SCHOOL OF COMPUTER SCIENCE AND INFORMATION TECHNOLOGY

CELESTIN LANDRY KOYA

B.SC (HONS) BUSINESS INFORMATION SYSTEMS

IM 1045: INFORMATION SYSTEMS

SEMESTER A- 2009/2010
 ANALYSIS AND DESIGN OF A SYSTEM

Start Date: 10th November 2009

End Date: 25th November 2009

Student Name: Celestin Landry Koya

Module Name: IM1045

Type of coursework: Assignment

IC.No./Passport No: UBIS4-12/08-00060/NO155947

Team members:

Bernice Zigwai Isaac

Sofia Suleiman

Bashir Inuwa

Date of Submission: Tuesday,1st December 2009

TABLE OF CONTENTS

ACKNOWLEDGEMENT

INTRODUCTION

EXECUTIVE SUMMARY

I) CURRENT SYSTEM ANALYSIS

A. Overall System Overview

B. E-R Diagram
C. Analysis

II) IMPROVEMENTS OF THE CURRENT SYSTEM

III) SYSTEM REQUEST

A. Type of Request
B. Software Requirements
C. Hardware Requirements

IV) DESIGNING OF THE PROPOSED SYSTEM

A. System Overview
B. Design
C. User Interface

V) FEASIBILITY STUDY

A. Economic
B. Technical
C. Organizational

VI) UML DIAGRAMS

COMMENTS

CONCLUSIONS

REFERENCES

APPENDICES
ACKNOWLEDGMENTS

I wish to express my sincere gratitude to Mr. Reza for his valuable guidance, proper
advice and constant encouragement during the course of on this project (Assignment).
I am deeply indebted to my parents for their inspiration and ever encouraging moral
support, which enabled me to pursue my studies.
I am also thankful to the entire faculty of computer science and information technology;
and department of Business Information Systems program and my team members for
their direct-indirect help and cooperation.
 INTRODUCTION

Today, many restaurants are working efficiently by the means of new technologies. But some of
them are still coping with many challenges in term of food ordering and payment, this is
sometimes due to the deficit of the existing system. Waiters (staff) tend to miss out on customers,
food ordering or bills during busy hours and this ongoing issue lead to the loss of customers.
Elvie-Rose Restaurant is being run with an entirely manual system, this include food ordering,
menu selection and payment. It’s a free seat restaurant where customers call waiters to order
their food, select meal from the menu and then pay. But because of workload on restaurant staff
especially the waiters, there is a need for upgrading of the current system to make work easier for
the staff and enhance the smooth and fast running of the restaurant. This will further encourage
the staff, increase productivity and attract more customers thereby boasting the restaurants
income.
Hence, the goals of the said project is to analyze the existing system, find out its deficits, design
and propose a system in which waiters could serve customers quickly and efficiently and also to
help the restaurant increase its overall efficiency.
EXECUTIVE SUMMARY

Elvie-Rose Restaurant is working on manual system, to serve its customers; waiters have
to go through ordering, menu selection and collection of payment. According to staff this
process is causing inconvenience and lost of profit to the restaurant by decreasing
customers.
We examined the actual system and found out that it is very difficult for staff to work in
such condition. The workload is doubled and cause problem to the whole system in term
of productivity and effectiveness, the restaurant is losing both customers and staff.
Correcting this problem will require the installation of a new system by replacing the
current one to minimize the workload of the staff.
Elvie-Rose restaurant needs to replace its current system with a restaurant point of sale
(POS) manager system in order to enhance its ordering services as well as to facilitate
internal processing activities and workload. The new system should offer more flexibility
and functionality than the system that is currently in use; the goal of the new system is to
allow staff (waiters) to be more effective in the day to day running of the restaurant.
I) CURRENT SYSTEM

A. Overall System Overview

Elvie-Rose Restaurant is a large restaurant which has branches all over Libreville;
Gabon. It’s a free-seat restaurant, facing challenges due to its current System which is
entirely manual to serve its customers staffs take orders from the customers and collect
payment. The restaurant has to follow the following process to please its customers:

The waiter takes order from a customer

The customer selects a meal from the menu

The waiter orders meal from the kitchen or Chef

The chef hands the food to the waiter who delivers the food to the customer

The waiter collects the money from the customer

The waiter hands the money to the cashier, who then issues a bill to the
waiter who hands over the receipt to the customer.

