Mama's Love Bakery Employee and Supplier Record Tracker

A Software Requirement Specification

presented to the

Faculty of the College of Computer Studies

De La Salle University

in Partial Fulfillment

of the requirements of the course

INTROSE

by

Co, Roxanne

De Leon, Gelvin

Dela Cruz, Shannen

Haw, Michael

Mr. Miguel Cabral

Professor

October 6, 2010

Table of Contents

1.0 Introduction ……………………………….…………………….……………............1

1.1 Overview

1.1.1 Company Background……………………………...…...............,1

1.1.2 Organizational Chart……………………………………………....1

1.1.3 Business Process……………………………………….................2

1.1.4 Problem Description………………………………………............2

1.2 Objectives, Scope and Limitations..……….……………………….….....3

1.2.1 Objectives………..……………….………………..……................3

1.2.2 Scope and Limitations …………………………………..............4

2.0 Functional Requirements.........................................................................6

2.1 Software Functions.........................................................................6

2.2 User Types and their Descriptions...................................................8

2.3 Data Files and their Descriptions....................................................9

2.4 Report Types and their Descriptions...............................................10

2.5 Use Case Diagram..........................................................................11

2.6 Use Case Descriptions....................................................................12

Appendix …………………………………………………………………………...............15

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1.0 Introduction

1.1 Overview 1.1.1 Company Background

Mama’s Love Bakery is a small bakery business located at Manila that sells bread and some grocery items. It was founded on September 16 1997 by its owner, Robin de Leon, which was influenced by his uncle who also owns a bakery. And with the help of his wife, Norivic de Leon, they were able to make this business successful. After ten years, they were able to put together another branch at Caloocan. The bakery has been in this industry for 13 years and still giving quality service to its valued customers.

The bakery has a total of 6 sales lady and 7 bakers in each branch. Employees are paid based on their position and their performance. If ever an employee made an extra effort like taking overtime at work, they will be credited. However, if an employee wishes to take money in advance, that amount will be deducted from his/her salary. Employees receive their salary at the end of every month. The company ensures that their products meet the customers' taste by giving strict rules. As a company that is in line with food business, they make sure that every production is at their best. 1.1.2 Organizational Chart

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1.1.3 Business Process

The company has 2 processes that will be implemented in the system, handling employee and supplier records.

Before a new employee start working for the company, he/she will have to give a bio data to the company. The owner will then have to record important information and will also take note the date when the employee will start working. The work of the salesladies has two shifts; day shift and night shift. And every shift there is 3 salesladies including the cashier. The owner checks the attendance of each workers every shift. Every employee has its fixed salary base on his/her position. The salary may increase if the employee made some extra works or it may decrease because of his/her absence. Advances will also be deducted to the salary of the employee. Whenever an employee has left, he/ she will have to sign a legal document stating the reason for leaving.

The company also keeps track of their suppliers. Suppliers may come to the company and make an offering to take orders from them. If the owner is interested, he will take the suppliers information. Besides the owner, the cashiers can view information about the suppliers and contact them to make orders base on what products the owner would like to obtain.

1.1.4 Problem Description

Problems Root Cause Symptoms and Frequency Business Impact

The company needs a database to record their supplier information.

The company's current system for tracking supplier info is the standard pen-and-paper model. The model has proven to have inefficiencies in practice, and the company has requested for us to automate the process.

The company keeps their supplier records in hard copy files. Since it is a small business this would usually cause no problem, however, it would help the company's financing if there were an easier way to compare supplier info, like product prices.

If there are inconsistencies in supplier data, there is a possibility for this to affect production. Keeping track of supplier information in a more secure and automated way leaves little room for error. Also, supplier comparisons

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become easier and can help the company cut back on costs.

The company needs a database to record their employee information.

The company has a good number of employees and they cannot be supervised adequately.

The employees have a fixed salary but changes like additions or deductions are dependent on the employee's behavior, which is variable. Most people remember bad behavior more than good behavior, so there's a chance that some accomplishments may be overshadowed.

Superb performance by employees may be outweighed by faults like tardiness; it may result in discontent among employees, which can affect product quality and may even cause employees to resign.

1.2 Objectives, Scope and Limitations 1.2.1 Objectives

The software aims to be an Employee and Supplier Record Tracker Application for Mama's Love Bakery to ease the company's current record tracking system.

The specific objectives of the software include: • To be able to add, edit, delete and view employee and supplier records. • To be able to store employee information such as name, position, base salary, salary deductions, salary bonuses, attendance and performance ratings. • To be able to store supplier information such as name, products supplied, product prices and contact information. • To be able to search for employee and supplier records given a search input. • To be able to display search results in a list showing names.

