Case Study: The Variety Store Management ✓ Solved

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Draw a Context Diagram of the Computerised Inventory System at The Variety Store from the perspective of the Purchasing Department. Please complete using the DIA and also in word document. See grading criteria attached. Total: 10 Process naming and Symbol 10 Properly labeled process symbol and appropriate naming convention used. 5 Properly labeled process symbol and inappropriate naming convention used. 5 Improper labeled process symbol and appropriate naming convention used. 0 Improper labeled process symbol and inappropriate naming convention used. Total: 30 External Entities 30 All External Entities from the case study with proper names (no abbreviations). % of all External Entities from the case study with proper names (no abbreviations). % of all External Entities from the case study with proper names (no abbreviations). % of all External Entities from the case study with proper names (no abbreviations). 0 All External Entities from the case study with proper names (no abbreviations) missing. Deduct 2 marks for each incorrect entity given over the maximum number of entities. Total: 50 Data Flows 50 All data flows appropriately named as nouns (phrases) with directional arrows. % or more of all data flows appropriately named as nouns (phrases) with directional arrows. % or more of all data flows appropriately named as nouns (phrases) with directional arrows. % or more of all data flows appropriately named as nouns (phrases) with directional arrows. % or more of all data flows appropriately named as nouns (phrases) with directional arrows. % or more of all data flows appropriately named as nouns (phrases) with directional arrows. 0 None of the data flows appropriately named as nouns (phrases) with directional arrows. Deduct 2 marks for each incorrect data flow given over the maximum number of data flows. Total: 10 General Presentation 10 MS Word file and Dia file uploaded, stipulated filename format and proper DFD symbols used. 5 MS Word file and Dia File uploaded with incorrect file name or DFD symbols not used. 0 Document uploaded not an MS Word file or No Dia file uploaded.

Sample Paper For Above instruction

In the modern retail environment, especially in outlets such as The Variety Store, implementing an effective computerized inventory system is vital for operational efficiency. This case study focuses on developing a context diagram from the perspective of the purchasing department, which plays a central role in managing stock procurement and coordination with suppliers. The diagram visually encapsulates the key external entities involved, the data flows between them, and the core processes within the system, providing a comprehensive overview of the store’s inventory management functions.

Introduction

The Variety Store’s decision to adopt a computerized inventory system aims to streamline procurement, inventory tracking, and supplier communication. The system facilitates real-time stock updates, purchase order management, supplier invoicing, and sales tracking. A crucial aspect of system design is creating a context diagram that clarifies the interactions between external entities and the internal processes from the perspective of the purchasing department.

External Entities

Within this system, several external entities interact with the inventory management processes:

• Suppliers: They receive purchase orders, acknowledge receipt, deliver goods, and send invoices. Their role is essential for procurement and stock replenishment.
• Customers: Although primarily managed by the sales system, their purchase data feeds into the inventory for stock reduction. Their purchasing confirms stock availability and prompts reordering.
• Accounts Department: Responsible for processing payments based on invoices received from suppliers. They also handle purchase payments and financial reconciliations.
• Store Staff (Cashiers): They scan items at purchase, generate sale receipts, and update stock levels directly in the inventory system.

Processes in the System

The core process within the context diagram is the inventory management process, which interacts with each external entity. This process manages purchase orders, updates stock levels upon receipt of goods, generates invoices, and ensures the flow of accurate data is maintained for operational decision-making.

Data Flows

The diagram illustrates data flows such as:

• Purchase Orders: Sent from the Purchasing Department to Suppliers, detailing item quantities, descriptions, costs, and delivery dates.
• Order Acknowledgments and Delivery Notices: Sent from Suppliers to Purchasing, confirming receipt and delivery of items.
• Invoices: Sent from Suppliers to the Purchasing Department, outlining agreed prices and final costs, which are then used to update financial records.
• Stock Updates: Data flowing from store staff and delivery notices to the inventory system, reflecting current stock levels.
• Customer Purchases and Receipts: Data from sales transactions reducing inventory counts and providing sales data for analysis.
• Payment Data: Movements from the Accounts Department to Suppliers, completing the procurement cycle.

Conclusion

The context diagram provides a clear visual framework for understanding the interactions between external entities and internal processes within The Variety Store's inventory system. It highlights the importance of seamless data flow in ensuring timely procurement, stock management, and accurate financial transactions, forming a foundation for further system design and implementation.

References

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