Scribd
Upload
31 views3 pages

YFCMS Project Data Gathering Guide

The document outlines a data gathering instrument for the YFCMS Project aimed at understanding workflows, identifying pain points, and defining requirements for the Yetebaberut Food Complex Management System. It includes targeted questions for various roles such as Sales Clerk, Store Manager, Production Coordinator, and General Manager, focusing on transaction flow, inventory management, production efficiency, and reporting needs. The goal is to enhance operational efficiency and address current manual system challenges.

Uploaded by

ramedancs
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
31 views3 pages

YFCMS Project Data Gathering Guide

The document outlines a data gathering instrument for the YFCMS Project aimed at understanding workflows, identifying pain points, and defining requirements for the Yetebaberut Food Complex Management System. It includes targeted questions for various roles such as Sales Clerk, Store Manager, Production Coordinator, and General Manager, focusing on transaction flow, inventory management, production efficiency, and reporting needs. The goal is to enhance operational efficiency and address current manual system challenges.

Uploaded by

ramedancs
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Data Gathering Instrument: YFCMS Project

Objective: To understand the current workflow, identify pain


points, and define requirements for the Yetebaberut Food
Complex Management System.

Part 1: For the Sales Clerk / Cashier


Focus: Transaction flow and manual errors (Guideline #2 & #6).
1. Workflow: Can you walk me through the steps of a single
sale? (From customer request to payment).
2. Tools: What physical documents do you use? (Receipt
books, sales ledgers, calculators).
3. Accuracy: How often do you find errors in the manual
calculations at the end of the day?
4. Verification: How do you verify if a specific product (e.g.,
Ottima Flour) is actually in the warehouse before
promising it to a customer?
5. Requirement: What is the one thing you hate most about
the current manual system?

Part 2: For the Store / Inventory Manager


Focus: Resource tracking and stock management (Guideline #5
& #9).
1. Categories: What are the main categories of items you
track? (Raw materials like wheat vs. finished goods like
biscuits).
2. Attributes: When you receive a new batch of flour, what
specific information do you write down? (Batch No, Expiry
Date, Weight, Supplier Name).
3. Re-ordering: How do you decide it is time to buy more raw
materials? Do you have a "minimum level" alert, or is it
just by looking at the shelves?
4. Damage/Loss: How do you record items that are damaged
or expired?
5. Communication: How do you inform the sales team when
new stock arrives?

Part 3: For the Production Coordinator


Focus: Transforming raw materials into finished goods
(Guideline #8).
1. Production Log: How do you record how much flour
was used today and how many packs of macaroni
were produced?
2. Efficiency: Is there currently any way to track "waste"
or "loss" during the production process?
3. Hand-off: What is the process of moving finished
products from the factory floor to the sales
warehouse?

Part 4: For the General Manager / Admin


Focus: Security, reports, and vision (Guideline #1, #10 &
#11).
1. Decision Making: What kind of reports do you need
to see every week/month to know if the business is
profitable?
2. Security: Who should be allowed to change product
prices or delete transaction records?
3. Future Growth: If we build this system, what new
feature would help Yetebaberut beat its
competitors? (e.g., loyalty points, bulk-buyer
discounts).
4. Infrastructure: Is there a dedicated room where we
can keep a central server computer?

You might also like