JOMO KENYATTA UNIVERSITY OF

AGRICULTURE AND TECHNOLOGY

SCHOOL OF COMPUTER SCIENCE AND INFORMATION TECHNOLOGY

Department of Information Technol
School Of Open, Distance And eLearning (SoDeL)

SHAKRINA GENERAL SUPPLIERS LIMITED

WEBSITE DIPLOMA PROJECT
SYSTEM ANALYSIS AND DESIGN

TITLE: ICT PROJECT II; WEBSITE DESIGN PROPOSAL

UNIT: DIT 0402; ICT PROJECT II

COURSE: DIPLOMA INFORMATION TECHNOLOGY

YEAR 2, SEMESTER 2

PRESENTED BY: OSAMA ATHMAN ABOUD REG. NO SCT121-D1-0012/2023

SUPERVISOR: DR. DENNIS KABURU (PHD)

A System Analysis and Design for the above project proposal submitted to the Department of Computing and
Information Technology in the Institute of Computer Science and Information Technology in partial fulfillment
of the requirements for the award of the Diploma of Information Technology in the School of Open, Distance
and eLearning at Jomo Kenyatta University of Agriculture and Technology.

Sept. 2024
Introduction and background of the study
The technology today plays a vital role in our society. It makes man work easier, fast and more precise.
It minimizes error of work by using computer machines. It reduces costs to an organization from paper works
up to computerized working system. Almost all manual transactions can be computerized by developing software
products or computer systems to make work easier, efficient and well organized.
Information technology can develop a company and organizations software for the improvement of
product and service quality, to reduce costs, increase productivity in smallest time possible, and communication
between employees and to make things with lesser effort but having a better output and even improve company
morale.
By having computerized system, the cost during enrollment will be cut down and much effort will be
reduced and the time consumed will be minimize and the work will be more accurate.
All processes are currently managed manually by employees, which is inefficient for a growing supply
business with an expanding client base. This manual system leads to challenges, such as loss of customer data,
misplaced order lists, inventory errors, and supplier records, which can severely disrupt operations. If this
continues, it could slow down order fulfillment, resulting in delayed deliveries, unsatisfied customers, and missed
business opportunities.
Computerize Sales and management System must be implemented in this company. It is a convenient
way of storing and retrieving information of a sold product or a service provided to the clients. The proposed
system for the said company provides a quick way of finding record of sales. The user can use this system in
order for their work to be done faster and it can lessen the processing time because of its user-friendly features.
I will develop a system which can minimize the time in order to access on the records of the sales, as this
process will be much faster than the manual system.

Problem Definition
In this part of study, problems of the manual or existing system in Shakrina General Suppliers Limited
are discussed.
Shakrina General Suppliers Limited has manual or traditional book keeping and sales management
system. This manual system has problems such as storing data, retrieving records, sorting records and many
other errors. These are the main problems of a manual sales and book keeping management system:
➢ It takes time to retrieve any business record
➢ Inaccuracy of data recording
➢ Losses of sales data
➢ Unorganized collection of data
➢ Limited space of Storage of data

As a result of all these problems encountered by the management of the company administration, the
customers may be not satisfied and the reason why other customers are not willing to do business on this company
is because of its performance. Implementing of the SMS website or company`s Computerized System is the easy
way to solve the different problem defined.
Proposed solutions
To address the identified issues, we propose the development of an automated Supply
Management System (SMS) for Shakrina General Suppliers Limited. This system will:
• Streamline order processing by automating entry, validation, and updates.
• Enable real-time inventory tracking to prevent stockouts and overstocking.
• Improve data accuracy and speed of operations, reducing manual errors.
• Generate reports for improved decision-making regarding stock levels, supplier
performance, and order status.

System Analysis and Design (SAD)

1. Identification of SAD methodology:
For this project, the Object-Oriented Analysis and Design (OOAD) methodology will be used. OOAD provides
a structured approach focusing on modeling the system using objects, ensuring that the design reflects the real-
world entities and their interactions.

