basis.

c. Business Processes

The business operations begin for the day when a customer enters the store. One of the

staff will assist the customer and heed the customer's request or desired purchase. The staff will

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then look at the display to see if the desired product is available and then inform the stockroom

staff to ascertain the availability of the item. If the product is not in stock, the staff will inform

the client and ask whether she will search for a different store or place a different order. If the

product is in stock, the stockroom employee will obtain it from the storage area and hand it over

to the employee assisting the customer. The customer will receive the item and be assisted by

the cashier who is also the manager. The client will pay for the product in cash and receive a copy

of the receipt as issued by the manager which contains the date of purchase and signature. The

manager will keep their copy of the receipt and thereafter jot down the purchase in the sales

notebook. At the end of the day, the manager will compile and calculate the daily sales. A weekly

report of sales will then be compiled at the end of every week. The compiled weekly removed

will make the monthly report of final sales and inventory.

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 d. Business Process Diagram
Employee at CONSUMER

from the document or use this space to emphasize a

START
key point. To place this text box anywhere on the Enters the store.
[Grab your reader’s attention with a great quote

Take the
desk 1

Consumer order.
z
page, just drag it.]
Employee 2

Take the Give the product

YES
No Check customer
product to the cashier.
status if it is No order and
available. details.

NO
CASHIER

RECORD SALES GET THE

ISSUE A PAYMENT FROM
INVENTORY
COLLECTION AND RECEIPT THE CUSTOMER
PURCHASED/RETUR
NED ITEM

LOOK FOR ANOTHER

STORE END

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 e. Problems Encountered

1. Time-Consuming

Systematic and one-on-one customer service is excellent with the present

business process. However, when several customers are present, it will take too much

time to cater from one customer to another as checking for the product availability

consumes much time which might be futile if the product is not available. Moreover,

keeping track of the inventory manually is also laborious and demanding.

2. Limited-Service Option

Like any other business, the service operation of the paint shop is limited to the walk-in

procedure. The customers have no other means of looking for product availability and placing

their orders. Moreover, their purchases are also limited to obtaining by themselves upon paying.

3. Limited Payment Option

The present payment method falls behind in this “Era of Digital Wallets” and cashless

society. Some customers certainly prefer to keep their financial transactions electronically by the

use of their cards or e-wallets.

4. Inventory Error

The inventory items are regularly updated under the current system. It takes time

because the company owner has to manually update at the end of the day while keeping track

of inventory sales regularly. Because occasionally other business activities are not fully updated.

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 CHAPTER II: SYSTEM REQUIREMENTS

a. Introduction

i. Purpose of the System

To address the inadequacies and issues encountered by the paint-manufacturing enterprise, an

Advanced Operation Management System, aiming for the automation of all processes to better clientele

service and provide assistance to staffs and customers, will require the proprietary to hire a temporary

System Analyst and Web Developer to build a system suited to cater the needs and demands of the

consumers and help in the promotion of the business as well. More so, it will require a permanent

Technical Manager for the platform's operation and management. This webbased system includes

information, data, and algorithms to run the business in a smooth-scale operation. With regards to the

system's components, the company is obliged to invest in a complete package of Computer Hardware and

a System Software that meets the platform's purpose.

Proposed Solutions

1. Development of local Search Engine Optimization

Optimizing the business‟ website content and other Search Engine Optimization strategies such

as link building will help potential customers find the business when they search online for

phrases related to the business‟ local area. Moreover, local search engine optimization will

greatly impact the business by directing relevant traffic to their websites, increasing visibility as

well as boosting sales.

2. Utilization of Custom Landing Pages

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Landing pages allow small businesses to focus their marketing efforts on a specific product,

service, or offer, and to target specific demographics or customer segments. Moreover, landing

pages are a great tool for lead generation, by providing a form for visitors to fill-out, the small

business can collect valuable contact information and nurture the leads further with targeted

marketing campaigns. Additionally, landing pages can also be used for split testing, or A/B testing,

which allows businesses to test different versions of a page to see which one performs better,

and then optimize the page based on the results. In summary, landing pages play an important

role in small business marketing, as they help to increase conversions, lead generation, and brand

awareness. They are a cost-effective way to drive targeted traffic to a website and convert that

traffic into paying customers.

3. Employment of Call-Only Advertisements

With the undeniable growth of mobile usage, advertisers must be equipped to take advantage of

the trend. The employment of call-only ads will definitely increase the business‟ visibility,

improved user experience, higher conversion rates, valuable insights, and flexibility. These

advertisements encourage potential customers to call the store directly rather than navigating

on the landing page. Moreover, customers find it much more convenient to call rather than filling

the online form.

