Eden Café is a unique restaurant in Thailand run by a Chinese Christian family that serves a variety of food from different countries. The name “Eden” is derived from the Garden of Eden in the Old Testament. As a small, independent business, Eden Café has no chain branches. Given that the owner of the restaurant is a Christian, Christians from various churches often choose to come here for gatherings.
Practical Development of Information System in Business Context:
Restaurant Ordering Management System
for Eden café
.
TABLE OF CONTENTS
LIST OF TABLES
INTRODUCTION
Organization’s Profile
Eden Café is a unique restaurant in Thailand run by a Chinese Christian family that serves a variety of food from different countries. The name “Eden” is derived from the Garden of Eden in the Old Testament. As a small, independent business, Eden Café has no chain branches. Given that the owner of the restaurant is a Christian, Christians from various churches often choose to come here for gatherings.
The restaurant offers a great atmosphere for leisure and entertainment, aiming to provide customers with fresh coffee, healthy drinks, and delicious food. Eden Café’s specialties include dumplings, glutinous rice balls, Thai-style noodle soup, curry chicken rice, thousand-layer cake, turkey, mashed potatoes, and various drinks and coffees. Additionally, the owner has kept several long-haired cats in the café for customers to watch and interact with. Customers can enjoy not only delicious food but also friendly interaction with the cats.
The owner places great emphasis on the quality of the food and buys ingredients from the big market every morning, including pork, chicken, vegetables, and fruit, ensuring that every dish is made and bought on the spot without any additives. As a result, Eden Café opens a bit later, starting at 10:00 am and closing at 8:00 pm every day. Customers can order food from around 10:30 am to 8:15 pm as the kitchen closes early for cleaning. Furthermore, Eden Café introduces new dishes on special festivals such as the Dragon Boat Festival in China. For instance, the restaurant launched a series of rice dumplings with various flavors for the Dragon Boat Festival and quasi-egg yolk crisps for the Mid-Autumn Festival. Customers can also buy gift boxes with discounts or buy more and get one free. Currently, Eden Café has started a new business selling civet coffee and egg rolls in bags.
Organization’s Structure
Figure 1-2 Organization Chart of Eden café
Kitchen
Cleaning food and dinner set and keeping a good kitchen environment.
Make food according to the staff’s oral order list for customers.
To receive customer’s order list from the owner
Staff who make the Order
To receive customer’s order
Take the customers’ reservation for the table manually.
Accept and give change for payment to customers and printing receipts.
Serve the orders from customers’ request based on the available amounts from Inventory.
Inform the customers’ food quality complaint to the owner.
Cashier
Receive customer’s payment order.
To calculate the restaurant’s income per day and per month based on the receipts manually.
Review the cash flow statement daily from manual receipts.
Generate the monthly final report for profitability to the owner.
Figure 1-3 Department Chart of Eden Café
Development Team
System Analyst
Understand the organization’s infrastructure to develop the system.
Think of the existing problem and system
Create functional requirements to fulfill the proposed system and provide overall documents.
System Designer
Determine the technical solution that will meet the project requirements.
Determine the appropriate system architecture.
Design an accessible user interface.
Testing the system and fixing any possible errors.
Provide the data dictionary and the documentation.
Programmer
Upgrade the old manual system to the computer side.
Build application according to the requirements of the system function.
Project Plan
We started our project plan on November 14th, 2022, and ended it on April 5th, 2023. The plan was divided into four distinct phases.
The first phase lasted a total of 26 days from 14/11/22 to 09/12/22. We spent 10 days studying the existing system, which included an interview. We spent 16 days drawing up an analysis of the system based on the findings of the study. Then, we spent another 11 days drafting the context diagram of the existing system.
In the second phase, we spent 15 days defining the system’s overall objectives and functional requirements. We took 10 days to define hardware requirements and 10 days to define software requirements. The second phase lasted a total of 31 days and took place from 09/12/22 until 08/1/23.
The third phase took 62 days and lasted from 08/1/23 until 10/03/23. 2023. In this phase, we drew the data flow diagram for 35 days, designed the database for 15 days, created an entity relationship diagram for 10 days, compiled a data dictionary for 16 days, designed the report for 7 days, and designed the interface for 17 days.
The fourth and final phase lasted for 143 days, from 14/11/22 to 05/04/23, which was the duration of the project. This phase included 32 days of coding, 21 days of testing, and 143 days of documentation.
Figure 1-4 Project Plan for Restaurant Ordering Management System for Eden Café
THE EXISTING SYSTEM
Background of Existing System
At Eden Café, customers are free to order dishes à la carte according to their personal taste and preferences, as the restaurant does not offer any pre-set packages. To ensure smooth service, the café is divided into three sections: the order counter, the kitchen, and the cash register. Customers can place their orders at the order counter, where the staff attends to their requests. The kitchen team then prepares the dishes using fresh ingredients purchased daily from the local market. Finally, customers can pay for their meals at the cash register, completing the dining experience at the café.
2.1.1.Ordering Process
Upon arrival, customers at the Eden Café are seated by the owner at an appropriate table based on the size of their group. The owner then presents the menu and inquires about their preferences and tastes, offering recommendations for the café’s specialty dishes and drinks. Once the customer has decided on their order, the owner records it in a notebook and conveys it to the kitchen staff who then proceed to prepare the meals for the customers.
2.1.2.Cashier Process
After customers finish their meals, the staff will calculate the total price based on the number of a la carte items ordered and their prices. The payment can be made in cash, by credit card, or using a QR code. If there is any change due, the staff will manually calculate and provide it to the customer along with a receipt. This receipt is recorded as part of the transaction.
At the end of the day, the staff collects all receipts and submit them to the owner to generate a daily income report. The owner will use this information to create a monthly profitability report.
2.1.3. Kitchen Process
When the kitchen staff receives an order from the owner, they start by writing down the order number and names of the dishes on a piece of paper. This helps them keep track of the customer’s needs and ensure that they prepare the correct dishes. Next, they begin preparing the ingredients for the dishes, such as cutting vegetables or marinating meat. Once the ingredients are ready, they start cooking the dishes.
After the dishes are cooked, the kitchen staff will inform the order staff to collect the food and serve it to the customer. The order staff will double-check the order to make sure that everything is correct before serving it to the customer. If any adjustments need to be made, they will communicate this to the kitchen staff, who will make the necessary changes.
This process ensures that the food is prepared efficiently and reaches the customer’s table promptly, providing an excellent dining experience.
Figure 2-1 Existing Swim Lane for Restaurant Ordering Management System
In the above figure, a straight line with an arrow is used to indicate connecting entities in a pool, dashed line with arrow is used to indicate connecting entities in different pools, and dotted lines with arrow represent the output of the activity (output record)
Problem Definition
Inefficient time order to the kitchen.
Since the small, self-employed restaurant has a limited number of employees, only the owner is responsible for receiving orders. However, if there are more than 8 customers seated at different tables, the owner must use paper notes to write down each table’s order and communicate it to the kitchen staff. This process can take a lot of time to send orders and communicate with the kitchen.
Lack of restaurant order management
As customer orders are recorded on paper, there is a risk of orders being lost or misplaced during the ordering process. This can result in delays in serving customers and may cause some customers to receive their food after others who ordered later. To avoid this, staff must manually check and re-check the customer’s order before sending it to the kitchen.
Another potential issue with the current system is that staff may forget to write down a customer’s additional orders, leading to a delay in serving them. In such cases, customers may need to remind the owner of their orders, resulting in a longer waiting time for kitchen service.
.
THE PROPOSED SYSTEM
Feasibility Study
Objectives of the System
To reduce the time spent searching, retrieving, recording, and any transferring document
To record customer information
To record customer’s needs on orders
To provide management report to the owner
Functional Requirements of the System
Customer Information Subsystem
To record, update and delete customer information.
To confirm customer discount
Food Information Subsystem
To record, update delete food information.
To generate food ordering information to kitchen
Customer Order Subsystem Food Information Subsystem
To take the customer preorder
To record order information
To calculate the customer bill
Payment Subsystem
To generate the receipt for customer
To generate payment methods such as cash or QR code
To calculate the customer bill
Management Report Subsystem
Sales Report
When the owner chooses the time period, display the total sales amount within the time period.