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• To be able to view individual records in a separate window showing all the details of the record.

1.2.2 Scope and Limitations

• Language: Java

• Database Management System: mySQL

• Users:

o Owner

o Employees

• Added Features

o Implement an account system, making the software

password protected with the administrator account password

supplied by the company.

o Give suggestions on additions or deductions on salary based

on employee performance rating and attendance which can be

confirmed and executed or rejected.

• Database Content (Business-relevant information)

o Employee names

o Employee positions

o Employee base salary

o Employee salary deductions

o Employee salary bonuses

o Employee attendance

o Employee performance ratings

o Supplier names

o Supplier contact information

o Supplier products

o Supplier product prices

• Limitations

o Will not place orders with suppliers

o Will not take orders from customers

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o Managerial application and not transactional

• Possible Upgrades

o Printed reports

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2.0 Functional Requirements 2.1 Software Functions

The Employee and Supplier Record Tracker Application for Mama's

Love Bakery has 2 modules: Employee Record module and Supplier

Record module.

2.1.1 Employee Record

• Add Employee

o This allows the user with the appropriate permissions to add

employee records to the database. The user will be prompted

to fill in the details of the employee through the use of an

application form-like interface and confirm with a submit

button.

• Edit Employee

o This allows the user with the appropriate permissions to edit

existing employee records. The user will have to use the

search feature that searches for the matching employee

record based on the names input in the search bar,

otherwise, all employees will be listed in alphabetical order

according to last name. Upon selecting the target employee

record, a new window with the employee information

arranged in an editable application form-like interface will

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appear. Changes made need to be confirmed with a submit

button.

• View employee

o This allows the user to view the employee record of the user.

If the user has permission, the user can view the records of

other employees and therefore would be able to utilize the

search feature that searches for the matching employee

record based on the names input in the search bar,

otherwise, all employees will be listed in alphabetical order

according to last name. Upon selecting the target employee

record, a new window with the employee information

arranged in a non-editable application form-like interface

will appear.

2.1.2 Supplier Record

• Add supplier

o This allows the user with the appropriate permissions to add

supplier records to the database. The user will be prompted

to fill in the details of the supplier through the use of an

application form-like interface and confirm with a submit

button.

• Edit supplier

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o This allows the user with the appropriate permissions to edit

existing supplier records. The user will have to use the

search feature that searches for the matching supplier

record based on the names input in the search bar,

otherwise, all suppliers will be listed in alphabetical order.

Upon selecting the target employee record, a new window

with the supplier information arranged in an editable

application form-like interface will appear. Changes made

need to be confirmed with a submit button.

• View supplier

o This allows the user to view the supplier records. User can

utilize the search feature that searches for the matching

supplier record based on the names input in the search bar,

otherwise, all suppliers will be listed in alphabetical order.

Upon selecting the target supplier record, a new window with

the supplier information arranged in a non-editable

application form-like interface will appear.

2.2 User Types and their Descriptions

2.2.1 Manager

The manager is the primary user of the system. The user can fully

control and access all information within the system, including account

information and passwords of all other users. The user can view all of the

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information stored in the system. The user can edit the information in

the supplier and employer database, as well as the account information

of the other users. The user can also add new employee profiles, supplier

profiles and accounts. The system will be used at least once a week by

the Manager.

2.2.2 Employee

The employee is the subsequent user of the system. The user can

control no information, as a security measure, and he can access only

his/her own account information and partially access his/her personal

profile. The user can view only parts of his personal information

(excluding the performance factor) and his respective account

information. The user can edit his account information only. The user

cannot access nor edit the supplier information. The system will be used

infrequently, as directed by the manager.

2.3 Data Files and their Descriptions

2.3.1 Employee File

The employee file stores information about the employees working

in the company. It includes the employee’s name, ID number, position,

base salary, salary deductions, salary bonuses, attendance and ratings.

The ID number will be unique for each employee and is mainly for

database purposes only. The base salary is given according to the

position the employee is assigned. Salary deductions are based on the

amount of advances that an employee will take while salary bonuses are

given if an employee made extra works. The base salary, salary

deductions, attendance and salary bonuses will serve as the reference for

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generating the salary. The rating is simply a comment that the owner will

give to an employee base in his/ her performance.

2.3.2 Supplier File

Supplier file stores information about the suppliers. This will serve

as a basis for the company to identify whom to buy products that will be

needed for their production. This will include the supplier’s name,

contact information, products and the product prices. The contact

information will include the supplier’s contact numbers and address.