4. Promotion of Customer Reviews Through Social Media

Positive reviews not only boost the business‟ credibility but can also improve its search engine

rankings which can increase its visibility and attract new customers who may not have otherwise

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discovered the business. Negative reviews on the other hand, serves as an opportunity to

showcase customer service skills and demonstrate the business‟ willingness to make things right.

Furthermore, customer feedback is an essential tool for small business owners as it allows them

to understand what's working well and what needs to be improved. By choosing the right

platforms and creating a strategy for collecting and monitoring customer feedback, the business

can improve customer satisfaction and ultimately increase revenue.

5. Integration of Targeted Advertisements on Facebook and Other Online Platforms

Targeted advertising is important because it increases the visibility of a brand and boosts

engagement rates with consumers. Advertisers strategically place targeted ads on certain sites

and design them for a specific set of consumers based on past behavior data.

6. Investment on Algorithms

The application of algorithms to leverage data that can be used to optimize processes or create

revenue streams is widespread across many industries. Algorithms are thus a critical future

component of every business, as almost all the business insights and decisions in the future will

be data-driven. Thus, investing in algorithms pays off for any organization wanting to rapidly scale

their products and services. Given that algorithms are much more objective, scalable, and flexible

than human beings, this also makes it critical for organizations committed to driving exponential

growth.

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ii. Audience

The target market or audience for Vallarta Paint Center's system are customers who own

new infrastructures and the city residents who share the same demands and qualities as the

consumers the business strives to serve. In addition, the manager and owner will also be an

audience of the system. Through the system, the consumer will be able to freely choose and

order whatever they want without going to the actual store. Moreover, they will have the option

to go cashless or pay with cash and for a pick-up or a direct delivery to their home for an

additional price. The manager and the owner will also have an easier access to the inventory and

sales limited to the orders placed and processed by the system. With the use of the system, the

customers who are seeking different leading paint brands, city brands and painting tools and

materials will be able to fulfill their own needs.

iii. Intended Use and Scope

Bringing together information and data from several departments of a firm into a single,

easily accessible location is referred to as business systems integration. Business systems

integration connects internal systems with data collecting tools for the organization. It is essential

to have a software business application integrated around a single codebase or database, and

business process. Hence, the advantages, goals, and objectives of designing an integrated

Business Software System are as follows:

▪ Increased Revenue - Efficient, integrated systems help communication flow easily

throughout the business, as such, terms and conditions surrounding the products and

services are easily understood. Ultimately, this will help the business identify

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 information about their target market – including age, demographics, gender,

preferences, and behavioral patterns. With this information in hand, the business can

easily decide what upsell and cross sell opportunities will work best for it.

▪ Improved Customer Services - Business information software (BIS) lets the business

quickly track customers’ questions. If the business can successfully and quickly solve

these issues, it’s more than likely that the customers will give the company a great

review.

▪ Efficiency Across the Organization – Automating daily operations such as order

management, fulfillment, invoicing, cash collection, expense approvals, and financial

consolidation enables the business to run more efficiently as well as to innovate and

grow.

▪ Improved Visibility - Making prompt, educated choices requires real-time visibility.

Employees are better informed and can make decisions with greater speed and

precision when information can be accessed instantly from practically anywhere without

wasting resources on data extraction and tying data from many sources together.

▪ Accelerated growth - Due to consolidated ordering and accounting management

procedures and data, an integrated software solution makes it much easier to expand to

new sites and sales channels. Because of the increased visibility, businesses may cross-

sell and upsell to their existing clientele with greater success.

Scope and Delimitation

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 Advanced Operation Management System will be located in Vallarta Paint Shop situated at

Gapan City, Nueva Ecija where a new system will be introduced to assist workers in managing

and supervising the shop while providing satisfactory customer experience.

The ordering mechanism used by the paint center to reduce interaction between

consumers and employees is the main topic of this business. The system aims to provide a

pleasant working environment by offering a user-friendly interface that makes it easy to

understand every aspect, feature, and function of the system. Additionally, it is equipped to

handle any kind of data and can monitor, track, and inform users if the paint center has already

surpassed its limit. The administrator can access the entire system by logging in.

