SECTION A

SELECTION: DESIGN AND IMPLEMENTATION OF A COMPUTERIZED

RESTAURANT MANAGEMENT INFORMATION SYSTEM

Problem identification

Sales are the most fundamental tools in any business organization. The profit and losses of any

business depends on a detailed information on sales and services made to aid in decision-making

and implementation. If accountability is not checked, then the business is sure to collapse, as a

result in any retail and hospitality business there is a need for a system that give feedback to the

management to aid decision making, this is where computerized management information comes

handy. Besides, staffing a restaurant can be tricky because demand for food will likely fluctuate

dramatically often due to variables that cannot be tracked. Variables observed influence traffic in

a restaurant such as weather and day of the week. Compiling data about sales and employee

hours to sales totals to determine a profitable ratio is also a problem. Besides customers are not

able to ask about quality of food or ask for any specialized diet foods. It is more difficult to ask

for gluten free foods or allergy foods without a computerized system. In addition, it is more

possible for a customer to place an order but never pick up the order, which can lead to waste of

food and possibly a loss of profits. Ordering of food is done haphazardly. Compiling data using

manual system causes frequent shortages of food and it increases customer [Link]

are a lot of expenses bought at times, this leads to loses because the more expenses are bought it

lowers the [Link] company has been lately making losses. This is due to the daily limit if the

company doesn’t meet the daily limit therefore it’s a loss. It is a must for the company to

produce the expected money or more than the expected.

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Background of the study

This project work is narrowed at Eyethu restaurant under the company Eyethu. It is located in
Pumula South, Bulawayo. This restaurant was established in 2017. The owner of the restaurant is
Mr. L Ndebele. As I have interviewed their manager, Debra, she says that the restaurant started
as a kitchen and later grew to be a restaurant. There are only six workers. The restaurant is both a
sit down and a take away restaurant. They use their backyard as a kitchen to cook their food. The
working hours for the workers is aminimal of seven hours and a maximum of ten hours. Two of
the workers attend to customers and three cook. The till operator is the one who writes records of
the day. The restaurant receives a maximum of fifty customers a day. They sale fast foods, coffee
and fizzy [Link]

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Broad description of the existing system

This project work is designed to give an insight of Eyethurestaurant, which uses a manual
system. There is a counter inside the restaurant where the sales man stands to tend to the
customers. The sales man [Link] be carrying a receipt book to record all the sales.
Customers queue in a straight line facing the counter. [Link] attends the customers one by
one. A customer orders food and the salesman writes down in his receipt book two copies of the
order which one of them gives to the customer and the other is left with him. After ordering, the
customer goes to sit down at one of the available tables. After some minutes when the food is
ready, an order number is called and the one who have the order number goes to take his/ her
food.

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Research instruments

I used a questionnaire to carry out my investigation. It is a document with carefully crafted

questions to be answered by the respondent by filling the spaces provided. Questionnaires are
used when collecting information from a wide spaced population sample and when collecting
information from many people. Questionnaires contains open-ended questions and closed
questions. Open ended questions are gap filling questions which require the respondent to
express his/her on views. Closed questions are guided questions where respondent chooses yes or
no. I gave the work force and the customers questionnaires to write out their views about the
existing system and find out how some of the key task are carried out.

Advantages of using questionnaires

 The questions can be answered quiet and quickly.

 It is a relative inexpensive method.
 Individuals may remain anonymous if they want.
 It allows quick analysis of data.

Disadvantages of using questionnaires

 Often the number of returned questionnaire is low.

 The questions are rather inflexible since they have to be generic.
 There is no immediate way to clarify a vague or incomplete answer to a question.

I also used an interview guide so as to collect information. An interview refers to face to face
communication between two or more people in order to obtain information. Interviews can also
be done over the phone but the most common ones are face to face.