To minimize the workload of the restaurant’s staff (waiters), the restaurant management
has decided to introduce a Restaurant point of sale (POS) facilities to its staff. The software
to be designed should be user friendly, having a touch screen monitor, a LCD display, a
keyboard, cash drawers, a receipt printer and central processing unit with an operating system
for POS sation.The restaurant point of sale system should be used by the restaurant staff and
service one customer at a time. The waiter will then be able to handle one or more ordering.
The restaurant POS system must be able to provide the following services to the restaurant’s
staff:

A waiter should be able to choose an item from the menu list by clicking on the
touch screen

A waiter should be able to change ordering from the menu list

A waiter should be able to abort an ordering in progress by pressing the cancel key

A waiter should be able to issue a receipt after having collected money from the
customers
The restaurant point of sale system will provide the waiter with a printed receipt for each
ordering. After payment made, ordering and menu selection at the counter from the restaurant
POS system, the waiter should send order meal from the chef and then hand over to customer
followed by his/her receipt.
 B. E-R Diagram

Waiter/staff Customer

Takes
order Select
Menu

Foods

Waiter Order Customer

food

Waiter/staff Food
Order

Bill Customer
generation

The following E-R Diagram depicts the Elvie-Rose restaurant current system for food
ordering.
 C. Analysis

The above system (Elvie-Rose restaurant) is entirely manual to serve its customers.
Waiters or staff has to go through:

Taking meal Order

Processing order from the kitchen and handing over meal to costumers

Collection of payment from customers

And finally handing over money to cashier who then issue a receipt to waiter
who hands it to customer.

The current system gives more work to its staff that is in charge of all process of the
entire system. This creates more contact between the staff and the customers in terms of
food ordering, menu selection and payment. Eventually, such system may cause loss to
the restaurant.
Work is not done properly and waiters are in pressure due to the ongoing issue that they
tend to miss out on customer’s calls during busy hours.Moreover, waiters or staff cannot
be focused on serving their current customer and save their time and energy because in
such situations, customers put pressure on them and they have to always keep an eye out
for a needy customer or a new visitor.

Thus, the current system is not efficient thereby enhancing staff’s effectiveness and the
smooth running of the restaurant. The staff faces a lot of challenges and this problem if
not solved will result to loss of staff, customers and restaurant’s profit.
Therefore, having analyzed the current system we found out that Elvie-Rose restaurant
needs to upgrade its current system to address the ongoing problem that the restaurant is
facing by the introduction equipments like a restaurant point of sale system so that the
workload of the restaurant’s staff will be minimize. Since the restaurant is a free-seat
restaurant, such a system will make work easier for the waiters and the customers will get
a better service.
II) IMPROVEMENTS OF THE CURRENT SYSTEM

Having analyzed the said system, we found out that the restaurant is not running
efficiently and the management is running at a loss. To address these problems, Elvie-
Rose restaurants needs to change its entire system to allow restaurant’s staff to be more
productive in terms of serving customers and in the restaurant daily basis routine.

Today, many restaurants are using a point of sale system well known as restaurant point
of sale manager or software. A restaurant POS system act as an electronic cash register. It
allows restaurants to manage inventory, process orders, track employee time, and record
sales information. The restaurant point of sale is now well accepted by fast food as well
as restaurant chain. These systems help speed up the ordering process and allow the chefs
in the kitchen to create orders quickly to keep customers happy. Some restaurant or fast
foods have their own system and the software can be designed to match their expectation.

In order to minimize the workload of the restaurant’s staff the restaurant has decided to
introduce a restaurant point of sale. The restaurant POS system must be able to provide the
following services to the restaurant staff:

A waiter should be able to choose an item from the menu list by clicking on the
touch screen.

A waiter should be able to change ordering from the menu list.

A waiter should be able to abort an ordering in progress by pressing the delete key.

A waiter should be able to issue a receipt after having collected money from the
customers.

The software to be designed should be user friendly, having a touch screen display, a
keyboard, cash drawers, a receipt printer and central processing unit with an operating system
for POS station.
III) SYSTEM REQUEST

Elvie-Rose restaurant has requested the introduction of a restaurant point of sale system
to replace its current system. This will reduce the workload of the restaurant’s staff and
increase the restaurant overall efficiency and income.