Moreover, this study has its limitations in terms of its feasibility, costing, and allocation of

resources. Other factors not stated in this section is already outside the scope of the study.

b. Overall Description of the Company

i. User needs
The primary purpose of the system is to facilitate a more efficient and accessible

ordering process for the potential and avid customers of Vallarta Paint Center. The system will

provide smoother business transactions and expansion to increase the sales and revenue of the

shop. First, the system will aid the tedious search for the availability of products as it will be

made possible to present and sort items by their availability. Moreover an option to “pre-

order” will also be given to expand their options. The system will also present more payment

methods as e-wallets and cards will be possible along with payment upon pick-up. The

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consumers who have paid for their order may also opt to have their ordered products delivered

with an additional fee or be pick-up at the store physically. In addition, the system may also be

of aid to the manager for easier record-keeping for orders online. The formerly mentioned

features will be present on a single system that will be easily navigated by the user to satisfy

the needs of every customer. The design of the system will be minimalistic and with familiar

and standard navigation patterns.

ii. Assumptions and Dependencies

With the emergence of different kinds of technology that have been integrated into a business

model, some of the current business technologies utilized in the Philippines are as follows:

▪ Ecommerce & Digital Payments - With the emergence and popularity of online shopping

and networking, Ecommerce has become more important than ever before, supporting

11 local government units in the Philippines in opening online and mobile payment

platforms for property taxes, building and business permits, as well as other fees and

charges.

▪ Cloud Computing - The need for data storage and access has skyrocketed as more
company operations go online. Almost all organizations in the Philippines will need to use

some cloud-based systems currently, whether it is something as basic as email or

collaboration tools, but many will need to expand their cloud options in order to remain

competitive. Businesses can benefit from a variety of benefits from cloud computing,

including lower costs for physical storage, improved data security, more flexibility, and

enhanced staff mobility.

▪ AI Data Analytics - IT corporations like Apple, Amazon, and Google have been pouring

millions of dollars into artificial intelligence, small businesses may take advantage of the

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 technology's competitive advantages with little outlay. Software that uses artificial

intelligence (AI) can manage data volumes that would take hundreds of real people to

watch and analyze, offering insights and solutions to massive issues by spotting trends in

enormous data sets. A personalized experience based on user data can still be maintained

while offering quick support via chat bots and virtual assistants.

Assumptions

Business assumptions are presumptions or preconceptions about how a project, service,

product, or process will turn out in the future. One can make assumptions about market trends

and consumer behavior. For instance, a company might presume that a new product will

succeed based on favorable client feedback from a recent market survey or that a specific

target audience will respond well to a marketing campaign. Below are examples the business

needs to understand in order to know the appropriate design of the system to be utilized:

1. The project's software development process will be able to fulfill the demands of the

consumers and stakeholders.

2. Network congestion, connection issues, system faults, and other technical issues will all

be taken care of by the project's IT Support.

3. All physical devices (laptops, desktop computers, and mobile phones) are in good working
condition.

4. For the project to proceed without a hitch, the system must be compatible, sustainable,

and secure.
5. Currency conversions rates and resource costs will stay the same throughout the project

6. There will be no contractual billing rate changes throughout the project.

7. Costs for materials will increase at 2.5% per year
8. All the resources allocated are sufficient for the project life-cycle. However, the project

could still be at risk if the contributions from resources are insufficient. This may

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 compromise the timeline, scope, and end goal of the project as the resources allocated

do not meet the assumptions made during the project planning.

9. The cost spent for the purchase and maintenance of the resources will stay within the

planned budget by the project manager. However, if the resources depreciate or

malfunction, the budget may exceed the actual cost assumptions since it requires

repairing the resources.

10. Wages of any subcontractors and indirect costs such as space rental, utilities, and office

supplies will stay within the expected budget. However, the cost may change as time

passes, depending on the economy.

Dependencies

A dependency outlines the specific order in which certain tasks must be completed as well

as the relationship between the variables. Every decision-making, planning, and development

process has dependencies, which are ideally predetermined. Tasks can act as predecessors or

successors to other tasks, with the execution times of each task aligned as needed.

c. Features

i. Functionality of the System

The Proposed System that is introduced, as said in the previous section, shall function as

an advanced Operation Management System which is expected to gather, read, and use the

information entered by the users to decide on which geographer is to perform the task. First,

they must input their identification details which will be registered into the database and will

be used for future references. Thereafter, they can let the maps access their location by turning

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it on in the settings, or they can opt to input the address manually. Upon approval, the system

will provide a survey to match the user’s preference and match the system based on the user’s

liking, and if the user chose not to partake in the survey, then the default style will be utilized

on the website. After all the details are verified, the user is free to use the website as they

please.

Instead of having multiple employees to do different tasks for the customer, this system

completes all of them and uses the saved customer information for more research and

development by delivering the relevant data to the department's research and development

team. This user-interactive, data-processing online service appointment system will optimize

business operations while also making it easier for clients and workers to stay in touch with the

company.

▪ The website design is minimalistic and the color scheme is ‘eye pleasing’.

▪ A web page contact form sends emails directly to the sales manager's inbox.