Advantages of interviews

 The researcher can ask for clarification on some points that may not be clear
 Encourages good rapport between the researcher and the respondent

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 Nonverbal gestures like facial expressions can help the researcher to determine if the
respondent is telling the truth
 Information can be collected even from the illiterate since the respondent`s language can
be used
 First-hand information is collected
 The researcher can probe to get more information

Disadvantages of interviews

 It is impossible to remain anonymous on the part of the interviewee

 It is expensive since the researcher has to travel to the interview venue
 It is time consuming as more time is spent travelling and carrying out the interview
 Good interview techniques are required as failure may lead to disappointment
 Biased information can be given since the respondent may not be true

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Questionnaire for Eyethu restaurant

You are kindly requested to fill this questionnaire. Write your name in the spaces provided and
the post you occupy. Please answer all the questions if possibly.

Name ……………………………………………………………………………….

Occupation ……………………………………………………………………….

1. When was this restaurant established?

……………………………………………………………………………………................
2. How many years have you been working for this organization?
………………………………………………………………………………………………
3. How many workers do you have in this organization?
………………………………………………………………………………………………
4. What are the working hours in your organization?
………………………………………………………………………………………………
………………………………………………………………………………………………
5. How many customers do you receive a day?

20-30 31-40 41-50 51-60

6. How are the sale done?

………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………

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………………………………………………………………………………………………
………………………………………………………………………………………………
7. Problems that you encounter because of operating with a manual system in keeping
information?
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
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………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
8. Any suggestions for improving the conditions in which you are working?
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
……………………………………………………………………………………………...
9. Do you consider a computerized system to be a good idea?
………………………………………………………………………………………………
………………………………………………………………………………………………
……………………………………………………………………………………………...
10. What are your expectations from a computerized system?
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………
………………………………………………………………………………………………

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Questionnaire for Eyethu customers

You are kindly requested to fill this questionnaire. Please answer all the questions if you
can.

1. What are your views about this existing system?

…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
2. How are the sales done here?
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
………………………………………………………………………………………….
3. Problems that you face as customers because of the current system.
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
………………………………………………………………………………………….
4. So what do you think could be a best solution for the stated problems?
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………

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5. So what are your expectations from this restaurant as a customer?

…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………
…………………………………………………………………………………………

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EVALUATION OF THE EXISTING SYSTEM

WEAKNESSES STRENGTHS

It is slow It can be used by computer illiterate

It is inaccurate at times It can be used even if there is no electricity

Information may be lost Receipt books are cheaper

There is decreased levels of services

Difficult to make references to records

There are no backup files

Need a lot of concentration

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REQUIREMENT SPECIFICATIONS

HARDWARE REQUIREMENTS

1. Monitor
It will be needed to display information in the system.
2. Keyboard
It is needed to enter data and instructions into the computer by typing.
3. Mouse
Used to enter data and instructions into the computer by clicking. It can be used for
pointing and selecting items.
4. Barcode reader
To read bar codes on products for automatic data entry in the computer.
5. Chip and pin readers
Used to pay for goods using smart cards.
6. Receipt printer
Used to print receipts showing what the customer has bought.

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SOFTWARE REQUIREMENTS

1. Word processing package

This is an application package used for creating, editing and formatting text
documents like letters and reports. Word processing package include Microsoft word.
2. Spreadsheet package
This is a program used to manage and analyze statistical numeric and financial data.
The spreadsheet package needed is Microsoft excel.
3. Database package
Program used to create databases for storage and management of a collection of data
dated to particular subject. The database package needed is Microsoft access.
4. Utility programs
1. Virus scan utility
These programs protect system from virus attacks.
2. Debuggers
Programs that assist in correcting errors.
3. Dump utilities
Programs that assist in copying data from main storage to output devices and
to other storage devices like the hard drive.
4. Editors
These will assist in making changes to data already held in the computer.
5. File maintenance utilities
Programs used to recognize programs and update them.

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AIMS AND OBJECTIVES OF THE STUDY

AIMS OF THE STUDY

This study is primarily aimed at:
1. Increasing efficiency in operating reducing and running cost.
2. Monitoring and recording of activities and total administration in Eyethu
restaurant.
3. Increasing productivity and decrease paperwork.
4. Increasing the level of services quality and customer satisfaction.
5. To keep adequate record of all transactions carried out by the restaurant.
6. To maintain the database of the restaurant.