Top 10 Customer Order Report
Show the owner of 10 foods with the highest total sales amount
Customer Order Report
Details to show the owner of the customer
Hardware and Software Requirements
For Hardware Requirements of server computer, we choose CPU – Intel Core i7Processor, Memory-32 Because our system needs faster and bigger storage to store order information. For Hard disk space, the computer has 512 GB SSD. As for the display adapter, the computer has a 3MB VRAM monitor and has a 1920 x 1080 resolution monitor.
We use Microsoft Window 10 as the Operating System Microsoft Visual Studio MYSQL are the main of application for server computer.
At the same time, we use CPU – Intel Core i5 Processor, Memory-16 for the client
computer to meet work. For Hard disk space the computer has 256GB SSD. For the display
adapter we choose VGA with 2MB VRAM. The monitor we have chosen is the – 1280 x 720 resolution monitor.
The Operating System for software for the client computer we use Microsoft Windows 10. The application we use Visual Studio Code 1.76.2 and MySQL 5.7.
Table 3-1 Hardware Requirements for Server Computer
Table 3-2 Software Requirements for Server Computer
Table 3-3 Hardware Requirements for Client Computer
Table 3-4 Software Requirements for Client Computer
System Design
Swim Lane Diagram
Figure 3-1 Overview of Ordering Processes
Figure 3-2 Customer Coming Process with Customer Information Subsystem
Walk-in seating process:
Customer coming
Customers enter the restaurant.
Ask for customer information.
Staff welcome customers and ask customers for information such as phone numbers.
Customers provide information.
Customers will provide customer information such as phone numbers to staff.
Ask if a customer exists and search.
Staff will ask if a customer exists and search the customer information at the cashier.
Search customer information
The system will compare the existing customer information.
Display
The comparison results will be displayed to staff. If the customer information exists, it will follow step 1.8. Otherwise, it will follow step 1.7.
Establish new customer information.
Staff will establish new customer information for preparation.
Record new customer information.
The system records the new customer information into the database.
Check customer information
Staff confirm that customer information is in line with the customer
Ask customer order.
Staff provide a menu for customers and ask customers what food they need.
Figure 3-3 Ordering Process with Food Information Subsystem
Ordering process:
Update orders to the system
Staff input the customer order from the cashier to the system.
Check the food menu.
The system provides food information of the database based on the order information.
Generate food ordering information.
The system generates food order information from the database.
Send it to the kitchen.
The system sends food order information to the kitchen.
The kitchen prepares food.
The kitchen provides food according to order information.
Figure 3-4 Payment Preparation Process with Customer Order Subsystem
Ordering to Payment Preparation process:
Customers order
The customer orders from the cashier.
Record the order.
The system records order information and stores it into the database.
Calculate the customer bill.
The system calculates the bill based on order information and customer discount information.
Figure 3-5 Payment Complete Process with Payment Subsystem
Payment Process:
Generate order bill with QR codes.
After the system calculates the bill, it will generate an electronic bill with a QR code.
Print bill and give to customer.
Staff will print out the electronic bill and hand it over to the customer
Get food from the kitchen
Staff will get food from the kitchen.
Customers get bills.
Customers get bills at the cashier and pay.
Customers get food.
Customers get food from the cashier.
Customer payment has been completed.
Customers will pay the bill when they get food.
Figure 3-6 Generate Management Report Process with Report Subsystem
Management report:
Receive payment information.
After the customer completes the payment, the system will receive the payment information, and the order information will be recorded in the database.
Collect information and generate reports.
These data will be called from the database when the system needs to generate a report, for example, to generate the sales report of the day will call the food sales of the day.
Report provided to the owner.
After the report is generated, it will be automatically sent to the owner.
(2) Entity-Relationship Diagram
Figure 3-7 Entity-Relationship Diagram
(3) Database Design
3.1 Customers Table
This table contains the various types of information (name and phone number) that customers need to submit when they come to the store to register and identify different customers by using the customer id as a unique primary key.
(Appendix A, Table A-1 Customers Table)
3.2 Order Table
This table contains the submission response when a customer submits an order, including the Order_id as the primary key and the total amount of the order. (Appendix A, Table A-2 Order Table)
3.3 Menu Table
This table contains the various types of dishes offered in the restaurant, when customers need to place an order, they should first get the available dishes from this table. This table uses ID as the primary key of the menu items.
(Appendix A, Table A-1 Menu Table)
3.4 Payment Table
This table generates the corresponding bill to be printed and provided to the user for payment, based on all orders placed by the user. The billing information will be saved on the kitchen table to generate daily reports when the user has paid.
(Appendix A, Table A-4 Payment Table)
(4) Interface Design
4.1 Login Screen
This screens the login page, which requires the user to enter a username and password. Users can be divided into administrators and customers according to their usernames. The user will be redirected to different pages (admin home page and customer home page). Customers can register for an account by clicking the register button.
(Appendix B, Figure B-1 Login Form)
4.2 Login as Customer Screen
This page is the home page. When a user logs into an account the system will jump to the home page. For this page present welcome and today’s event.
(Appendix B, Figure B-2 Login as Customer Form)
4.3 Customer Food List Screen
This page can show the current menu in the restaurant including order names and prices and pictures for users according to their desires to choose the food and it can provide the user with the food to add their choice of food into shop cart.
(Appendix B, Figure B-3 Customer Food List Form)
4.4 Customer Order Cart Screen
This page allows the user to check the customer’s order data. When customers through click add button the order cart form will appear and it show data show customer id, index, menu English name and Chinese name, menu id, customer name, customer surname, picture, price, description, quantity, and total price so on. It also shows the customers’ food creates time and other customers’ food information.
(Appendix B, Figure B-4 Customer Order Cart Form)
4.5 Customer Payment Screen
This page shows payment methods for customers. When the customer clicks add food into the shop cart and click apply. The page will automatically jump to payment options, with cash payment and QR-code payment.
(Appendix B, Figure B-5 Customer Payment Form)
4.6 Login as Administrator Screen
When users input their password and username the login page will automatic jump to home page (administrator page). For this page we have two main welcome and today event. It allows users to enter any page to check and modify data.
(Appendix B, Figure B-6 Login as Administrator Form)
4.7 Administrator Food List Screen
This page allows the user to modify food data. The user can click the add menu button to add the new food order detail. The user can update the menu data. For example, they can delete the current menu description. It also shows total pages created by users and users can write down page numbers and click go to it will jump to specific page.
(Appendix B, Figure B-7 Administrator Food List Form)
4.8 Customer Information Screen
This page shows some basic information such as customer name, phone number, email, city, customer address and so on. And it allows the user to click add customer to add new customer information. And it can also allow the user to update customer data and click the go to button to jump to another customer information page.
(Appendix B, Figure B-8 Customer Information Form)
4.9 User Management Screen
This page allows the administrator to add new users. The administrator can click add user the system will appear some list for administrator then administrator can write down new user information such as real name, login name, phone, id card, gender, address, and image.
(Appendix B, Figure B-9 User Management Form)
4.10 Role Management Screen
n this page it allows administrator to define and distinguish who is customer who is administrator. The user clicks on added roles button the system will appear a list. The user can update the new data on the list and click next or previous button to go to a different page or write a page number and click go to the system will jump to specific page.
(Appendix B, Figure B-10 Role Management Form)
4.11 Permission Management Screen
This form links many pages and users can click into these pages to check and modify data. It links customer order subsystem, food page, advance order, customer order report, data management etc.
(Appendix B, Figure B-11 Permission Management Form)
4.12 Register Screen
This register page requires the people who want to login to the order system to fill in some basic information. It has three options that users provide. The user can according to their demand choice enter an account.
(Appendix B, Figure B-12 Register Form)
(5) Management Report Design
5.1 Sales Report
This report shows the restaurant selling food to the user that they could operate for a period. This report can choose the date freely.
(Appendix C, Figure C-1 Sales Report)
5.2 Top 10 Customer Order Report
The report shows some items ordered by customers from too few for a period. This report can choose the date freely.
(Appendix C, Figure C-2 Sales Report)
5.3 Customer Order Report
This report was created to show a list of menu items ordered by customers from any period. This report can choose the date freely.
