System Design Specification Report

System Design Specification

1. Management Summary

Summary of requirements

In order to fix the current issues, Club IT requires many different improvements or additions. For starters, the website needs to be completely redone to be more attractive and catch more users’ attention. The website should have a more user-friendly environment and media such as videos, animations, or audio could be used to give it a more modern feel. If the website becomes more enticing, then users will be more inclined to visit the club. The biggest requirement is updating or replacing all the workstations in the club because the current situation is not enough to ensure the club is capable of efficiently completing all the tasks they need done.

When a product’s inventory falls below a specific threshold, the manager or supervisor is responsible for ordering more. It is required that this database is updated at least every 24 hours to guarantee accurate records are kept. Additionally, the system should be able to keep track of employee payroll and automatically updated with the employees’ hours/wage information, so the employees can be paid regularly. This will also assist in tracking labor costs. Microsoft Access in conjunction with Intuit Quickbooks will be used as the database application and tracking the inventory.

Quickbooks will also be used with the point-of sale system for the server and database management. The employees will record their clock in/out times through the Quickbooks desktop application which will be installed on all workstations. The inventory will be updated every evening by the manager in charge. Also, the POS system will not be able to place any orders after 4 pm on Fridays. The payroll information should be entered and verified prior to that time as well to ensure accurate payroll processing. If a product is found to be under a 20% profit margin, the product will be dropped from the menu and replaced with something more profitable.

For the system requirements, network encryption will be used with the latest protocols and updated on a regular basis to prevent breaches or leaks. Only the owners or designated managers will have the administrator rights to add or remove an employee in the system. Permissions will be determined at the owner’s discretion based on what the employee’s job requirements are. Hence, using the method of least privilege. There will be one manager or supervisor responsible for all inventory management to ensure it is consistent and does not get messed up. They will be required to report it to the owners daily.

Development to date

  • Phase 1 (Alpha testing) – December 23rd 2018 to January 19th 2019
  • Phase 2 (Alpha testing) – January 20th 2019 to February 9th 2019
  • Phase 3 (Beta testing) – February 10th 2019 to March 9th 2019
  • Phase 4 (Final testing) – March 10th 2019 to April 13th 2019
  • Phase 5 (Final product released) – April 14th

Provides a current status report

The project is in Phase 2 currently and all personnel are working to ensure every phase deadline is being met so that the final launch will be on time. So far, each workstation has been updated to the new configuration and all new hardware for the POS system has been installed. Inventory is up-to-date using the Intuit Quickbooks program’s inventory control module, this also guarantees the high-volume products are ordered correctly when low. An email notification is sent to the designated inventory manager and the owners to inform them when other products are running low and which products are not selling at all.

Summarizes project costs and benefits

Hardware:

Equipment

Details

Cost

HP HC240 24” Monitor

Display

$330.00

ASUS Intel Z390-A Motherboard

Motherboard

$220.00

AMD Ryzen Threadripper 2950X

Processor

$900.00

Seagate 3 TB HDD

Storage

$100.00

Corsair 8 GB DDR3 RAM (2)

Memory

$105.00

Software:

Intuit Quickbooks Premier 2019

POS System

$300.00

AVG Ultimate

Antivirus

$100.00

Microsoft Access 2016

Database Software

$160.00

Malwarebytes

Antimalware

$120.00

Windows 10 Enterprise

Operating System

$130.00

Total cost: $2,465

Implementation schedule highlights

The most important dates are Phase 1 – December 23rd, Phase 2 – January 20th, and Phase 3 – February 10th. The network upgrade will occur February 11th and basically marks the final transition for the project.  Phase 4 begins the following month and will involve continuously testing for issues. In April, all of the beta testing will be done, and any final changes will be implemented by the development team.

Any issues that management will need to address

To ensure employees and management are up-to-date on the systems and software, an annual training should be provided. When new inventory comes in every week, it has to be properly tracked by management in the inventory system. All permissions should be appropriately configured prior to the use of the new system. Also, encryption should be used in all network communication to ensure data confidentiality. Employees should remember their employee logins and passwords without writing them down.

