• You work for a small retail business which supplies milk, bread, newspapers and general groceries.
• You have various people you deal with daily - your co-workers, owner, customers and the people who supply you milk, bread, newspapers and other groceries.
• The owner has always used a verbal system for ordering his supplies, however as the shop has grown and the suppliers have changed, the owner has found that what he has verbally ordered is sometimes not delivered.
• The owner is not computer literate.

You have just completed your studies and know there are better methods and systems which can be used for ordering your supplies.

Your task is to design a system (technology or paper based) which the owner can use to place his orders and allow for accurate payments to be made on those goods.

To undertake this will require you to answer the following questions:

Q1. What would be some of the requirements for this type of system?

Q2. Who should you consult with (speak with) to ensure their needs were met?

Q3. Who would you need to obtain approval from, in order to spend the money to investigate and develop your system?

Q7. Identify methods you could use to implement your ideas.

Q8. a procedure for how this system is to work. Include a step by step process using the following as a template.

PURPOSE OF THIS PROCEDURE

COVERAGE OF THE PROCEDURE

STEPS TO FOLLOW

Step 1

Step 2

Step 3

Q9. Identify the training requirements for the other staff, the owner and the suppliers.

	TRAINING REQUIREMENTS
STAFF
OWNER
SUPPLIERS

Q10. Define what possibly could go wrong if your process was put into place and what could be done to stop that from happening.

RISK FACTOR
SOLUTION

Q 12. One of the suppliers has stated they found the system confusing, as some were identifying materials to order based on name only rather than product code and there was often a mistake on the unit price. What would you need to change in your process to ensure these issues were improved?

Product - item name/ item number / price / location / stock level

13. What processes could be used for monitoring the new system for accuracy, assisting staff in its use, useability from staff and suppliers.

Processes to monitor the system for data accuracy
Processes to enhance usability from staff and suppliers

Q14. What modifications would need to be made to your system if the boss wanted to make sure the ordering system would link with the creditors accounting system?

Q15 How would you communicate the system integration requirements mentioned in Q14 to the current users of the system?

Q16. Detail a list of 4 separate administrative systems in this business and their main purpose/functions

• Shift management
• Leave management
• Payroll
• Customer relationship

Q17. If you were asked to lead a project team to upgrade an administrative system in your workplace, what methods would you use to identify and collect information on any modifications needed for an administrative system?

Explain approaches to collect system requirements

interviewing system users on the staff

- seeing how employees use the system

- gathering staff input on the system.

- reading through system documentation

Q26. Why would you develop selection criteria when deciding on a supplier?

Q27. How would you ensure that the equipment/systems you are considering are suitable for your workplace requirements?