I.

INTRODUCTION
A. OVERVIEW OF THE SYSTEM
### Overview of the New Supermarket Management System

The proposed supermarket management system is designed to modernize operations and

enhance customer experience by addressing key challenges in inventory management, data
management, and cybersecurity.

### Key Objectives

1. **Efficient Inventory Management**: The system will implement real-time tracking and
automated reordering to minimize stockouts and overstocking, while demand forecasting will
help better align inventory with customer preferences.

2. **Robust Data Management**: It will enable effective data collection and analysis, providing
insights into sales trends and customer behavior. This will support data-driven decision-making
and targeted marketing strategies.

3. **Enhanced Cybersecurity**: Advanced measures such as data encryption and multi-factor

authentication will be included to protect sensitive information and ensure customer data
security.

### Integration and Usability

The system will integrate seamlessly with existing point-of-sale systems and feature a user-
friendly interface, allowing employees to navigate easily with minimal training.

### Conclusion

Overall, the new supermarket management system aims to improve operational efficiency and
customer satisfaction by focusing on inventory optimization, data utilization, and cybersecurity.
This comprehensive approach will help the supermarket thrive in a competitive retail
environment.

II.BUSINESS NEEDS ASSESSMENT

A.CURRENT CHALLENGES
Inefficient Inventory Management
1.Inaccurate Inventory Records:
Problem: Discrepancies between recorded and actual stock levels can lead to stockouts or
overstocking.
Impact: This results in lost sales, increased holding costs, and customer dissatisfaction.
2.Manual Processes:
Problem: Relying on manual tracking and documentation is time-consuming and prone to errors.
Impact: This can lead to inefficiencies and mistakes, such as incorrect stock counts or
misplaced items.
3.Demand Forecasting:
Problem: Inaccurate demand forecasting can lead to either excess inventory or stock shortages.
Impact: This affects cash flow and can result in unsold perishable goods going to waste.

Data Management Challenges

1.Data Accuracy:
Problem: Inaccurate or outdated data can compromise decision-making.
Impact: This can lead to poor inventory management, incorrect pricing, and ineffective
marketing strategies2.
2.Data Integration:
Problem: Challenges in integrating data from various sources.
Impact: This can result in incomplete data analysis and hinder the ability to make informed
decisions3.
3.Data Security:
Problem: Protecting sensitive customer and business data from breaches.
Impact: Data breaches can lead to financial losses, legal issues, and damage to the
supermarket’s reputation3.
Cybersecurity Challenges
1.Phishing and Social Engineering:
Problem: Employees may fall victim to phishing attacks.
Impact: This can lead to unauthorized access to sensitive information and financial losses.
2.Ransomware Attacks:
Problem: Cybercriminals may use ransomware to lock down systems and demand payment.
Impact: This can disrupt operations, lead to data loss, and incur significant recovery costs.
3.Weak Passwords and Authentication:
Problem: Use of weak passwords and lack of multi-factor authentication.
Impact: This makes it easier for attackers to gain unauthorized access to system.
4.Insufficient Security Measures:
Problem: Lack of robust security protocols and regular updates.
Impact: This increases vulnerability to cyber attacks and data breaches.
Addressing these challenges requires a combination of technology, best practices, and
continuous monitoring to ensure efficient operations and robust security.

B.STAKEHOLDER INTERVIEWS
1. Interview with Inventory/Stock Manager
Objectives: Understand current inventory management practices, challenges, and potential
areas for improvement.
Sample Questions:

● What are the primary challenges you face in managing stock efficiently?
● How do you track inventory levels currently? Are there any bottlenecks?
● How often do stockouts or overstock situations occur, and what impact does that have?
2. Interview with IT Department or Cybersecurity Specialist

Objectives: Gather insights into data management practices, security measures, and
challenges.

Sample Questions:

● What data management systems are in place, and are they integrated with inventory
systems?
● How do you secure customer data and inventory data against cybersecurity threats?
● Have there been any past data breaches or security incidents? What were the causes?

3. Interview with Store Manager or Operations Manager

Objectives: Explore overall operational impacts of inventory and data management

inefficiencies.

Sample Questions:

● How does inventory management affect daily operations? What challenges are
recurring?
● How do inefficient inventory practices impact customer satisfaction and store
performance?
● What processes or technologies do you think would help improve inventory tracking and
accuracy?

4. Interview with Cashiers and Front-line Staff

Objectives: Gather perspectives on how inventory and data management issues affect
customer-facing roles.

Sample Questions:

● Do you often encounter out-of-stock items when helping customers? How do you handle
it?

5. Interview with Customers (if possible)

Objectives: Understand the impact of inventory and data management issues from a customer
perspective.