Project Sponsor: Elvie-Rose Management

A. Type of request

[X] New system

[ ] system enhancement
[ ] System Error correction

Urgency

Restaurant will continue to loss its customers but this can be tolerated until new system is
installed, but the restaurant productivity will decrease due to the ongoing issue.
Problem Statement

Restaurant’s staff has been asking for the computerized system to allow them to work
efficiently and to reduce workload; the current system is entirely manual and cause loss
in terms customers, especially during busy hours where staff tend to miss out on
customers call or attention: the restaurant has to follow the following process to please its
customers:

The waiter takes order from a customer

The customer selects a meal from the menu

The waiter orders meal from the kitchen

The kitchen hands the food to the waiter who delivers the food to the customer

The waiter collects the money from the customer

The waiter hands the money to the cashier, who then issues a receipt to the waiter
who hands over the receipt to the customer.
Service Request

To replace its current system, Elvie-Rose restaurant has requested the introduction of a
restaurant point of sale system. The software to be designed should be user friendly, having
a touch screen monitor, a LCD display, a keyboard, cash drawers, a receipt printer and
central processing unit with an operating system for POS station and database software for
restaurant data. The restaurant point of sale system should be used by the restaurant staff and
service one customer at a time. The waiter will then be able to handle one or more ordering.
The restaurant POS system must be able to provide the following services to the restaurant’s
staff:

A waiter should be able to choose an item from the menu list by clicking on the
touch screen

A waiter should be able to change ordering from the menu list

A waiter should be able to abort an ordering in progress by pressing the delete key

A waiter should be able to issue a receipt after having collected money from the
customers

The restaurant point of sale system restaurant will provide the waiter with a printed receipt
for each ordering. After payment made, ordering and menu selection at the counter from the
restaurant POS system, the waiter should send order meal from the chef and then hand over
to customer followed by his/her receipt.

Business value

As Restaurant management feels that the system will improve the ordering system,
efficiency, competiveness and allow staffs to have a wide variety to handle ordering and
bill control. We expect that customers will increase by reducing the workload of the staff
and especially by introducing the restaurant POS system will reduce staff complaints as
well as customers’ complaints due to the ongoing issue cause by the current system. Also
restaurant POS system should benefit from improved customers satisfaction and increase
their number and the restaurant efficiency as well.

Special Issues or Constraints

The management of Elvie-Rose restaurant views this as a strategic system to minimize

the workload of the restaurant’s staff and increase the overall efficiency of the restaurant.
This restaurant point of sale (POS) will add value to the current business model and it
will serve as proof of concept for future endeavors. Therefore, the said system should be
in place by December.

B. Software Requirements

The software to be designed should be user friendly, having a touch screen display, a
keyboard, a LCD display, cash drawers, a receipt printer and central processing unit with
an operating system for POS station.

C. Hardware Requirements

As hardware requirements, the restaurant point of sale should have a Central Processing
unit, a touch screen monitor, receipt printer, cash drawers and a LCD display following
by an operating system for POS station such as Windows XP Professional, WePOS
Professional for windows embedded systems or Windows 2000.
IV) DESIGNING OF THE PROPOSED SYSTEM

A) System Overview

The software to be designed should be user friendly, having a touch screen monitor, a LCD
display, a keyboard, cash drawers, a receipt printer and central processing unit with an
operating system for POS station. The restaurant point of sale system should be used by the
restaurant staff and service one customer at a time. The waiter will then be able to handle one
or more ordering. The restaurant POS system must be able to provide the following services
to the restaurant staff:

A waiter should be able to choose an item from the menu list by clicking on the
touch screen

A waiter should be able to change ordering from the menu list

A waiter should be able to abort an ordering in progress by pressing the delete key

A waiter should be able to issue a receipt after having collected money from the
customers

The restaurant point of sale system will provide the waiter with a printed receipt for each
ordering. After payment made, ordering and menu selection at the counter from the restaurant
POS system, the waiter should send order meal from the chef and then hand over to customer
followed by his/her receipt.

B) Design

The new system to be designed should be:

User friendly

Used by the restaurant’s staff(waiters) only

Service one customer at a time

The waiter should be able to handle one or more ordering

The POS should provide the waiter with a printed receipt for each ordering

Having a touch screen monitor, a LCD display, a keyboard, cash drawers, a
receipt printer, and central processing unit with an operating system for POS
station.
C) User Interface

The restaurant user interface should improve the way in which the restaurant staff
interacts with the customers through ordering process and payment.