(Appendix C, Figure C-3 Sales Report)
IV. SYSTEM IMPLEMENTATION
Overview of the System Implementation
For the implementation of the new system, we have decided to use the parallel conversion method. This involves running the new system alongside the existing system for a period of time to ensure a smooth transition. The decision to implement a new system was made to improve the restaurant’s efficiency and streamline the food ordering process. While this method will require some investment in new computers or machines to support the new system, the benefits in the long run will outweigh the costs. Although the restaurant has never used computers to manage orders before, the new system will bring significant advantages such as faster order processing, accurate record-keeping, and easier inventory management. Therefore, investing in the new system is a wise decision for the restaurant’s future success.
To ensure a smooth transition to the new system, we will provide training to the owners first, followed by the staff. We understand the importance of employees quickly adapting to the new ordering system, so we will provide free training for the restaurant staff to learn how to use our system effectively. Our in-house training will cover all aspects of the new system, including how to utilize all functions and manage the system efficiently. We believe that investing in training for the staff is crucial to ensure the success of the new system and to minimize any potential issues during the transition period.
Test Plan
We used both black-box and white-box methods for our testing plan. With the white-box plan, the programmer tested the program and read the code to minimize errors in the system’s flow. The programmer also double-checked the program’s logic to ensure it worked properly based on the main functional requirements.
We used the black-box test plan by dividing it into two phases for testing the program. The first phase was alpha testing, where we tested the program before releasing it to the public or end-users (business customers). We simulated some restaurant situations to run the testing program and notified each other of any errors that occurred in the program’s processes.
The next stage was beta testing, where we invited some employees to test our program during their working hours. The employees used our program while working, and we received feedback on how much workload the system could handle and respond to user inputs in different cases (such as inputting more orders than usual). We tried to completely fix all bugs and errors in the system before actual usage as much as possible.
V. CONCLUSIONS AND RECOMMENDATIONS
Conclusions
After our group tested and implemented the system, we found that it successfully achieved many of our objectives and goals. It has improved the restaurant’s food ordering system to be more efficient and convenient.
First, reserving orders has become easier and simpler to manage and check for employees and owners. This is because the system presents order information such as the order ID and order amount.
Additionally, the owner and employees can check orders using the system, which records all order data. In the past, the restaurant only used paper notes to record food orders, which often got lost and contained errors. However, the new system records all food orders in the program, making it much easier to retrieve.
In conclusion, implementing the new system not only improves the food ordering system’s effectiveness but also solves the problems of the existing system.
Recommendations
Regarding the system, we have some recommendations that could make our new system even better. Firstly, we need to expand the scope of our system to include more commercial businesses, which would increase our software’s market competitiveness. To achieve this, we can conduct a questionnaire survey to identify customers’ needs and add more features accordingly.
Secondly, our system can benefit from push advertisements, which could increase traffic to the restaurant’s website. Additionally, we can introduce coupons and membership services to the system, which could help record customers’ basic information and automatically recommend similar food items based on their preferences.
Thirdly, it would be helpful to include the option of printing out the payment bill from the system. This feature would be useful for customers to verify their orders and for the restaurant to keep a physical copy of the bill.
Fourthly, our system can track the order progress and calculate the estimated time for completion. It could also track the basic information of the delivery person to ensure smooth delivery.
Finally, we can improve the user interface by making it more user-friendly and visually appealing. This could include designing the interface with suitable colors and positioning points, among other elements.
APPENDIX A
DATA DICTIONARY FOR DATABASE DESIGN
Table A-1 Customers Table
Table A-2 Order Table
Table A-3 Menu Table
Table A-4 Payment Table
Practical Development of Information System in Business Context:
Laundry Customer Order Management System
for BEYOND CLEAN Laundry
INTRODUCTION
1.1.Organization’s Profile
BEYOND CLEAN, founded in January 2000, is a laundry brand located in Hangzhou, China. The company has attracted many loyal customers with excellent service attitude.
BEYOND CLEAN dedicates itself to washing a vast array of items ranging from clothes and household goods to corporate workwear and hotel-grade cotton fabrics. The company extends its services to the care and maintenance of luxury items and furs as well. BEYOND CLEAN dedicates itself to washing a vast array of items ranging from clothes and household goods to corporate workwear and hotel-grade cotton fabrics. The company extends its services to the care and maintenance of luxury items and furs as well. BEYOND CLEAN has a mature laundry store in Hangzhou, employing more than 10 skilled employees, and is a professional laundry center focusing on clothing care.
Adhering strictly to Italian international standards and procedures, BEYOND CLEAN’s laundry process integrates efficient and eco-friendly equipment sourced from Italy and Japan, allowing for full computer automation. The facility boasts state-of-the-art machinery such as a fully enclosed secondary recycling dry cleaning machine, a high-grade ultra-clean stain removal table, a high-temperature disinfection finishing machine, a multifunctional ironing table, and an automatic clothes retrieval assembly line. In line with our commitment to environmental conservation, we only use chemicals, supplementary materials, and additives that meet both national and industry regulations.
BEYOND CLEAN’s formidable technical expertise is embodied in its diverse team, comprising washing and dyeing appraisers, specialized ironing experts, senior laundry operators, advanced leather washing technicians, and even an award-winning participant in the national washing professional competition. Living up to our business philosophy, BEYOND CLEAN has been widely acclaimed in Zhejiang Province’s washing and dyeing industry. It has become an excellent brand that has been successfully operated in Hangzhou, China for more than 20 years.
1.3. Organization’s Structure
Figure 1-2 Organization Chart of BEYOND CLEAN
Reception
To receive and register customers’ laundry
Count the number of clothes
Provide customers with paper service receipts
Washing
To classify and wash clothes
Responsible for ironing and folding clothes
Cashier
Process customer payments
Handle various payment issues of customers
Manually count and check bills
Customer Service
Resolve customer issues and complaints
Provide high-quality customer service
Manually count customer complaints
Request to rewash for customers
1.3. Department’s Structure
Figure 1-3 Department Chart of BEYOND CLEAN
Development
System Analyst
Understand the organization’s infrastructures to develop the system
Think of the existing problem and system
Create functional requirement to fulfill the proposed system and provide overall documents
System Designer
Design the interfaces that are friendly to users to make them easy to understand and be useful
Design the database table for an application development
Provide the data dictionary and the document to user
Programmer
Computerize the old manual system
Implement the application by using information based on the functional requirements
1.4 Project Plan
The project plan commences on June 20, 2023, and concludes on October 19, 2023.
The project commences on June 20, 2023, with the ‘Study Existing System Phase,’ which lasts for 10 days and ends on June 29, 2023. This period involves studying the existing system (10 days), analyzing existing problems (5 days, from June 20-24), and identifying the context diagram (5 days, from June 25-29).
Following this, the ‘Preliminary Investigation Phase’ begins on June 30 and concludes on July 18, 2023, spanning 19 days. This phase is divided into three tasks: defining the objectives and functional requirements (10 days, from June 30 to July 9), determining hardware requirements (4 days, from July 10-13), and establishing software requirements (5 days, from July 14-18).
From July 19 to September 29, 2023, for a duration of 73 days, we proceed with the ‘Analysis and Design of the Proposed System Phase’. The tasks within this phase include creating a data flow diagram (15 days, from July 19 to August 2), determining the entity-relationship diagram (5 days, from August 3-7), database design (5 days, from August 8-12), interface design (10 days, from August 23 to September 1), designing reports (5 days, from September 2-6), and creating a data dictionary (10 days, from September 20-29).
The ‘Implementation of the Proposed System Phase’ begins on August 14 and concludes on October 18, 2023, lasting for 66 days. During this phase, we will be engaged in coding (51 days, from August 14 to October 3), testing (52 days, from August 28 to October 18), and continuous documentation over 121 days (from June 20 to October 18), recording all phases and their outcomes.
The entire project, from commencement to conclusion (June 20, 2023 – October 19, 2023), spans a total of 122 days.
Figure 1-4 Project Plan for Laundry Customer Order Management System
THE EXISTING SYSTEM
Background of Existing System
BEYOND CLEAN laundry provides customers with a traditional service model. Customers arrive with their laundry, register information according to their specific cleaning needs, and the staff counts and records the information to inform customers of the approximate time to pick up the laundry. Customers pay when they pick up their clothes. In BEYOND CLEAN Laundry, there are four main parts to serve customers: reception department, washing department, payment department, and customer service department.
