TRIBHUWAN UNIVERSITY

ADVANCED COLLEGE OF ENGINEERING AND MANAGEMENT

KUPONDOLE, LALITPUR

A PROJECT PROPOSAL ON DEPARTMENT STORE MANAGEMENT INFORMATION SYSTEM

(DSMIS)

SUBMITTED TO DEPARTMENT OF ELECTRONICS AND COMPUTER ENGINEERING

SUBMITTED BY: ABHAY RAJ SHAKYA (502;abhay_rshakya@hotmail.com) ABHINAYA SHRESTHA (503;toerage@facebook.com) HEMANTA SAGAR LAMA (513;hsl_2006@hotmail.com) NISHANT MAN PATI BAJRACHARYA (520;bajra_nish@live.com)

JULY 9, 2011

Acknowledgement
We are thankful to all those who have helped us directly or indirectly with this project. Foremost, we would like to thank Advanced College of Engineering and Management for providing us this project, Department Store Management Information System (DSMIS). We would like to thank Er. Badri Adhikari for his guidelines for this project and for organizing this course and acknowledge his effort that encouraged us to take this challenging project. We would also like to offer our gratitude to all our teachers whose lectures and ideas were the basis for our project research and appreciate the support rendered by Department of Computer Engineering, ACEM.

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Abstract

The project entitled Department Store Management Information System (DSMIS) is a system for automating the marketing and billing system of the department store. This system keeps the information related to the management of the department store. These includes product, staff, stock, sale and purchase information, current business status or business status of certain period, billing system, order details, transaction report, etc. This project mainly focuses on easing the daily tasks of a department store. This project is the combination of database management system, management information system and local networking. A shared resource that includes the database are accessed simultaneously by the different users i.e. cashiers and managers at different corner of the same departmental store.

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Table of Contents
Acknowledgement................................................................................................................................... ii Abstract ................................................................................................................................................. iii 1 2 3 4 Introduction .................................................................................................................................... 6 Objectives and Scope ....................................................................................................................... 7 Literature Review ............................................................................................................................ 8 Methodology ................................................................................................................................. 10 4.1 5 E-R Diagram ........................................................................................................................... 10

Description of the Proposed System .............................................................................................. 12 5.1 5.2 5.3 System Block Diagram ............................................................................................................ 12 Technical Description ............................................................................................................. 15 Interfaces ............................................................................................................................... 16 Login Screen ................................................................................................................... 16 Billing System ................................................................................................................. 17 Inventory Management system ...................................................................................... 18

5.3.1 5.3.2 5.3.3 6 7 8 9

Cost Estimation.............................................................................................................................. 19 Project Schedule ............................................................................................................................ 20 Conclusion ..................................................................................................................................... 21 References..................................................................................................................................... 22

List of Figures and Graphs

Figure 1: E-R Diagram ................................................................................................................10 Figure 2: System Block Diagram .12 Figure 3: Login Interface ..16 Figure 4: Billing System Interface .17 Figure 5: Inventory Management Interface 18 Figure 6: Project Schedule Gantt chart 20

Table 1: Project Tools 15 Table 2: Cost Estimation 19

1 Introduction
The use of computer today is in peak point and each and every field uses computer system for the fast processing and security of the data. Management Information System (MIS) is one of the business fields where computers have made the tasks easier, more efficient and organized.An 'MIS' is a planned system of the collection, processing, storage and dissemination of data in the form of information needed to carry out the management functions. Simply, it is the system that provides information needed to manage organization effectively. Department stores can be benefitted by Management Information System as it increases the productivity of the staff, organization of the records and decreases the overall work load. Hence, Department Store Management Information System can be considered as an integral part of any modern department store. Department Store Management Information System comprises of maintaining and updating inventory records with their attributes such as product identity number, price, available stock, etc. Next feature is the billing system which calculates and prints the invoice for the customers at different Point of Sales (POS). The inventory is updated accordingly and the transactions are recorded in the database. DSMIS also maintains a database for employee posts and salaries. Employees will get access to particular fields with their ID and password. For example cashiers will get access to the billing system only while the managers will get access to inventory and transactions records. The system also generates reports for the managers so as to analyze the profit-loss and overall business status of the company. Overall, the system is the combination of the Management Information system, Database Management system, Transaction Processing system and Decision Support system.

2 Objectives and Scope

The main objectives of our projects are listed as follows: To develop a Management Information System (MIS) to automate the management of a department store. To develop a billing system for points of sales (POS) in the department store. To develop an Inventory Management System so as to record and update stocks as well as transactions. To build an Executive and Decision Support Systems (ESS and DSS) for the purpose of business analysis and reporting.