2. Analysis of collected data using the selected method:

The OOAD method was employed to gather requirements through interviews with potential users, surveys, and
research into similar web-based systems. The data indicated the need for an efficient, scalable, and user-
friendly system capable of managing sales and customer interactions for the website project.

3. System requirements specification (Software Specification):

The system should support the following features:
• A user-friendly interface for customers and administrators.
• Integration with a payment gateway.
• Realtime inventory tracking.
• Responsive design for mobile and desktop users.
• Reporting tools for sales and customer data analytics.
4. Design of system according to requirements specified:
a) Logical Design:
The system's data flow includes customer input through web forms (e.g., purchase requests), processing in the
backend (e.g., inventory updates), and output (e.g., confirmations, receipts). The abstract design also includes
data validation and security layers to ensure safe transactions.

b) Physical Design:
Input Requirements: Customers will provide inputs like product selection, quantities, and payment details
through forms. Admins will input inventory data.
Output Requirements: Customers receive order confirmations, while admins get real-time reports on inventory
and sales.
Storage Requirements: Data will be stored in a secure database with online cloud support. Customer
information, sales history, and inventory data will be stored.
Processing Requirements: Orders will be processed by verifying inventory levels, calculating costs, and
updating the system. Payment validation will happen through integrated third-party gateways.
System Control and Backup or Recovery: The system will have an automated daily backup process to ensure
data is recoverable. Access control mechanisms will be implemented to safeguard the system.

c) Physical design must include:

User Interface: The interface allows users to browse products, make orders, and receive updates. Admins will
have a dashboard for managing products and sales.
Data Design: Data will be structured into categories such as customers, products, orders, and transactions.
Secure encryption methods will protect sensitive data like payment details.
Process Design: Data flows from user input, through validation and processing, to output as feedback (order
confirmation). This ensures data is validated and securely transmitted to relevant sections.
5. Current manual system vs. proposed computerized system
Data flows
Process Current manual system Proposed Computerized System
Order Processing Orders are recorded Orders are entered into the
manually in order books system and tracked in real-time
and tracked via phone calls. with status updates.
Inventory Stock levels are recorded Inventory is updated
manually and checked automatically with each order,
periodically. and alerts are generated for
restocking.
Sales Reporting Reports are created Reports are generated
manually by tallying data automatically, with real-time
from order books. data on inventory and sales.
Customer Information Customer details are noted Customer profiles are stored
in a ledger book. digitally, with order history and
contact information.
Order Fulfillment Orders are packed and Order fulfillment is automated,
processed based on written with picking lists generated by
records. the system.
Data Storage All records are kept in Data is stored securely in a
paper format, which is digital database with regular
prone to damage and loss. backups.
System Backup & Recovery No backup; records can be Automated backups ensure data
permanently lost in case of recovery in case of system
fire or damage. failure.

6. Scope and limitation

a.) Scope
➢ This system is intended for the sales and management processes of the Shakrina General Suppliers
Limited
➢ This also covers the collection of the sales section and status of the customers ‘orders,
which includes the printing of reports of list of customers.
➢ The System will provide storage of sales of all products or services at the end of the month or year.

b.) Limitation
➢ The system will not include accounting services.
➢ Only the administrators can access the database and the personal information of the customers.
➢ This system will be working as a website application.
➢ This system is a Web-based application.
➢ The system does not include the Computation and integrations of the taxes.
Benefits
The computerized SMS system enables the company`s staff to keep information about customers, sales
and services offered per any specific period with just a click of the mouse and hence, save time and energy. It
also enables the customers to buy products or request for a service without having to visit the company`s store
in very short period of time.
SMS System is a good example of a computer-generated process. This can lessen the workload and
provides accurate information needed of the company. As a result, it will benefit not only the customers but also
the company`s administration and management.