▪ The software must pass all security requirements.

▪ The website requires users to input passwords to enter their accounts.

▪ Users can enter credit card information at the “point of sale” page.

▪ A template appears once users enter their credit information where they can fill their

shipping details.

▪ The software archives all deleted policy information.

▪ The system must send a confirmation email whenever an order is placed.

▪ The system must allow blog visitors to sign up for the newsletter by leaving their email.

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 ▪ The system must allow users to verify their accounts using their phone number.

▪ The system must allow users to log into their account by entering their email and

password.

▪ The system must allow users to log in with their Google accounts.

▪ The system must allow users to reset their password by clicking on "I forgot my

password" and receiving a link to their verified email address.

ii. Non-functional Requirements

In terms of the system's non-functional requirements, it guarantees a promising

performance with quicker response time due to its faster processing capacity than the business’

previous use of a typical queuing system. When it comes to expandability, the online system

shall handle multiple workloads and information entered by the users. Its capacity is designed

to process data smoothly and uninterruptedly, as to provide the users a better customer

experience. In addition to that, the system offers superior security and file organization.

Upon examining the system's non-functional criterion, it is clear that the system is user-

friendly and convenient, especially when taking into account its modern functions and features

created especially for this specific kind of business.

▪ The system must be scalable enough to support 1,000 visits at the same time while

maintaining optimal performance.

▪ A program running on Windows 10 must be able to run on Windows 11 without any

change in its behavior and performance.

▪ The iOS application must support iPhone devices running on OS versions.

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▪ The system must perform without failure in 85% of use cases during a month.

▪ The mean time to restore the system (MTTRS) following a system failure must not be

greater than 30 minutes. MTTRS includes all corrective maintenance time and delay

time.

▪ The error rate of users submitting their payment details at the checkout page mustn’t

exceed 15%.

▪ All user data shall be encrypted and stored in the database.

▪ Java & Python programming languages are approved for general use. Other

programming languages not mentioned must be approved in advance.

▪ The system should be available for the users to use the system any time of the week they need.

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iii. Business Process Diagram

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iv. External Interfaces
Prototype

Owner Website

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Customer Website

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v. Design Constraints
Similar to any other system, the proposed system possesses certain limitations in

different prospects. First, there is no “guest log-in option”. Consumers who do not wish to

create and own an account will not be able to access the system unless they sign-up for one. To

ensure security, only users who have a verified account will be able to use the system functions

freely. Moreover, multiple accounts of the same user will not be entertained. In terms of user

password, it should be at least 6-letters long with a combination of uppercase and lowercase

letters and a number.

Another limitation concerns the report of sales and inventory. To save the data storage

of the system, the individual records for daily and weekly reports will automatically be deleted
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and only a monthly report of sales and inventory will remain. In addition, orders will

automatically be cancelled if the consumers fail to comply with the needed requirements (e.g.

payment). Placing a new order will be needed in such cases.

vi. Feasibility
Schedule

Week 1 Week 2 Week 3 Week 4 Week 5 Week 6

Planning
Research
Design
Development
Presentation

Technological

The proposed system provides a more efficient access to buying products through online

shopping as an alternative service method. Beside from the walk-in method in buying products

for the customers that uses Valiant record book, Panda Classique ballpen, and Casio calculator

for recording sales, the company will be making a website that showcases an easier way of buying

products via online. The given system will help buyers to purchase products who cannot directly

go through walk-in procedure. The website is will display an easily accessible interface for online

transactions. The interface only has a simple process for online shopping which is the selection,

information, and payment. The home page is the main page of the company’s website where it

has buttons where the main purpose, information, and details of the website can be found. There

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is a select option that can be clicked to be directed towards add-to-cart section where the buyer

can select their target products in the menu. After the selection, the buyer will select “Next”

button where the buyer will be directed to the information section, where the buyer will fill up

the details and information that are needed for the transaction. The final section is the payment

of the product where it requires filling up more information that are needed to complete the

transaction. There is an additional section at the main page where a buyer can contact an

employee of the company if there are any concerns regarding the website and the process.

Economical

The proposed website offers a more efficient alternative method of buying products

through online, and it is what help buyers to have more access in the business. Many people

cannot surely guarantee to go in the actual place of the business, so the availability of having an

online website for online shopping gain more opportunity for others to reach the business with

or without going through walk-in procedures. It is also a good step for the business since it also

adapts to the current trends of the modern day where most businesses can now be performed

through online means. The effectiveness of the business can be increased with the new

proposed method of buying, thus also providing efficiency for buyers in gaining access, and

sales can be increased due to the new proposed method added for attracting more customers.

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