3 Literature Review
Initially in business and other organizations, internal reporting was made manually and only periodically, as a by-product of the accounting system and with some additional statistics, and gave limited and delayed information on management performance. Previously, data had to be separated individually by the people as per the requirement and necessity of the organization. Later, data was distinguished from information, and so instead of the collection of mass of data, important and to the point data that is needed by the organization was stored. Earlier, business computers were mostly used for relatively simple operations such as tracking sales or payroll data, often without much detail. Over time, these applications became more complex and began to store increasing amount of information while also interlinking with previously separate information systems. As more and more data was stored and linked, man began analysing this information into further detail, creating entire management reports from the raw, stored data. The term "MIS" arose to describe these kinds of applications, which were developed to provide managers with information about sales, inventories, and other data that would help in managing the enterprise. Today, the term is used broadly in a number of contexts and includes decision support systems, resource and people management applications, Enterprise Resource Planning (ERP), Supply Chain Management (SCM), Customer Relationship Management (CRM), project management and database retrieval applications. A departmental Store is a retail establishment which satisfies a wide range of the consumers personal and residential product needs and at the same time offering the customer a choice of multiple merchandise at variable price points in all product categories. Departmental stores usually sell products including furniture, home appliances, electronics, toiletries, cosmetics, toys and most importantly food items and beverages.
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Department stores can trace its history back to 1836 A.D. to Kendal Milne & Faulker which is the worlds oldest department store in Manchester. The world has come a long way since 1836 and so has department stores. Since the personal computer revolution which began in the 1980s small businesses and even households can afford a computer. Nowadays, everything is computerized and automated to make the work easier, efficient and records reliable and accurate. Therefore, to make the use of the computing powers, various softwares including the MIS, have been made to fulfil the needs for the management of modern department store. We visited some of the department stores in Kathmandu so as to study the software they are using for the store management. We could only get a sight of the billing interface at one of the POS. The inventory database is updated by the inventory manager. The cashiers at the POS are responsible for the entry of the items bought by the customers which they perform by entering the labelled product ID. The billing system calculates and prints the invoice after data entry. In the larger department stores and supermarkets, product entry is done by the Bar Code Reader connected to the POS system.

4 Methodology
4.1 E-R Diagram
The entity relationships diagram of the inventory and transaction database is shown below:Product_id Product name Category Buying price Selling price Units sold Available units Transaction_id Expiry date Location Done to Bought From Customer_id Customer Supplier_id Address Supplier Name Supplier Contact no. Address Transaction Total amount PRODUCT Updated by Employee_id Name Sex Post Salary Password Done by

Employee

Customer name

Figure 1: E-R Diagram

Contact no. 10

The E-R diagram presented is designed for the inventory and transaction database. This model is likely to change during the course of time. Different entity sets, attributes and relationships will be added to the design according to the needs of the Department Store MIS.

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5 Description of the Proposed System

5.1 System Block Diagram
Inventory manager

manager INVENTORY MANAGEMENT SYSTEM

DATABASE

TRANSACTION PROCESSING SYSTEM

EXECUTIVE SUPPORT SYSTEM

Reports, Analysis, etc.

BILLING SYSTEM

MIS

Cashier

Invoice

Printer

Figure 2: System Block Diagram

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The Department Store Management Information System is divided into following parts: 1. 2. 3. 4. 5. Database Inventory Management System Transaction Processing System Billing System Executive Support System

1. Database: The database stores the inventory and transaction records. The inventory includes product information such as product ID, name, category, etc. It contains every transaction records and information such as supplier info. It also maintains the record of employees and their login password. 2. Inventory Management System: This system includes tools for entering and updating the records in the inventory. The task is done by inventory manager. This system automatically updates the inventory after the sale of any product. 3. Transaction Processing System:This system is connected with the billing system and is responsible for storing every transaction in the database. 4. Billing System:The billing system creates and prints the invoice after product entry at the Point of Sale(POS) by the cashier. The cashier can enter the product either by the product ID or name. The invoice number, date, price of the specific product, total cost will be automatically generated and calculated. After the completion of product entry, the invoice will be printed in a standard format from a printer interfaced with the computers. 5. Executive Support System:This system acts as a reporting tool that generates reports and analysis such as profit/loss for the department store manager. This system is connected with the Database, Inventory Management System and Transaction processing System and extracts required data needed for analysis. As soon as the application is started, user login window is displayed. The employee will enter his/her user ID and password after which the system will open the particular application window. Suppose the employee is cashier then billing system
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will start. Whereas the manager can access the executive support system as well as billing and inventory management system. The system will determine the post of the employee from the user ID and password. The number of computers is usually more than one since there are multiple POS terminals in a departmental store. So, all the computers are locally networked so as to access and modify common database.

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5.2 Technical Description

This project is widely based on database management system which includes accessing, adding, and modifying the contents of database. The system also prints the invoice after billing process which is accomplished using appropriate java application programming interface (API).

S.N. 1. 2. 3. 4. 5. 6.

Tools/Language/Software Purpose Eclipse Java / Netbeans 7.0 Interface for Programming JDK 6 update 26 Development kit Java Programming Language Microsoft Windows 7 / XP OS for Development and Testing MS Word / MS Excel / MS Documentation PowerPoint MySQL Database tool

Table 1: Project Tools

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5.3 Interfaces

5.3.1 Login Screen

Figure 3: Login Interface

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5.3.2 Billing System

Figure 4: Billing System Interface

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5.3.3 Inventory Management system

Figure 5: Inventory Management Interface

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6 Cost Estimation

S.N. 1. 2. 3. 4. 5. 6.

Purpose Salary (Rs.15000 per month * 3 months * 4 persons ) Internet Connection Cost(Rs.2000*3months) Electricity Cost Printing and Documentations Genuine Software licenses Miscellaneous Cost Total Table 2: Cost Estimation Table

Amount (RS) 1,80,000 6,000 2,000 2,000 50,000 10,000 2,50,000

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7 Project Schedule

Figure 6: Gantt chart.

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8 Conclusion
Hence, we plan to make a simple yet effective Management Information System to manage the activities of Departmental Store. We hope to achieve this project by applying the knowledge of database and JAVA languages correctly. We hope to gain a valuable experience while learning to work as an effective team and complete the task in the given deadline. We also intend to enhance the software by adding many features and capabilities others than the ones mentioned here.

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9 References
1. Silverschatz, Korth, Sudarshan. (2002). Database System Concepts. 2. Schildt H.(2002). The Complete Reference Java2. 3. OBrien, J (1999). Management Information Systems Managing Information Technology in the Internetworked Enterprise.

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