2.1.1. Reception process
When the customer arrives at the laundry, the staff will receive the clothes from the customer. The staff will greet the new customers, ask about their laundry needs, and register them. Then provide the customer with a service receipt, which will explain the quantity and type of clothes.
2.1.2. Washing process
Once the laundry items are received and registered, the staff will classify the clothes according to their types and cleaning requirements, such as routine washing, dry cleaning, or special care instructions. The staff put a label with the customer receipt number on each piece of clothing to ensure that the correct clothes and quantity are finally delivered to the customer. They will be handed over to the washing department. The staff in this department are responsible for sorting clothes, washing, drying, ironing, and folding. Each item is treated according to its specific washing instructions to ensure the best care. Then wait for customers to pick up their clothes.
2.1.3. Cashier
cashier process informs the customer to take the clothes. When the customer comes back to take the clothes, the staff will retrieve the packaged clothes according to the customer’s receipt number. They will be directed to the payment department. Here, the staff will calculate the total cost according to the number and type of laundry items, provide receipts and pay customers.
2.1.4. Customer Service
In the whole service process, the customer service department can record and handle customer problems or complaints. They are responsible for ensuring that customers have a good experience with BEYOND CLEAN. Handle any requests for re-cleaning or special care.
Figure 2-1 Existing Swim Lane for Laundry Customer Order Management System
Problem Definition
(1) Time-consuming in manual order management
With over 2000 clothes to record and manage every day, counting and handling such a vast number of items manually can be a daunting task. the owner uses a notebook to document the quantity and customer information of these clothes, and this traditional system is slow and prone to errors.
(2) Slow collaboration due to information disorganization
With pieces of paper attached to clothes as identifiers and a notebook filled with customer and order information, there is a high potential for mismanagement and confusion. This chaos can slow down the workflow significantly and potentially lead to customer dissatisfaction due to mishaps like misplacing or misidentifying clothing items.
(3) Inefficient customer and order tracking
With clothes in various stages (being washed, ready for pickup, etc.), and a need to track daily total income, the lack of a robust system to manage these variables causes inefficiencies. The current method does not support tracking customers’ clothes efficiently or managing daily sales order.
THE PROPOSED SYSTEM
Feasibility Study
Objectives of the System
To effectively manage and organize customer orders
To effectively organizing information and reducing workload
To efficiently track and inform customer orders and the stages of the laundry process
To record customers’ needs on orders and ensure accurate execution
To provide comprehensive daily and monthly income reports to the owner
To improve customer satisfaction by receiving customer’s complaint from feedback in order to enhance efficient services
(2) Functional Requirements of the System
1. Customer Information Subsystem
1.1 To record, and update customer information
1.2 To search and check customer information
1.3 To provide the consent status for customer information according to the PDPA law
2. Laundry Clothes Information Subsystem
2.1 To manage information about the types of clothes for laundry
2.2 To record specific care instructions for different types of clothes
3. Customer Laundry Order Subsystem
3.1 To manage customer laundry orders, including order creation, update, and save
3.2 To record details of each order, such as customer information, the types and quantities of clothes, customer preferences, and expected completion date
4. Customer Laundry Order Tracking Subsystem
4.1 To track the status of each laundry order (Completed / Pending)
4.2 To update the status of each order as it moves through the laundry process
5. Laundry Payment Subsystem
5.1 To manage payment for laundry orders, including calculating the total cost based on the types and quantities of clothes
5.2 To support different payment methods, such as cash, credit card, or mobile payment
5.3 To generate receipts for customers after payment
6. Customer Feedback Subsystem
6.1 Provide customer feedback to customer when customer laundry order and payment
has done by setting one simple questionnaire with 3 levels of customer satisfaction
(Better, Neutral, Not OK)
6.2 Bring customer feedback information to the owner in order to handle customer’s
complaint
7. Management Report Subsystem
7.1 Top 10 Customer Laundry Order Report,
Categorized by on Demand
7.2 Laundry Sales Report,
Categorized by on Demand
7.3 Pending Customer Laundry Tracking Report,
Categorized by on Demand
7.4 Customer Complaints Report,
Categorized by on Demand
(3) Hardware and Software Requirements
For Hardware Requirements of server computer, we choose CPU – Intel Core i7Processor, Memory-32 Because our system needs faster and bigger storage to store order information. For Hard disk space, the computer has 512 GB SSD. As for the display adapter, the computer has a 3MB VRAM monitor and has a 1920 x 1080 resolution monitor.
We use Microsoft Window 10 as the Operating System Microsoft Visual Studio MYSQL are the main of application for server computer.
At the same time, we use CPU – Intel Core i5 Processor, Memory-16 for the client
computer to meet work. For Hard disk space the computer has 256GB SSD. For the display
adapter we choose VGA with 2MB VRAM. The monitor we have chosen is the – 1280 x 720 resolution monitor.
The Operating System for software for the client computer we use Microsoft Windows 10. The application we use Visual Studio Code 1.76.2 and MySQL 5.7.
Table 3-1 Hardware Requirements for Server Computer
Table 3-2 Software Requirements for Server Computer
Table 3-3 Hardware Requirements for Client Computer
Table 3-4 Software Requirements for Client Computer
System Design
Swim Lane Diagram
Figure 3-1 Overview of Laundry Customer Order Management Processes
Figure 3-2 Reception and customer information subsystem
1. Reception and customer process
1.1 The customer arrived with clothes.
1.2 Welcome and receive customers
1.3 Ask customer information
1.4 Customer provide information
1.5 Check whether the customer exists.
1.6. The system searches for customer information.
1.7. The system will compare the existing customer information show.
1.71. The comparison results will be displayed to employees. If customer information exists, step 1.9 will be followed. Otherwise, step 1.8 will be followed.
1.8. Create new customer information.
1.81. The staff will create new customer data for use.
1.9 Create an order Count the number of clothes.
Figure 3-3 Customer Laundry Order Subsystem
2. Clothing Information and Customer Laundry Order Subsystem
2.0 Update orders to the system.
2.1 Generate ordering information
2.2 Record the specific maintenance of different types of clothes.
2.3 Record the order
2.4 Provide electronic service receipt
Figure 3-4 Customer Laundry Order Tracking Subsystem
3 Customer Laundry Order Process:
3.0 Laundry department receive order
3.1 Sorting, washing and packaging.
3.2 Upload order status
3.3 Inform customers to pick up their clothes.
3.4 Customers return to the laundry.
Figure 3-5 Laundry Payment Subsystem
4 Payment Process:
4.0 Cashier uses the system Calculate the customer bill
4.1 Cashier uses the system Generate order bills with QR codes.
4.2 The cashier Print bill and sends it to the customer
4.3 Customer get bill
4.4 Customer payment has been completed
4.5 Receive payment information
4.6 Payment information storage system
Figure 3-6 Customer Feedback Subsystem
5 Customer Feedback Process:
5.0 Customer gives feedback.
5.1 The system will Record feedback.
5.2 Customer feedback will be stored in the system.
5.3 Customer service personnel will receive customer feedback.
5.4 Customer service personnel will solve customers’ dissatisfaction and complaints.
5.5 Customers get satisfactory feedback.
5.6 Customers take clothes away.
Figure 3-7 Management Report Subsystem
6 Management Report:
6.0 The system collects information and generates reports.
6.1The generated report will be provided to the owner.
6.2Analyze reports and improve services.
(2) Entity-Relationship Diagram
(3) Database Design
3.1 Customer Table
This table stores different types of information (such as name and phone number) that customers provide when they register at the store. Each customer is uniquely identified by a customer ID that serves as a primary key.
3.2 Order Table
This table records the response when a customer places an order. It includes the Order ID as the primary key and the total amount of the order.
3.3 Clothes Table
This table contains the various types of clothes offered in the store. When customers need to make a purchase, they first check the available items from this table. The table uses ID as the primary key for the clothes items.
3.4 Bill Table
This table creates the corresponding bill to be printed and given to the customer for payment, based on all orders placed by the customer.
3.5 Payment Table
This table generates the payment details for each bill. The payment information will be stored to generate daily reports when the customer has made a payment.
3.6 Feedback Table
This table stores the customer’s feedback. It includes the feedback ID as the primary key and the feedback text along with its resolution status.