Sample Questions:

● How often do you find items out of stock? How does this impact your shopping
experience?
● Are you satisfied with how quickly items are restocked?
 ● Are you concerned about the security of your personal information, such as for loyalty
programs?
● Have you experienced any issues with incorrect pricing or inventory mismatches at
checkout?
● What suggestions do you have for improving the availability and security of products?

6. Interview with Supply Chain/Logistics Partners

Objectives: Learn about inventory and data management challenges from the perspective of
suppliers and logistics partners.

Sample Questions:

● How does the supermarket’s inventory management system impact order fulfillment or
delivery?
● What are the common challenges in coordinating stock levels and deliveries with the
supermarket?
● Are there any data-sharing issues that affect accuracy or timing of deliveries?
● What improvements could be made to streamline the supply chain and inventory data
exchange?
● Do you feel that cybersecurity practices are sufficient when sharing data with the
supermarket?

7. Interview with Senior Management

Objectives: Understand strategic concerns related to inventory inefficiencies and data security
risks.

Sample Questions:

● How have inefficient inventory management and data security issues impacted the
business financially?

III.EXISTING SYSTEM EVALUATION

A.ASSESMENT OF CURRENT SYSTEM

Features and capabilities

1. 1. Inventory Management
Basic Stock Tracking: The system provides manual or semi-automated stock updates, leading
to potential inaccuracies and delays.

No Real-Time Monitoring: Inventory updates occur after sales transactions but do not reflect
real-time stock levels.

Limited Reordering Capabilities: Does not automatically generate purchase orders for low stock,
relying on manual checks.

No Expiry Date Alerts: Fails to track perishable items effectively, increasing the risk of expired
stock on shelves.

Minimal Forecasting: Lacks predictive tools to analyze trends and anticipate demand, often
resulting in overstocking or stockouts.

2. Data Management

Transaction Records: Stores basic sales and transaction data but in fragmented databases,
making it hard to analyze holistically.

Limited Reporting: Offers only simple reports on stock levels and sales without deeper insights
into trends or customer behaviors.

Data Silos: Data is scattered across various systems, leading to inefficiencies in consolidating
and analyzing information.

No Advanced Analytics: The system cannot process large datasets to generate actionable
insights for inventory optimization or strategic planning.

3. Cybersecurity

Basic Access Control: Relies on password-protected accounts but lacks modern multi-factor
authentication.

No Data Encryption: Data is not encrypted, leaving sensitive information vulnerable to breaches.

Limited Security Monitoring: Does not track user activity or system access logs, making it
difficult to detect unauthorized actions.

Outdated Security Measures: Lacks proactive vulnerability management, exposing the system
to evolving cybersecurity threats.

User Feedback
Inventory Issues

1. Stockouts
Customers: Stockouts are a frequent frustration, especially for essential or high-demand
items. Customers often leave disappointed or switch to competitors when products are
unavailable.
 Employees: Employees face increased complaints from customers and spend extra time
checking availability or suggesting alternatives. This also disrupts workflow and
productivity.
Management: Stockouts result in lost sales and customer dissatisfaction, impacting
overall revenue and brand loyalty.
2. Overstock and Freshness

Customers: Customers are concerned about the freshness of products, particularly

perishables. Overstocking often leads to discounted or low-quality items on display,
which affects trust in the supermarket’s standards.

Employees: Overstocking creates storage challenges, making inventory management

cumbersome and increasing the risk of waste from expired products.

Management: Overstocking increases costs related to storage, handling, and

markdowns on unsold items. Freshness issues damage the supermarket’s reputation
and reduce customer satisfaction.

3. Seasonal Availability

Customers: Customers expect seasonal products to be available at the right time but are often
disappointed by delays or insufficient quantities, leading them to seek alternatives elsewhere.

Employees: Employees struggle to address customer inquiries about seasonal stock availability,
as the system lacks accurate information or timely updates.

Management: Seasonal products are either understocked, resulting in lost sales, or overstocked
after the season, leading to unnecessary markdowns and waste.

Checkout and Data Accuracy

Customers are frustrated by pricing errors, which cause confusion and delays, reducing trust in
the supermarket. They find loyalty programs outdated and unengaging due to irrelevant rewards
and complex redemption processes. Additionally, the lack of personalized recommendations
leads to dissatisfaction, as customers expect tailored offers based on their preferences.

Employees face increased workload from handling complaints and resolving disputes about
pricing and loyalty rewards, slowing service and causing delays at checkout.

Management struggles with damaged customer trust, inefficiencies in loyalty programs, and
missed opportunities to enhance customer engagement and sales due to system limitations.
Addressing these issues is essential to improve satisfaction and loyalty.