OBJECTIVES OF THE STUDY

The main objectives of the study are the design, documentation and
implementation of a computerized restaurant management information
system, while the subsidiary objectives are:

1. To make a computerized system that will increase efficiency in operating

reducing time and running costs.
2. To make system that will monitor and record activities.
3. To make a computerized management information system that will
increase productivity and reduce paperwork.
4. To make a system the level of services quality and customer satisfaction.

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SECTION B

DESIGN STAGE

CONSIDERATION OF ALTERNATIVE METHODS

 Increase workers

 Partial computerize

 Direct change over

INCREASE WORKERS

Put more workers to work and adding a second manager so that when the other is not present the

other can take part.

Advantages

1. There will be fast services since labour will be reduced

2. Errors will be reduced since each worker will be having limited area to concentrate on so

more time to correct

Disadvantages

1. The payment amount will be increased since more workers will be added

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PARTIAL COMPUTERIZE

use of both computerized and manual system [ parallel run]

 this is whereby the till operator makes use of both a computerized system and
paperwork for data entry.

Advantages
 if the new system fails, the old system is still available as a backup.
 Staff have time to get used to the new system.
 It is possible to train staff gradually.

Disadvantages
 It is expensive
 It is demanding
 It causes confusion
 It is less reliable

Justification of the existing solution

Direct changeover
 This is the complete replacement of the old system by the new one at one go.

Advantages
 Reduces expenses of stationery
 It is accurate
 It provides backup files
 There is no paperwork
 It is efficient
 It increases productivity
 Easy to make references to records
 It is fast

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Disadvantages
 It needs training
 It can be disastrous if the new system fails
 Possibilities of hacking
 Cannot be used when there is no electricity

I have chosen to implement a computerized system because it is fast, easy to make

references to record, it is accurate and it provides backup files.

Changeover Relative cost Input needed Input needed Impact of

method by users by system failure
team

Current system Low low high low

Parallel run High high low Low

Direct Low medium low high

changeover

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INPUT DESIGN

• The system has four major files which are workers file, payments file, orders file and

creditors file. The workers file captures information about the workers in the restaurant

some of .it has the following fields include:

• ID NUMBER

• FULL NAME

• residential address

• Sex

• Age

• Health

• Next of keen(full name)

• Residential of next of keen

• Work experience

• Reference

• Subject passed

• Symbol

The payments file is the file where information about the workers payments is stored and

updated if necessary .it has the following fields:

• Account number

• Full name

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• Date of payment

• Deductions

• Additions

• Payment

The orders file is the file that keeps information about where to order goods .it has the following

fields:

• Company name

• Company contact

• Company address

• In store

• Payments

• delivery

• Order receipts number

The creditors file is the file that keeps a record of all the customers owing .it has the following

fields:

• Full name

• Id number

• Next of keen

• Date

• Due date

• Goods

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FILE DESIGNS

WORKERS FILE

Field name Field Data type Description

size

ID NUMBER 12 Text A unique set of numbers and letter to identify one

FULL NAME Text The worker’s name, second name/initials and last name

residential address 25 Text The location area of the worker’s place

Sex 6 Boolean The sex type of the worker(male/female)

Age 2 integers

Health 5 Text The status health of the worker

Next of keen(full 25 Text The worker’s relative or guardian’s name, second
name) name/initials and last name or closest person
Residential of next 25 Text The location area of the next of keen’s place
of keen
Work experience 3 Boolean Whether the worker has worked before (yes /no)
Reference 30 Text Names and contact details of previous work places
Subject passed 25 Text The names of subjects passed
Symbol 25 Text The symbols of subjects passed list the symbols
accordingly to the subjects s accordingly to the subject

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PAYMENTS FILE

Field name Field Data type Description

size
Account number 12 Text The unique string of characters to represent an
account/that’s where the worker also receives payments
Full name 25 Text The worker’s name, second name/initials and last name
Date of payment 8 Date/time The day the worker receives hi/her payment
Deductions -- currency The amount of money taken from the payments for any
flaws done by the worker
Additions -- currency The amount of money added to the payments for any
additional
Payment -- currency The total amount of money the worker should receive
after deductions and additions at the certain date