3.7 Report Table
This table records the reports generated by the system. It includes the report ID as the primary key and the date the report was generated along with the report data.
Practical Development of Information System in Business Context:
Restaurant Ordering Management System
for Eden café
.
TABLE OF CONTENTS
LIST OF TABLES
INTRODUCTION
Organization’s Profile
Eden Café is a unique restaurant in Thailand run by a Chinese Christian family that serves a variety of food from different countries. The name “Eden” is derived from the Garden of Eden in the Old Testament. As a small, independent business, Eden Café has no chain branches. Given that the owner of the restaurant is a Christian, Christians from various churches often choose to come here for gatherings.
The restaurant offers a great atmosphere for leisure and entertainment, aiming to provide customers with fresh coffee, healthy drinks, and delicious food. Eden Café’s specialties include dumplings, glutinous rice balls, Thai-style noodle soup, curry chicken rice, thousand-layer cake, turkey, mashed potatoes, and various drinks and coffees. Additionally, the owner has kept several long-haired cats in the café for customers to watch and interact with. Customers can enjoy not only delicious food but also friendly interaction with the cats.
The owner places great emphasis on the quality of the food and buys ingredients from the big market every morning, including pork, chicken, vegetables, and fruit, ensuring that every dish is made and bought on the spot without any additives. As a result, Eden Café opens a bit later, starting at 10:00 am and closing at 8:00 pm every day. Customers can order food from around 10:30 am to 8:15 pm as the kitchen closes early for cleaning. Furthermore, Eden Café introduces new dishes on special festivals such as the Dragon Boat Festival in China. For instance, the restaurant launched a series of rice dumplings with various flavors for the Dragon Boat Festival and quasi-egg yolk crisps for the Mid-Autumn Festival. Customers can also buy gift boxes with discounts or buy more and get one free. Currently, Eden Café has started a new business selling civet coffee and egg rolls in bags.
Organization’s Structure
Figure 1-2 Organization Chart of Eden café
Kitchen
Cleaning food and dinner set and keeping a good kitchen environment.
Make food according to the staff’s oral order list for customers.
To receive customer’s order list from the owner
Staff who make the Order
To receive customer’s order
Take the customers’ reservation for the table manually.
Accept and give change for payment to customers and printing receipts.
Serve the orders from customers’ request based on the available amounts from Inventory.
Inform the customers’ food quality complaint to the owner.
Cashier
Receive customer’s payment order.
To calculate the restaurant’s income per day and per month based on the receipts manually.
Review the cash flow statement daily from manual receipts.
Generate the monthly final report for profitability to the owner.
Figure 1-3 Department Chart of Eden Café
Development Team
System Analyst
Understand the organization’s infrastructure to develop the system.
Think of the existing problem and system
Create functional requirements to fulfill the proposed system and provide overall documents.
System Designer
Determine the technical solution that will meet the project requirements.
Determine the appropriate system architecture.
Design an accessible user interface.
Testing the system and fixing any possible errors.
Provide the data dictionary and the documentation.
Programmer
Upgrade the old manual system to the computer side.
Build application according to the requirements of the system function.
Project Plan
We started our project plan on November 14th, 2022, and ended it on April 5th, 2023. The plan was divided into four distinct phases.
The first phase lasted a total of 26 days from 14/11/22 to 09/12/22. We spent 10 days studying the existing system, which included an interview. We spent 16 days drawing up an analysis of the system based on the findings of the study. Then, we spent another 11 days drafting the context diagram of the existing system.
In the second phase, we spent 15 days defining the system’s overall objectives and functional requirements. We took 10 days to define hardware requirements and 10 days to define software requirements. The second phase lasted a total of 31 days and took place from 09/12/22 until 08/1/23.
The third phase took 62 days and lasted from 08/1/23 until 10/03/23. 2023. In this phase, we drew the data flow diagram for 35 days, designed the database for 15 days, created an entity relationship diagram for 10 days, compiled a data dictionary for 16 days, designed the report for 7 days, and designed the interface for 17 days.
The fourth and final phase lasted for 143 days, from 14/11/22 to 05/04/23, which was the duration of the project. This phase included 32 days of coding, 21 days of testing, and 143 days of documentation.
Figure 1-4 Project Plan for Restaurant Ordering Management System for Eden Café
THE EXISTING SYSTEM
Background of Existing System
At Eden Café, customers are free to order dishes à la carte according to their personal taste and preferences, as the restaurant does not offer any pre-set packages. To ensure smooth service, the café is divided into three sections: the order counter, the kitchen, and the cash register. Customers can place their orders at the order counter, where the staff attends to their requests. The kitchen team then prepares the dishes using fresh ingredients purchased daily from the local market. Finally, customers can pay for their meals at the cash register, completing the dining experience at the café.
2.1.1.Ordering Process
Upon arrival, customers at the Eden Café are seated by the owner at an appropriate table based on the size of their group. The owner then presents the menu and inquires about their preferences and tastes, offering recommendations for the café’s specialty dishes and drinks. Once the customer has decided on their order, the owner records it in a notebook and conveys it to the kitchen staff who then proceed to prepare the meals for the customers.
2.1.2.Cashier Process
After customers finish their meals, the staff will calculate the total price based on the number of a la carte items ordered and their prices. The payment can be made in cash, by credit card, or using a QR code. If there is any change due, the staff will manually calculate and provide it to the customer along with a receipt. This receipt is recorded as part of the transaction.
At the end of the day, the staff collects all receipts and submit them to the owner to generate a daily income report. The owner will use this information to create a monthly profitability report.
2.1.3. Kitchen Process
When the kitchen staff receives an order from the owner, they start by writing down the order number and names of the dishes on a piece of paper. This helps them keep track of the customer’s needs and ensure that they prepare the correct dishes. Next, they begin preparing the ingredients for the dishes, such as cutting vegetables or marinating meat. Once the ingredients are ready, they start cooking the dishes.
After the dishes are cooked, the kitchen staff will inform the order staff to collect the food and serve it to the customer. The order staff will double-check the order to make sure that everything is correct before serving it to the customer. If any adjustments need to be made, they will communicate this to the kitchen staff, who will make the necessary changes.
This process ensures that the food is prepared efficiently and reaches the customer’s table promptly, providing an excellent dining experience.
Figure 2-1 Existing Swim Lane for Restaurant Ordering Management System
In the above figure, a straight line with an arrow is used to indicate connecting entities in a pool, dashed line with arrow is used to indicate connecting entities in different pools, and dotted lines with arrow represent the output of the activity (output record)
Problem Definition
Inefficient time order to the kitchen.
Since the small, self-employed restaurant has a limited number of employees, only the owner is responsible for receiving orders. However, if there are more than 8 customers seated at different tables, the owner must use paper notes to write down each table’s order and communicate it to the kitchen staff. This process can take a lot of time to send orders and communicate with the kitchen.
Lack of restaurant order management
As customer orders are recorded on paper, there is a risk of orders being lost or misplaced during the ordering process. This can result in delays in serving customers and may cause some customers to receive their food after others who ordered later. To avoid this, staff must manually check and re-check the customer’s order before sending it to the kitchen.
Another potential issue with the current system is that staff may forget to write down a customer’s additional orders, leading to a delay in serving them. In such cases, customers may need to remind the owner of their orders, resulting in a longer waiting time for kitchen service.
.
THE PROPOSED SYSTEM
Feasibility Study
Objectives of the System
To reduce the time spent searching, retrieving, recording, and any transferring document
To record customer information
To record customer’s needs on orders
To provide management report to the owner
Functional Requirements of the System
Customer Information Subsystem
To record, update and delete customer information.
To confirm customer discount
Food Information Subsystem
To record, update delete food information.
To generate food ordering information to kitchen
Customer Order Subsystem Food Information Subsystem
To take the customer preorder
To record order information
To calculate the customer bill
Payment Subsystem
To generate the receipt for customer
To generate payment methods such as cash or QR code
To calculate the customer bill
Management Report Subsystem
Sales Report
When the owner chooses the time period, display the total sales amount within the time period.