Data Privacy and security concerns

1.Personal Data Safety Customers: Many customers are concerned about the safety of their
personal information, such as payment details and contact data. They fear data breaches and
misuse of their information, leading to reduced trust in the supermarket's systems.
Employees: Employees face frequent questions from customers about how their data is
protected. A lack of clear communication tools or protocols makes it difficult to reassure
customers effectively.

Management: The management acknowledges the need for stronger data protection measures,
as breaches or perceived vulnerabilities could harm the supermarket’s reputation and lead to
legal liabilities.

2. Transparency

Customers: Customers feel that the supermarket lacks transparency about how their data is
collected, stored, and used. They want clear, accessible information on privacy policies and
assurances that their data won’t be shared without consent.

Employees: Employees struggle to explain data policies due to unclear guidelines, which can
frustrate customers and lead to mistrust.

Management: Management recognizes that insufficient transparency creates a negative

perception of the supermarket’s data practices and risks eroding customer confidence.

Appropriate SDLC Methodology

Agile Methodology
Justification
 Flexibility and Adaptability: Agile embraces change, allowing teams to adjust plans and
priorities as needed through iterative cycles.
 Frequent Testing and Feedback: Regular testing and stakeholder feedback are integral,
ensuring continuous improvement and early issue resolution.
 Customer-Centric Approach: Agile keeps customers engaged throughout the development
process, prioritizing their needs and feedback to create a product that truly meets their
expectations.
 Focus on Product Quality: Quality is maintained through continuous testing, code reviews,
and iterative refinement, ensuring high standards at every stage.
 Faster Time to Market: Agile’s iterative process and prioritization of critical features enable
faster delivery of functional product increments, accelerating the time to market.

IV SYSTEM REQUIREMENTS
AFUNCTIONAL REQUIREMENTS
1. Inventory Management

Real-Time Stock Tracking: The system should monitor stock levels in real-time, updating
quantities automatically after every transaction.
Automated Reordering: It should generate purchase orders for restocking items when inventory
falls below predefined thresholds.

Expiry Date Alerts: The system should track perishable items and notify staff about upcoming
expirations to minimize waste.

Demand Forecasting: Utilize predictive analytics to forecast inventory needs based on historical
sales data and seasonal trends.

Stock Categorization: Organize inventory into categories for easier tracking and reporting (e.g.,
perishable, non-perishable).

2. Data Management

Centralized Data Storage: All data, including inventory, sales, and customer information, should
be stored in a centralized database for easy access and analysis.

Advanced Reporting: Generate detailed reports on sales trends, inventory turnover, and
customer preferences to aid decision-making.

Data Integration: Seamless integration with other systems, such as point-of-sale (POS), supply
chain, and accounting software.

Customer Profiles: Maintain detailed customer profiles, including purchase history, preferences,
and loyalty program data.

3. Cybersecurity

Data Encryption: Secure sensitive data, such as payment and customer information, with
encryption both at rest and in transit.

Access Control: Implement role-based access to restrict unauthorized access to sensitive

system functions and data.

Multi-Factor Authentication (MFA): Require MFA for employee logins to enhance security.

Activity Logs: Maintain logs of user activities to monitor system access and identify potential
breaches.

Regular Security Updates: Include mechanisms to apply security patches and updates as
threats evolve.
B NON-FUNCTIONAL REQUIREMENTS
1.Performance
System Speed: The system should process inventory updates, sales transactions, and report
generation in under 2 seconds.
Scalability: The system must handle a growing number of transactions, inventory items, and
users without performance degradation
2. Security
Data Protection: Use encryption to secure sensitive data, such as customer information,
payment details, and inventory data.
Compliance: Adhere to data protection laws and industry standards, such as GDPR or PCI
DSS, to protect customer privacy and ensure legal compliance.
3. Usability
Intuitive Interface: Design a user-friendly interface that requires minimal training for employees
to operate.
4. Reliability
Error Handling: The system should detect, log, and recover from errors without impacting
critical functionalities.
Backup and Recovery: Include automated daily backups and a recovery process to prevent
data loss in case of failures.
5. Maintainability
Modular Design: Use a modular architecture to simplify system updates, feature additions, and
debugging.
Support and Updates: Ensure regular updates and provide 24/7 technical support.
6. Compatibility
Integration: Seamlessly integrate with existing systems like POS, supply chain, and accounting
software.
7. Efficiency
Resource Optimization: The system should efficiently utilize hardware and network resources
to minimize costs.
Energy Efficiency: Ensure the system is optimized for minimal power consumption on
hardware.
8. Scalability
Future-Proofing: Design the system to accommodate future expansions, such as new store
locations or additional features.