Ordering file

Field name Field Data type Description

size
Company name 25 Text The company’s name to be sent orders to
Company contact 25 Text The contact details of the company
Company address 25 Text The location area of the company’s place
In store 25 Text The goods and services that the company offers
Payments 6 Boolean The type of payment to be done(cash/credit)
delivery 3 Boolean Does the company deliver goods or not(yes/no)
Order receipts 13 Text The receipt number of the order for referring back or
number checking the order

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Creditors file

Field name Field Data type Description

size
Full name 25 Text The name, second name/initials and last name of the
person owing
Id number 12 String The unique identity number of the creditor
Next of keen 25 String The worker’s relative or guardian’s name, second
name/initials and last name or closest person and that
person contact details
Date 8 Date/time The day the creditor borrowed
Due date 8 Date/time The day the creditor is not supposed to exceed before
paying up
Goods 25 String The goods taken by the creditor
Amount -- Currency The amount of money to be paid
Payments 6 Boolean The creditor pays in the money cash or via the
bank(direct/bank)

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OUTPUT DESIGNS

Operator`s output design

Address date time Receipt Order Food Cash Change Operator

number number order [$] [$] name

Eyethu 12 11.19 123 36 01 2,00 0,50 Debra

restaurant June
P O 15
PUMUL
A

Eyethu 12 11.25 124 37 02 5,00 3,00 Debra

restaurant June
P O 15
PUMUL
A

Eyethu 12 11.54 125 38 03 5,00 3,00 Debra

restaurant June
P O 15
PUMUL
A

Eyethu 12 12.05 126 39 04 5,00 2,00 Debra

restaurant June
P O 15
PUMUL
A

Eyethu 12 12.10 127 40 05 1,00 0,50 Debra

restaurant June

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Customer`s output design

Eyethu restaurant

P O 15 Pumula

Date and time: 11/06/18 19:09

ORDER NUMBER
57

Receipt number:……………...78

Food ordered: ……………….Fanta grape x2

Chips x3

Cash: ……………………….. $5,00

Change: …………………….. $00,00

Cashier: ……………………. Debra Jonathan

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Supplier`s output design

EYETHU RESTAURANT 06/06/18

PURCHASES INVOICE

STOCK CODE:……7764……………

ITEM DESCRIPTION:…………………

SUPPLIER CODE:……178……………

RETAIL PRICE:……$25………………

TOTAL QTY ON HAND:……15…………

TOTAL QTY ON ORDER:……15………..

SUPPLIER SIG:……………………………

SUPPLIER: 0715844686

Eyethu restaurant
Order number: ……………….
Item description: …………….
Retail price: …$
…………………
Supplier:
………………………….
Item on hand:
……………………
Item ordered:
……………………
Supplier signature:
…………….
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Receiver signature: …………..
Date
………………………………
…………..
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TEST PLAN

Test number item tested method Type of test data Test data Expected results

1 Cashier name Keyboard entry normal Debra (5 Accepted

length check characters)
(between 1 & 15
characters)

2 Cashier name Keyboard entry Normal Debra Jonathan ( Accepted

length check 13 characters)
(between 1 & 15
characters)

3 Cashier name Keyboard entry abnormal Debr8 Rejected with

length check error message
(between 1&15
characters)

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SECTION C

Software development

Technical documentation

This is a manual for programmers which aid them in modifying the system and in correcting program errors.

Flow chart diagrams of the system

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LOG IN FLOWCHART

start

no

yes

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Editing customer

yes

no

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PSEUDOCODES

Pseudo code representing a customer buying

START

Customer enters the restaurant

Customers goes to the counter

Cashier asks customer orders

IF

Customer order not available

THEN

Customer orders alternative meal

AND IF

Cashier sends order to cook

Customer waits while order is processed

Customer eats his/her meal

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IF

Customer finishes eating

THEN

Customer presses the bell for help

ELSE

Customer continues eat

END IF

Waiter comes with final meal processes

Customer exists after eating

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PublicClassForm4
Dim password AsInteger
Dim username AsString
PrivateSub Button1_Click(ByVal sender [Link], ByVal e
[Link]) Handles [Link]
Dim password AsInteger
Dim username AsString

username = [Link]
password = [Link]