Top 10 Customer Order Report
Show the owner of 10 foods with the highest total sales amount
Customer Order Report
Details to show the owner of the customer
Hardware and Software Requirements
For Hardware Requirements of server computer, we choose CPU – Intel Core i7Processor, Memory-32 Because our system needs faster and bigger storage to store order information. For Hard disk space, the computer has 512 GB SSD. As for the display adapter, the computer has a 3MB VRAM monitor and has a 1920 x 1080 resolution monitor.
We use Microsoft Window 10 as the Operating System Microsoft Visual Studio MYSQL are the main of application for server computer.
At the same time, we use CPU – Intel Core i5 Processor, Memory-16 for the client
computer to meet work. For Hard disk space the computer has 256GB SSD. For the display
adapter we choose VGA with 2MB VRAM. The monitor we have chosen is the – 1280 x 720 resolution monitor.
The Operating System for software for the client computer we use Microsoft Windows 10. The application we use Visual Studio Code 1.76.2 and MySQL 5.7.
Table 3-1 Hardware Requirements for Server Computer
Table 3-2 Software Requirements for Server Computer
Table 3-3 Hardware Requirements for Client Computer
Table 3-4 Software Requirements for Client Computer
System Design
Swim Lane Diagram
Figure 3-1 Overview of Ordering Processes
Figure 3-2 Customer Coming Process with Customer Information Subsystem
Walk-in seating process:
Customer coming
Customers enter the restaurant.
Ask for customer information.
Staff welcome customers and ask customers for information such as phone numbers.
Customers provide information.
Customers will provide customer information such as phone numbers to staff.
Ask if a customer exists and search.
Staff will ask if a customer exists and search the customer information at the cashier.
Search customer information
The system will compare the existing customer information.
Display
The comparison results will be displayed to staff. If the customer information exists, it will follow step 1.8. Otherwise, it will follow step 1.7.
Establish new customer information.
Staff will establish new customer information for preparation.
Record new customer information.
The system records the new customer information into the database.
Check customer information
Staff confirm that customer information is in line with the customer
Ask customer order.
Staff provide a menu for customers and ask customers what food they need.
Figure 3-3 Ordering Process with Food Information Subsystem
Ordering process:
Update orders to the system
Staff input the customer order from the cashier to the system.
Check the food menu.
The system provides food information of the database based on the order information.
Generate food ordering information.
The system generates food order information from the database.
Send it to the kitchen.
The system sends food order information to the kitchen.
The kitchen prepares food.
The kitchen provides food according to order information.
Figure 3-4 Payment Preparation Process with Customer Order Subsystem
Ordering to Payment Preparation process:
Customers order
The customer orders from the cashier.
Record the order.
The system records order information and stores it into the database.
Calculate the customer bill.
The system calculates the bill based on order information and customer discount information.
Figure 3-5 Payment Complete Process with Payment Subsystem
Payment Process:
Generate order bill with QR codes.
After the system calculates the bill, it will generate an electronic bill with a QR code.
Print bill and give to customer.
Staff will print out the electronic bill and hand it over to the customer
Get food from the kitchen
Staff will get food from the kitchen.
Customers get bills.
Customers get bills at the cashier and pay.
Customers get food.
Customers get food from the cashier.
Customer payment has been completed.
Customers will pay the bill when they get food.
Figure 3-6 Generate Management Report Process with Report Subsystem
Management report:
Receive payment information.
After the customer completes the payment, the system will receive the payment information, and the order information will be recorded in the database.
Collect information and generate reports.
These data will be called from the database when the system needs to generate a report, for example, to generate the sales report of the day will call the food sales of the day.
Report provided to the owner.
After the report is generated, it will be automatically sent to the owner.
(2) Entity-Relationship Diagram
Figure 3-7 Entity-Relationship Diagram
(3) Database Design
3.1 Customers Table
This table contains the various types of information (name and phone number) that customers need to submit when they come to the store to register and identify different customers by using the customer id as a unique primary key.
(Appendix A, Table A-1 Customers Table)
3.2 Order Table
This table contains the submission response when a customer submits an order, including the Order_id as the primary key and the total amount of the order. (Appendix A, Table A-2 Order Table)
3.3 Menu Table
This table contains the various types of dishes offered in the restaurant, when customers need to place an order, they should first get the available dishes from this table. This table uses ID as the primary key of the menu items.
(Appendix A, Table A-1 Menu Table)
3.4 Payment Table
This table generates the corresponding bill to be printed and provided to the user for payment, based on all orders placed by the user. The billing information will be saved on the kitchen table to generate daily reports when the user has paid.
(Appendix A, Table A-4 Payment Table)
(4) Interface Design
4.1 Login Screen
This screens the login page, which requires the user to enter a username and password. Users can be divided into administrators and customers according to their usernames. The user will be redirected to different pages (admin home page and customer home page). Customers can register for an account by clicking the register button.
(Appendix B, Figure B-1 Login Form)
4.2 Login as Customer Screen
This page is the home page. When a user logs into an account the system will jump to the home page. For this page present welcome and today’s event.
(Appendix B, Figure B-2 Login as Customer Form)
4.3 Customer Food List Screen
This page can show the current menu in the restaurant including order names and prices and pictures for users according to their desires to choose the food and it can provide the user with the food to add their choice of food into shop cart.
(Appendix B, Figure B-3 Customer Food List Form)
4.4 Customer Order Cart Screen
This page allows the user to check the customer’s order data. When customers through click add button the order cart form will appear and it show data show customer id, index, menu English name and Chinese name, menu id, customer name, customer surname, picture, price, description, quantity, and total price so on. It also shows the customers’ food creates time and other customers’ food information.
(Appendix B, Figure B-4 Customer Order Cart Form)
4.5 Customer Payment Screen
This page shows payment methods for customers. When the customer clicks add food into the shop cart and click apply. The page will automatically jump to payment options, with cash payment and QR-code payment.
(Appendix B, Figure B-5 Customer Payment Form)
4.6 Login as Administrator Screen
When users input their password and username the login page will automatic jump to home page (administrator page). For this page we have two main welcome and today event. It allows users to enter any page to check and modify data.
(Appendix B, Figure B-6 Login as Administrator Form)
4.7 Administrator Food List Screen
This page allows the user to modify food data. The user can click the add menu button to add the new food order detail. The user can update the menu data. For example, they can delete the current menu description. It also shows total pages created by users and users can write down page numbers and click go to it will jump to specific page.
(Appendix B, Figure B-7 Administrator Food List Form)
4.8 Customer Information Screen
This page shows some basic information such as customer name, phone number, email, city, customer address and so on. And it allows the user to click add customer to add new customer information. And it can also allow the user to update customer data and click the go to button to jump to another customer information page.
(Appendix B, Figure B-8 Customer Information Form)
4.9 User Management Screen
This page allows the administrator to add new users. The administrator can click add user the system will appear some list for administrator then administrator can write down new user information such as real name, login name, phone, id card, gender, address, and image.
(Appendix B, Figure B-9 User Management Form)
4.10 Role Management Screen
n this page it allows administrator to define and distinguish who is customer who is administrator. The user clicks on added roles button the system will appear a list. The user can update the new data on the list and click next or previous button to go to a different page or write a page number and click go to the system will jump to specific page.
(Appendix B, Figure B-10 Role Management Form)
4.11 Permission Management Screen
This form links many pages and users can click into these pages to check and modify data. It links customer order subsystem, food page, advance order, customer order report, data management etc.
(Appendix B, Figure B-11 Permission Management Form)
4.12 Register Screen
This register page requires the people who want to login to the order system to fill in some basic information. It has three options that users provide. The user can according to their demand choice enter an account.
(Appendix B, Figure B-12 Register Form)
(5) Management Report Design
5.1 Sales Report
This report shows the restaurant selling food to the user that they could operate for a period. This report can choose the date freely.
(Appendix C, Figure C-1 Sales Report)
5.2 Top 10 Customer Order Report
The report shows some items ordered by customers from too few for a period. This report can choose the date freely.
(Appendix C, Figure C-2 Sales Report)
5.3 Customer Order Report
This report was created to show a list of menu items ordered by customers from any period. This report can choose the date freely.