Screenshot 1: POS User Interface

Screenshot 2: Welcome screen

Screenshot 3: Screen to add item to the menu

Screenshot 4: Categories of the menu and choosing the type of the Manu

Comments: The following screenshots are prototypes of the Elvie-Rose Restaurant Point
of sale (POS) which will be installed to the restaurant. The software has been designed by
using Microsoft FrontPage.
V) FEASIBILITY STUDY

A) Economical

Elvie-Rose management during it weekly meeting has decided to invest 40 percent of the
actual profit into the developing of the proposed system. The stakeholders have agreed
for the implementation of the said system because of the deficit of the current one, thus
the 40% of investment will cover all the expenses of the system to be designed both
hardware and software equipments.

Cost Benefits of the project

The restaurant management expects that installation of the new system will likely result
in 50% increasing incomes in the first quarter of the New Year since the system should
be in place by December. The new system should be able to reduce errors, provide
innovative services to customers and suppliers, and improve restaurant effiency, speed,
flexibility and morale. The said project will have an impact in the restaurant day to day
running as more customers will be pleased to discover and use the new system, resulting
in the increase of restaurant profit and investment expenses.Thus,the ordering process
and service in the restaurant will be improved which will lead to into the increased
restaurant recognition with customers. We will determine the tangible benefits for the
restaurant point of sale (POS) system as well as a one-time cost of the said system.
A) Economical Feasibility Cont.

1) Tangible Benefits for Restaurant Point of Sale system (Elvie-Rose Restaurant)

TANGIBLE BENEFITS WORSHEET

Restaurant Point of Sale System
Year 1 to 5
Cost reduction $ 4,000
Error reduction $ 2,000
Increase flexibility $ 6,000
Improvement in management control $ 10,000
Others $ 20,000
TOTAL tangible benefits $42,000

2) One-time costs for Restaurant Point of Sale System (Elvie-Rose Restaurant)

ONE-TIME COSTS WORKSHEET

Restaurant Point of Sale System
Development Costs $20,000
Hardware equipments $20,000
Software equipments $5,000
Package Application Software $2,000
User Training $1,000
Site Preparation $0,000
Other $5,00
TOTAL one-time cost $48,500

Comments: Tangible benefit is a benefit derived from the creation of an information

system that can be measured in dollars and with certainty while a one-time cost, is a cost
associated with project start-up development or system start-up.(1)
B) Technical

The restaurant point of sale system has low risk as the project team will consist of not
than 10 people in the executing the project. The installation of new system should not
exceed more than 2 months as there is likely to be an influx of more customers coming in
the restaurant. The hardware and software equipments are available and should not take
much time as other equipments are provided with a user training upon installation. The
suppliers of the system offer service maintenance and installation come at a low price
with a guarantee of 2 years and with optional products. The restaurant point of sale is
now well accepted by fast food as well as restaurant chain. These systems help speed up
the ordering process and allow the chefs in the kitchen to create orders quickly and the
said system is currently and widely used by food retailer as well, thus there is likely to be
low risk in the use of the system as most customers and staff have been complaining for
the computerization of the current system. The objective of the system is to be simple,
but also to cover every detail and function needed by Elvie-Rose Restaurant. The POS
restaurant point of sale will include a simple user interface that allows staff to interact
with customers, and database to keep the restaurant record or inventory.

C) Organizational

The objective of the system which has low risk and high probability of return capital
invested which has been projected on two (2) months on capital investment is likely to
increase restaurant efficiency. The project will incorporate both technology and
restaurant staffs who part of the day to day running of the restaurant that should be train
in order to have a better understanding of the new system.Therfore, it’s likely to increase
motivation and the staff following by their commitments.
VI) UML DIAGRAMS

The Unified Modeling Language (UML) is a widely notation for object oriented analysis
and design in software. It can also be used to describe hardware specifications.UML is
suited to OO design because it covers the following modeling aspects :( 2)

 Functional Model: Is a description of the system from the User’s point of

view.UML provides a notation for Use case diagrams.
 Object Model: This is the fundamental part of OO design, in which the
structure of the system in terms of objects, their attributes, associations and
methods is defined. This aspect is covered by Class diagrams, Relationship
diagrams and more.
 Dynamic Model (hardware):Defines the way system is supposed to function
and respond to stimuli and interactions

For the current project, we are going to design the Use case, Class diagrams and
Sequence diagrams of the proposed system showing the interactions between the
User and the system.
 UML Cont.