2. System Components

System

The system will consist of 4 different workstations for employees and managers to utilize. Each workstation will be running the new POS system to track all transactions and sales. This works directly with Quickbooks for accurate inventory tracking. Also, each server will carry a tablet to place orders while taking them, so they will know when a product is out, and the order will get placed quicker. The maintenance and updates of the system should be done by the IT professionals every day outside of the normal business hours. Club IT will also be upgrading their internet services to a faster and more efficient one offered by the local service provider, preferably fiber optic, if available. There will always be an IT representative on standby in case the system goes down or begins to have issues. Quickbooks will keep track of what products have been sold and what is low on inventory. The system will generate reports for what products are needed in the next truck order. It will also keep track of multiple vendors and which products come from where and exactly how long it takes from the time it is ordered. The system will automatically add products that fall below the 30% threshold to the next order.

3. System Environment

Constraints

  • Any schedule changes that may need to happen to ensure project is completed on time
  • The costs of the project and maintenance
  • Any serious issues with the workstations or employees that may come up

Requirements

Employees should use smart cards with encrypted certificates along with passwords to access workstations.

Hardware (Storage, Input/ Output Devices)

HP HC240 24” Monitor, ASUS Intel Z390-A Motherboard, AMD Ryzen Threadripper 2950X, Seagate 3 TB HDD, and 2 sticks of Corsair 8 GB DDR3 RAM

Systems software

Intuit Quickbooks Premier 2019, Microsoft Access 2016, Windows 10

Security

AVG Ultimate, Malwarebytes

4. Implementation Requirements

Specify start-up processing

Once all the inventory has been received and verified by the person in-charge at Club IT, it should be put into Quickbooks along with the prices and quantity for each product. the system automatically calculates how much a certain product sells. As of now, the dipping sauce seems to be the most selling item and the beef sate close behind it. It is essential to keep these higher-volume items in stock, so they can be ready to sell.