(Appendix C, Figure C-3 Sales Report)
IV. SYSTEM IMPLEMENTATION
Overview of the System Implementation
For the implementation of the new system, we have decided to use the parallel conversion method. This involves running the new system alongside the existing system for a period of time to ensure a smooth transition. The decision to implement a new system was made to improve the restaurant’s efficiency and streamline the food ordering process. While this method will require some investment in new computers or machines to support the new system, the benefits in the long run will outweigh the costs. Although the restaurant has never used computers to manage orders before, the new system will bring significant advantages such as faster order processing, accurate record-keeping, and easier inventory management. Therefore, investing in the new system is a wise decision for the restaurant’s future success.
To ensure a smooth transition to the new system, we will provide training to the owners first, followed by the staff. We understand the importance of employees quickly adapting to the new ordering system, so we will provide free training for the restaurant staff to learn how to use our system effectively. Our in-house training will cover all aspects of the new system, including how to utilize all functions and manage the system efficiently. We believe that investing in training for the staff is crucial to ensure the success of the new system and to minimize any potential issues during the transition period.
Test Plan
We used both black-box and white-box methods for our testing plan. With the white-box plan, the programmer tested the program and read the code to minimize errors in the system’s flow. The programmer also double-checked the program’s logic to ensure it worked properly based on the main functional requirements.
We used the black-box test plan by dividing it into two phases for testing the program. The first phase was alpha testing, where we tested the program before releasing it to the public or end-users (business customers). We simulated some restaurant situations to run the testing program and notified each other of any errors that occurred in the program’s processes.
The next stage was beta testing, where we invited some employees to test our program during their working hours. The employees used our program while working, and we received feedback on how much workload the system could handle and respond to user inputs in different cases (such as inputting more orders than usual). We tried to completely fix all bugs and errors in the system before actual usage as much as possible.
V. CONCLUSIONS AND RECOMMENDATIONS
Conclusions
After our group tested and implemented the system, we found that it successfully achieved many of our objectives and goals. It has improved the restaurant’s food ordering system to be more efficient and convenient.
First, reserving orders has become easier and simpler to manage and check for employees and owners. This is because the system presents order information such as the order ID and order amount.
Additionally, the owner and employees can check orders using the system, which records all order data. In the past, the restaurant only used paper notes to record food orders, which often got lost and contained errors. However, the new system records all food orders in the program, making it much easier to retrieve.
In conclusion, implementing the new system not only improves the food ordering system’s effectiveness but also solves the problems of the existing system.
Recommendations
Regarding the system, we have some recommendations that could make our new system even better. Firstly, we need to expand the scope of our system to include more commercial businesses, which would increase our software’s market competitiveness. To achieve this, we can conduct a questionnaire survey to identify customers’ needs and add more features accordingly.
Secondly, our system can benefit from push advertisements, which could increase traffic to the restaurant’s website. Additionally, we can introduce coupons and membership services to the system, which could help record customers’ basic information and automatically recommend similar food items based on their preferences.
Thirdly, it would be helpful to include the option of printing out the payment bill from the system. This feature would be useful for customers to verify their orders and for the restaurant to keep a physical copy of the bill.
Fourthly, our system can track the order progress and calculate the estimated time for completion. It could also track the basic information of the delivery person to ensure smooth delivery.
Finally, we can improve the user interface by making it more user-friendly and visually appealing. This could include designing the interface with suitable colors and positioning points, among other elements.
APPENDIX A
DATA DICTIONARY FOR DATABASE DESIGN
Table A-1 Customers Table
Table A-2 Order Table
Table A-3 Menu Table
Table A-4 Payment Table
Practical Development of Information System in Business Context:
Laundry Customer Order Management System
for BEYOND CLEAN Laundry
INTRODUCTION
1.1.Organization’s Profile
BEYOND CLEAN, founded in January 2000, is a laundry brand located in Hangzhou, China. The company has attracted many loyal customers with excellent service attitude.
BEYOND CLEAN dedicates itself to washing a vast array of items ranging from clothes and household goods to corporate workwear and hotel-grade cotton fabrics. The company extends its services to the care and maintenance of luxury items and furs as well. BEYOND CLEAN dedicates itself to washing a vast array of items ranging from clothes and household goods to corporate workwear and hotel-grade cotton fabrics. The company extends its services to the care and maintenance of luxury items and furs as well. BEYOND CLEAN has a mature laundry store in Hangzhou, employing more than 10 skilled employees, and is a professional laundry center focusing on clothing care.
Adhering strictly to Italian international standards and procedures, BEYOND CLEAN’s laundry process integrates efficient and eco-friendly equipment sourced from Italy and Japan, allowing for full computer automation. The facility boasts state-of-the-art machinery such as a fully enclosed secondary recycling dry cleaning machine, a high-grade ultra-clean stain removal table, a high-temperature disinfection finishing machine, a multifunctional ironing table, and an automatic clothes retrieval assembly line. In line with our commitment to environmental conservation, we only use chemicals, supplementary materials, and additives that meet both national and industry regulations.
BEYOND CLEAN’s formidable technical expertise is embodied in its diverse team, comprising washing and dyeing appraisers, specialized ironing experts, senior laundry operators, advanced leather washing technicians, and even an award-winning participant in the national washing professional competition. Living up to our business philosophy, BEYOND CLEAN has been widely acclaimed in Zhejiang Province’s washing and dyeing industry. It has become an excellent brand that has been successfully operated in Hangzhou, China for more than 20 years.
1.3. Organization’s Structure
Figure 1-2 Organization Chart of BEYOND CLEAN
Reception
To receive and register customers’ laundry
Count the number of clothes
Provide customers with paper service receipts
Washing
To classify and wash clothes
Responsible for ironing and folding clothes
Cashier
Process customer payments
Handle various payment issues of customers
Manually count and check bills
Customer Service
Resolve customer issues and complaints
Provide high-quality customer service
Manually count customer complaints
Request to rewash for customers
1.3. Department’s Structure
Figure 1-3 Department Chart of BEYOND CLEAN
Development
System Analyst
Understand the organization’s infrastructures to develop the system
Think of the existing problem and system
Create functional requirement to fulfill the proposed system and provide overall documents
System Designer
Design the interfaces that are friendly to users to make them easy to understand and be useful
Design the database table for an application development
Provide the data dictionary and the document to user
Programmer
Computerize the old manual system
Implement the application by using information based on the functional requirements
1.4 Project Plan
The project plan commences on June 20, 2023, and concludes on October 19, 2023.
The project commences on June 20, 2023, with the ‘Study Existing System Phase,’ which lasts for 10 days and ends on June 29, 2023. This period involves studying the existing system (10 days), analyzing existing problems (5 days, from June 20-24), and identifying the context diagram (5 days, from June 25-29).
Following this, the ‘Preliminary Investigation Phase’ begins on June 30 and concludes on July 18, 2023, spanning 19 days. This phase is divided into three tasks: defining the objectives and functional requirements (10 days, from June 30 to July 9), determining hardware requirements (4 days, from July 10-13), and establishing software requirements (5 days, from July 14-18).
From July 19 to September 29, 2023, for a duration of 73 days, we proceed with the ‘Analysis and Design of the Proposed System Phase’. The tasks within this phase include creating a data flow diagram (15 days, from July 19 to August 2), determining the entity-relationship diagram (5 days, from August 3-7), database design (5 days, from August 8-12), interface design (10 days, from August 23 to September 1), designing reports (5 days, from September 2-6), and creating a data dictionary (10 days, from September 20-29).
The ‘Implementation of the Proposed System Phase’ begins on August 14 and concludes on October 18, 2023, lasting for 66 days. During this phase, we will be engaged in coding (51 days, from August 14 to October 3), testing (52 days, from August 28 to October 18), and continuous documentation over 121 days (from June 20 to October 18), recording all phases and their outcomes.
The entire project, from commencement to conclusion (June 20, 2023 – October 19, 2023), spans a total of 122 days.
Figure 1-4 Project Plan for Laundry Customer Order Management System
THE EXISTING SYSTEM
Background of Existing System
BEYOND CLEAN laundry provides customers with a traditional service model. Customers arrive with their laundry, register information according to their specific cleaning needs, and the staff counts and records the information to inform customers of the approximate time to pick up the laundry. Customers pay when they pick up their clothes. In BEYOND CLEAN Laundry, there are four main parts to serve customers: reception department, washing department, payment department, and customer service department.