1) Use case diagram of the End User Acting with RPOS System

Order food

Staff Customer
Select menu

<<inclus>>
Search food

Cancel order

Elvie-Rose Restaurant
Point of Sale System
Issue bill Edit bill

Description: End Users (Staff, Chef, and Manager) can perform ordering, editing, managing
functions inside the RPOS system. End User can use food ordering, menu selection, and bill
issue and editing.
2) Sequence diagram of RPOS System

Fig 1

RPOS System Bill

: Customer : Staff
1:Order food
2:Add food 3:Bill found

4:Create bill

5:Bill created

6:Add food

7:Added

8:Added

9: Confirm

Elvie-Rose RPOS
System

Description: In the following sequence diagrams Fig 1 and Fig 2,waiter or staff can
order, create bill, check bill that responsible by them,
Fig 2.

RPOS System Bill

: Customer : Staff
1:Check bill
2:Check bill info 3:Ok to pay

4:Check bill info

5:Amount
6: Total Amount
7:View amount

9:check bill info

10:Accept payment

11:Amount paid

8:Pay money
12:Ordering done

Elvie-Rose RPOS
System
3) Class diagram of RPOS System

In the following sequence diagram of RPOS System, all user and database are created by
the administrator in charge of Elvie-Rose RPOS System. The administrator can modify
any data in the system, only he and staff (waiter) can change the password.Therefore,
staff can create or edit bill while ordering and bill processing.

Bill
Food

calculate()
modify()
edit bill()
0 0 add()
delete()
delete()
Order food()
n
Administrator

create()
1
update()
Staff
Customer delete()
name 1
name
birth date
ID
Order() n 1
address
Cancel()
1
Password

Manager
COMMENTS:

Herein is presented a restaurant management information system. The goal of

management information system is to support system that produces prespecified reports,
displays, and responses on a periodic, exception demand or push reporting basis. An MIS
produces information products that support many of the day-to-day decision making
needs of managers and business professionals. (3)
CONCLUSION

The following project represents a restaurant management system for facilitating efficient
communication between restaurant customers and restaurant staff .The purpose of a point
of sale restaurant management is to improve restaurant worker efficiency and to minimize
the workload of the staff by providing better service to their costumers.

The project was designed to meet the requirement of Elvie-Rose Restaurant based on
Libreville which has decided to upgrade its current system by introducing a new system,
a restaurant point of sale system (RPOS) to its staff. A restaurant point of sale system will
allow interactions between the customers and the staff especially waiters that will be in
charge of the software. The current system has been analyzed, improved and we come up
with a system proposal in order to allow the management of Elvie-Rose Restaurant to
know at least the costs and benefits of such proram, we designed a user interface that
shows how the new system will now processing ordering and control bill from the
system. Overall project teach us the following skills and notation:

Using system development life cycle (SDLC) like Analyisis, Design,

Implementation to develop an information system.

Understanding UML (Unified Modeling Languages) and information systems
development.
LIST OF REFERENCES

• Introduction to Information Systems, Eleventh Edition, James A. O’Brien(3)

• Modern Systems Analysis and Design, Third Edition, Jeffrey A.Hoffer,Joey
F.George and Joseph S.Valacich
• Visual Modeling with Rational Rose 2000 and UML,Terry Quatrani,Addison
Wesley

WWW (World Wide Web)

www.site.uottawa./misbah/introtoUMLdoc (1)

www.msdn.microsoft.com/en-us/library/Actors

www.posqx,com

www.epospos.com (a restaurant point of sale system)

www.resourcenation.com/business/restaurant-pos-systems

www.msdn.frontpage.com
APPENDICES

B
Bill

C
Customer
Class (see class diagram)
Chef

D
Demo

F
Food

I
Interface (see user interface)
Item (menu item)

K
Kitchen
L
LCD

M
Menu
Management
Monitor

O
Order
Ordering

P
Point of sale (see RPOS)
Prototype

R
Restaurant
Restaurant point of sale (RPOS)

S
Sequence (see sequence diagram)
Software
Staff
System
Station

U
Use Cases

W
Waiter
Windows