Products are basically the name of the item that the supplier supplies for

the company and the product prices shows how much each product cost.

2.4 Report Types and their Descriptions

2.4.1 Employee Report

This Employee report is used to check for employees’ information,

specially attendance and performance ratings and how salary is affected

for the month through choosing the desired date the user wants to view.

The user can have the liberty of choosing what attributes the report

should contain. For example the user only wants to view the name and

the salary; the report will only show what is chosen.

2.4.2 Supplier Report

This Supplier report is used to view the suppliers’ information; it

also gives information about the prices of the products that is supplied to

the company. It is the company’s basis to whom they should order and

uses this as a reference for contacting and getting the supplies needed.

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2.5 Use Case Diagrams

Can log in View Supplier Records

General User

Manager Employee Add Employee Records

View Employee Records

View Account Information

Edit Employee Records

Can view own Employee Record

Add Supplier Records

Edit Supplier Records

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2.6 Use Case Descriptions Use Case: Log-In Precondition: – Main Flow:

1. The User enters the username and password to the system.

2. User click sign in button. 3. The system checks if the

username is valid. 4. The system checks if the

password matches the username.

Alternate Flow:

1. If the user did not put any username or password, the system will notify that there is an empty field and will return to the signing in module

2. If the username was incorrect, the system will notify the user.

3. IF the password did not match the username, the system will notify that it didn’t matched.

Use Case: View Supplier Record Precondition: Manager/ Employee has logged in. Main Flow:

1. The user selects the Supplier module.

2. The user looks for the record he/ she wishes to view.

Use Case: Add Supplier Record Precondition: Manager has logged in.

The user selected Suppliers module Main Flow:

1. The user clicks the New button.

2. The user inputs the Supplier’s name, contact information, product name that they supply and it price.

3. The system will ask confirmation from the user to add the data.

4. The user accepts confirmation.

5. System will generate its ID number.

6. New Supplier is added to the database.

Alternative Flow:

1. If the user cancels the adding of new Supplier, it returns to Supplier module.

2. If the user did not accept the confirmation of adding the new Supplier, the system returns to Supplier module ignoring the information inputted.

3. If the user left a field empty, the system will notify the user.

Use Case: Edit Supplier Record Precondition: Manager has logged in. The user selected Suppliers module

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Main Flow:

1. User will select the supplier record he/ she wish to edit.

2. The user clicks Edit button. 3. The user will make necessary

changes on the record. 4. The user saves the changes. 5. System will ask confirmation

from the user to update. 6. The user accepts

confirmation. 7. The system will return to the

Supplier module with changes applied.

Alternative Flow:

1. If the user cancels the update, the system will return to the Supplier module.

2. If the user did not accept the confirmation, the system will return to the Supplier module ignoring the changes made.

Use Case: View Employee Record Precondition: Manager has logged in. Main Flow:

1. The user selects Employee module.

2. The user looks for the record he wishes to view.

Use Case: Add Employee Precondition: Manager has logged in. Manager selected Employee module Main Flow:

1. The Manager clicks the New button.

2. Manager inputs the employee’s name and position.

3. The system asks for confirmation.

4. Manager accepts confirmation.

5. The system will generate the base salary according to the position of the employee.

6. Salary deduction and Salary bonuses are set to zero.

7. The system adds the data to the database.

Alternative Flow:

1. If the user cancels the adding process, the system returns to the Employee module.

2. If the user left a field empty, the system will give notification.

3. If the user did not accept the confirmation to new employee, the system returns to the Employee module and ignore the inputs.

Use Case: Edit Employee Record Precondition: Manager has logged in. Manager selected Employee module. Main Flow:

1. Manager selects the employee record to be edited.

2. The Manager selects Edit button.

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3. Manager may change the position, base salary and give salary deductions and salary bonuses

4. The Manager selects Save button.

5. System will ask confirmation. 6. User will accept confirmation. 7. The system returns to

Employee module with changes applied.

Alternate Flow:

1. If the user cancels the changes, the system will return to the Employee module.

2. If the user left a field empty, the system will give notification.

3. If the user did not accept the confirmation, the system will return to the Employee module ignoring the changes.

Use Case: View Account information Precondition: Manager / Employee has logged in. Main Flow:

1. Look into the account info. 2. View the desired information.

Use Case: View own Employee Record Precondition: Employee has logged in. Main Flow:

1. The employee looks into the personal info module

2. The employee looks for the record he wishes to view.

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Appendix Appendix A. Sample Forms and Reports A-1. Sample Employee Record 1

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A-2. Sample Employee Record 2

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A-3. Sample Receipt with Supplier Data