If username = "DEBRA"And password = "23202"Then

[Link]("Access granted")
Else :[Link]("incorrect credentials")
EndIf
EndSub

PrivateSub TextBox2_TextChanged(ByVal sender [Link], ByVal e

[Link]) Handles [Link]
Dim username AsString

username = [Link]
EndSub

PrivateSub TextBox1_TextChanged(ByVal sender [Link], ByVal e

[Link]) Handles [Link]
Dim password AsInteger

password = [Link]

EndSub

PrivateSub Label2_Click(ByVal sender [Link], ByVal e [Link])

Handles [Link]

EndSub

PrivateSub Button2_Click(ByVal sender [Link], ByVal e

[Link]) Handles [Link]

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[Link]()
EndSub
EndClass

USER DOCUMENTATION
INSTALLATION

1. Insert the disc written Eyethu restaurant.

2. Left click on my computer icon.

3. Open the visual basic program and open the login form to open the files.

4. Insert the password23202andthe user name Debra

5. Login and browse through the system

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RUNNING THE SYSTEM

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The first screen to appear after the main screen is the pass point. The pass point prompts a valid

manager username and password to enter the [Link] it is correct access is granted and if it is

wrong access is denied

MAIN MENU

The menu allows the user to use the system’s functions by supplying buttons which the user has

to click in order to perform a specific task. The main menu has the following function:

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VIEW MODE- Allows the user to view customer records.

UPDATE MODE –Allows the manager to view and alter records of customers in the database

CLOSE –It lets the users end the program

View Mode

This submenu allows the user to view customer records .it can be accessed by everyone. The

search function allows quick access to a specific record

UPDATE MODE

It allows the till operator to view and update the system database.

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SECTION D: TESTING AND EVALUATION

testing

The system has to be tested to see if it will produce correct results under normal circumstances,

when supplied with normal data. It also has to be tested with extreme data to see how it will

respond to data at the limits. The system must be tested to see how it deals with incorrect

information. The system is expected to reject incorrect information and should not attempt to

process it.

Abnormal Data

This is data that is meaningless to particular field and therefore should not be entered in the field.

It is data that is not within the expected range or data of the wrong data type. An example

entering letters were numerical data is expected.

Extreme Data

This is data that is at the limits in a field and is also known as borderline data. It is then necessary

to test the system for extreme data to see if the system functions within normal parameters when

supplied with such data.

Standard Data

This is data that is expected to be input within a field under normal conditions.

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Task 1
Modules Saving
Field Name
Validation Data Type check
Purpose To ensure that only text data is entered
Test Data Debra
Expected Results

Task 2
Modules Saving
Field Amount
Validation Presence check
Purpose To ensure the required data is entered in the field
Test Data $3
Expected Results

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Task 3

Modules Creditor record

Field Full name

Validation Presence Check

Purpose To check if the required data has been entered in the field

Test Data Siphathisiwe Mpofu

Expected Results

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Task 4

Modules Saving creditors

Field Next keen

Validation Format Check

Purpose To check if data entered in the field is in the required

format(name,surname,phone number)

Test Data Eugene Moy0715844686

Expected Results

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Task 5

Modules Saving record

Field Surname

Validation Length

Purpose To check if the number of characters entered is less than 24

characters

Test Data Moyo

Expected Results

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EVALUATION OF THE SYSTEM

ACHIEVEMENTS

As the systems designer I managed to design and achieve some objectives which includes the

following;

• I managed to implement an efficient output of data by the use of Dell screenwhich will

make the output a bit clearer.

 Managed to implement a system which have a systems recovery plan, that is backing up

of data in times of loss.

 I managed to implement a system that will increase productivity and reduce paperwork.

 I managed to implement a system that will increase efficiency in operating, reducing time

and running costs.

 I have managed to implement the system’s security by the use of designing the different

access levels.

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LIMITATIONS OF THE STUDY

 The Restaurant manager was a little bit diplomatic in answering my questions.

 The system is very expensive to operate and needs the user of the system to be trained on

the use of the computerised system.

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