2.1.1. Reception process
When the customer arrives at the laundry, the staff will receive the clothes from the customer. The staff will greet the new customers, ask about their laundry needs, and register them. Then provide the customer with a service receipt, which will explain the quantity and type of clothes.
2.1.2. Washing process
Once the laundry items are received and registered, the staff will classify the clothes according to their types and cleaning requirements, such as routine washing, dry cleaning, or special care instructions. The staff put a label with the customer receipt number on each piece of clothing to ensure that the correct clothes and quantity are finally delivered to the customer. They will be handed over to the washing department. The staff in this department are responsible for sorting clothes, washing, drying, ironing, and folding. Each item is treated according to its specific washing instructions to ensure the best care. Then wait for customers to pick up their clothes.
2.1.3. Cashier
cashier process informs the customer to take the clothes. When the customer comes back to take the clothes, the staff will retrieve the packaged clothes according to the customer’s receipt number. They will be directed to the payment department. Here, the staff will calculate the total cost according to the number and type of laundry items, provide receipts and pay customers.
2.1.4. Customer Service
In the whole service process, the customer service department can record and handle customer problems or complaints. They are responsible for ensuring that customers have a good experience with BEYOND CLEAN. Handle any requests for re-cleaning or special care.
Figure 2-1 Existing Swim Lane for Laundry Customer Order Management System
Problem Definition
(1) Time-consuming in manual order management
With over 2000 clothes to record and manage every day, counting and handling such a vast number of items manually can be a daunting task. the owner uses a notebook to document the quantity and customer information of these clothes, and this traditional system is slow and prone to errors.
(2) Slow collaboration due to information disorganization
With pieces of paper attached to clothes as identifiers and a notebook filled with customer and order information, there is a high potential for mismanagement and confusion. This chaos can slow down the workflow significantly and potentially lead to customer dissatisfaction due to mishaps like misplacing or misidentifying clothing items.
(3) Inefficient customer and order tracking
With clothes in various stages (being washed, ready for pickup, etc.), and a need to track daily total income, the lack of a robust system to manage these variables causes inefficiencies. The current method does not support tracking customers’ clothes efficiently or managing daily sales order.
THE PROPOSED SYSTEM
Feasibility Study
Objectives of the System
To effectively manage and organize customer orders
To effectively organizing information and reducing workload
To efficiently track and inform customer orders and the stages of the laundry process
To record customers’ needs on orders and ensure accurate execution
To provide comprehensive daily and monthly income reports to the owner
To improve customer satisfaction by receiving customer’s complaint from feedback in order to enhance efficient services
(2) Functional Requirements of the System
1. Customer Information Subsystem
1.1 To record, and update customer information
1.2 To search and check customer information
1.3 To provide the consent status for customer information according to the PDPA law
2. Laundry Clothes Information Subsystem
2.1 To manage information about the types of clothes for laundry
2.2 To record specific care instructions for different types of clothes
3. Customer Laundry Order Subsystem
3.1 To manage customer laundry orders, including order creation, update, and save
3.2 To record details of each order, such as customer information, the types and quantities of clothes, customer preferences, and expected completion date
4. Customer Laundry Order Tracking Subsystem
4.1 To track the status of each laundry order (Completed / Pending)
4.2 To update the status of each order as it moves through the laundry process
5. Laundry Payment Subsystem
5.1 To manage payment for laundry orders, including calculating the total cost based on the types and quantities of clothes
5.2 To support different payment methods, such as cash, credit card, or mobile payment
5.3 To generate receipts for customers after payment
6. Customer Feedback Subsystem
6.1 Provide customer feedback to customer when customer laundry order and payment
has done by setting one simple questionnaire with 3 levels of customer satisfaction
(Better, Neutral, Not OK)
6.2 Bring customer feedback information to the owner in order to handle customer’s
complaint
7. Management Report Subsystem
7.1 Top 10 Customer Laundry Order Report,
Categorized by on Demand
7.2 Laundry Sales Report,
Categorized by on Demand
7.3 Pending Customer Laundry Tracking Report,
Categorized by on Demand
7.4 Customer Complaints Report,
Categorized by on Demand
(3) Hardware and Software Requirements
For Hardware Requirements of server computer, we choose CPU – Intel Core i7Processor, Memory-32 Because our system needs faster and bigger storage to store order information. For Hard disk space, the computer has 512 GB SSD. As for the display adapter, the computer has a 3MB VRAM monitor and has a 1920 x 1080 resolution monitor.
We use Microsoft Window 10 as the Operating System Microsoft Visual Studio MYSQL are the main of application for server computer.
At the same time, we use CPU – Intel Core i5 Processor, Memory-16 for the client
computer to meet work. For Hard disk space the computer has 256GB SSD. For the display
adapter we choose VGA with 2MB VRAM. The monitor we have chosen is the – 1280 x 720 resolution monitor.
The Operating System for software for the client computer we use Microsoft Windows 10. The application we use Visual Studio Code 1.76.2 and MySQL 5.7.
Table 3-1 Hardware Requirements for Server Computer
Table 3-2 Software Requirements for Server Computer
Table 3-3 Hardware Requirements for Client Computer
Table 3-4 Software Requirements for Client Computer
System Design
Swim Lane Diagram
Figure 3-1 Overview of Laundry Customer Order Management Processes
Figure 3-2 Reception and customer information subsystem
1. Reception and customer process
1.1 The customer arrived with clothes.
1.2 Welcome and receive customers
1.3 Ask customer information
1.4 Customer provide information
1.5 Check whether the customer exists.
1.6. The system searches for customer information.
1.7. The system will compare the existing customer information show.
1.71. The comparison results will be displayed to employees. If customer information exists, step 1.9 will be followed. Otherwise, step 1.8 will be followed.
1.8. Create new customer information.
1.81. The staff will create new customer data for use.
1.9 Create an order Count the number of clothes.
Figure 3-3 Customer Laundry Order Subsystem
2. Clothing Information and Customer Laundry Order Subsystem
2.0 Update orders to the system.
2.1 Generate ordering information
2.2 Record the specific maintenance of different types of clothes.
2.3 Record the order
2.4 Provide electronic service receipt
Figure 3-4 Customer Laundry Order Tracking Subsystem
3 Customer Laundry Order Process:
3.0 Laundry department receive order
3.1 Sorting, washing and packaging.
3.2 Upload order status
3.3 Inform customers to pick up their clothes.
3.4 Customers return to the laundry.
Figure 3-5 Laundry Payment Subsystem
4 Payment Process:
4.0 Cashier uses the system Calculate the customer bill
4.1 Cashier uses the system Generate order bills with QR codes.
4.2 The cashier Print bill and sends it to the customer
4.3 Customer get bill
4.4 Customer payment has been completed
4.5 Receive payment information
4.6 Payment information storage system
Figure 3-6 Customer Feedback Subsystem
5 Customer Feedback Process:
5.0 Customer gives feedback.
5.1 The system will Record feedback.
5.2 Customer feedback will be stored in the system.
5.3 Customer service personnel will receive customer feedback.
5.4 Customer service personnel will solve customers’ dissatisfaction and complaints.
5.5 Customers get satisfactory feedback.
5.6 Customers take clothes away.
Figure 3-7 Management Report Subsystem
6 Management Report:
6.0 The system collects information and generates reports.
6.1The generated report will be provided to the owner.
6.2Analyze reports and improve services.
(2) Entity-Relationship Diagram
(3) Database Design
3.1 Customer Table
This table stores different types of information (such as name and phone number) that customers provide when they register at the store. Each customer is uniquely identified by a customer ID that serves as a primary key.
3.2 Order Table
This table records the response when a customer places an order. It includes the Order ID as the primary key and the total amount of the order.
3.3 Clothes Table
This table contains the various types of clothes offered in the store. When customers need to make a purchase, they first check the available items from this table. The table uses ID as the primary key for the clothes items.
3.4 Bill Table
This table creates the corresponding bill to be printed and given to the customer for payment, based on all orders placed by the customer.
3.5 Payment Table
This table generates the payment details for each bill. The payment information will be stored to generate daily reports when the customer has made a payment.
3.6 Feedback Table
This table stores the customer’s feedback. It includes the feedback ID as the primary key and the feedback text along with its resolution status.
3.7 Report Table
This table records the reports generated by the system. It includes the report ID as the primary key and the date the report was generated along with the report data.
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