Initial data entry or acquisition

Employee Data

Name

Job Title

Applebee, Jared

Waitstaff

Arroyo, Jose

Steward

Bhutia, Bobby

Security

Brown, Will

Steward

Choi, Sam

Bartender

Dellas, Dion

Shortorder cook

Gordon, Georgie

Bartender

Herndon, Willie

Bartender

Kalama, Duke

Waitstaff

Keys, Ruben

Owner

Krugman, Pete

Security

Lee, Bobby

Asst. Manager

Macintyre, SueEllen

Waitstaff

Marino, Mari

Waitstaff

Moore, Dave

Security

O'Reilly, Linda

Waitstaff

Roddick, Serena

Shortorder cook

Scheffer, Jaan

Security

Sharapova, Tina

Bartender

Tejada, Lisa

Owner

Wong, Eric

Waitstaff

Ordering Data

Food

Supplier

Package

Assorted raw vegetables

www.iga.com

5 lb bags

Dipping Sauce

www.sysco.com

48 3-oz cups

Franks in a Blanket

www.sysco.com

case: 72 servings

Goat Cheese Pizza

www.sysco.com

case: 72 servings

Beef Sate

www.sysco.com

case: 72 servings

Chicken Tortilla Wraps

www.sysco.com

case: 72 servings

Beverages

Supplier

Package

Cranberry Concentrate

Beverages Unlimited

132 oz. bottle

Orange Fizz Concentrate

Beverages Unlimited

132 oz bottle

Milstein

Mid-Town Brews

keg

Summer Wheat

Mid-Town Brews

keg

Coke syrup

Beverages Unlimited

Beverages, Unlimited

7-up syrup

Beverages Unlimited

Beverages, Unlimited

Gourmet Coffee

landmarkcoffee.com

 10# bag

Diageo Table Red

www.vine2wine.com

24 750 ml bottles

Diageo Summer White

www.vine2wine.com

24 750 ml bottles

Supplies

Supplier

Package

Beverage Napkins

www.foodservicedirect.com

1000/case

Dinner Napkins

www.foodservicedirect.com

1000/case

Straws/Stirrers

www.foodservicedirect.com

10000/case

Weekly sales data

TOTAL Covers

TOTAL COST

TOTAL Sell

Drinks

Milstein

882

$1,367

$3,528

Wheat

836

1,028

3,344

Cranberry

172

184

688

Orange

88

94

352

Diageo Red

574

752

2,870

Diageo White

711

931

3,555

Soda

199

153

597

Water

230

214

690

Coffee

268

209

804

3,960

$4,933

$16,428

Food

Veggies

266

$535

$1,064

Franks

397

885

1,985

Pizza

370

1,166

2,220

Wraps

336

1,226

2,352

Sate

248

1,183

2,232

Chef

194

966

1,940

TOTALS

1,811

$5,961

$11,793

User training requirements

Employees will go through an annual PII training, so they are aware of the security and requirements for protecting their username and passwords. This will be to make sure that they follow all the guidelines and lower the chance of ay threats breaching into the network. Employees will be issued ID cards prior to being able to use the system and will be briefed on how the smartcards enable a secure logon. Additionally, the employees will undergo a training specifically for operating the new system, so they fully understand how it works.

Software test plans

Selected employees can be used to play around with the software in the early phases of development to see what could be changed or added as the IT professionals do not understand the small details of how the business works. All the data will be backed up on a server cloud, so it could be easily reloaded in the event of a system crash. In the beginning of development, beta tests will be run everyday to ensure there are no faults in the system. Only the most trusted and responsible employees will be allowed to test the new system prior to implementation.

5. Time and cost estimates

Detailed Schedules

Every Friday morning prior to the club’s opening, maintenance will be performed to the system, including any applicable patches or updates. All reports will be archived and backed up during this time and then forwarded to the appropriate managers and owners. Also, any payroll discrepancies will be changed and saved during this time.

Cost estimates

Equipment

Details

Cost

HP HC240 24” Monitor

Display

$330.00

ASUS Intel Z390-A Motherboard

Motherboard

$220.00

AMD Ryzen Threadripper 2950X

Processor

$900.00

Seagate 3 TB HDD

Storage

$100.00

Corsair 8 GB DDR3 RAM (2)

Memory

$105.00

Intuit Quickbooks Premier 2019

POS System

$300.00

AVG Ultimate

Antivirus

$100.00

Microsoft Access 2016

Database Software

$160.00

Malwarebytes

Antimalware

$120.00

Windows 10 Enterprise

Operating System

$130.00

Total Cost:

$2,465

Staffing requirements

There will always be one owner on duty and acts as an assistant manager to the shift manager in charge. There will be a minimum of one bartender on duty with a maximum of two in a shift, and no more than 4 total for the club. On the dining floor, there will be a total of 6 servers. They will cover all three sections and make sure all customers and taken care of. Also, there will be two stewards that run the food and drinks between the kitchen and the dining area. The kitchen will operate with two-short order cooks as the food menu is not too complex. Lastly, there will be a total of 4 security guards that will stand at each entrance/exit to ensure no issues arise in the club.

Total costs-to-date

Equipment

Details

Quantity

Cost

Total Cost

HP HC240 24” Monitor

Display

4

$330.00

$1,320

ASUS Intel Z390-A Motherboard

Motherboard

4

$220.00

$880

AMD Ryzen Threadripper 2950X

Processor

4

$900.00

$3,600

Seagate 3 TB HDD

Storage

4

$100.00

$400

Corsair 8 GB DDR3 RAM (2)

Memory

4

$105.00

$420

Intuit Quickbooks Premier 2019

POS System

4

$300.00

$1,200

AVG Ultimate

Antivirus

4

$100.00

$400

Microsoft Access 2016

Database Software

4

$160.00

$640

Malwarebytes

Antimalware

4

$120.00

$480

Windows 10 Enterprise

Operating System

4

$130.00

$520

Total Cost:

$2,465

$9,860

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