Web based Stationary Management System

SYSTEM ANALYSIS
System analysis is an important phase of any system development
process. The system is studied to the minute details and analyzed. The system
analyst plays the role of an interrogator and dwells deep in to the working of the
present system. In analysis, a detailed study of these operations performed by a
system and their relationships within and outside the system is done. A key
question considered here is, what must be done to solve the problem? The
system is viewed as a whole and the inputs to the system are identified. Once
analysis is completed the analyst has a firm understanding of what is to be done.
Todays consumers are more demanding than ever. Customers have more
choices and purchasing channels than ever before and when they interact with
stationeries they want you to know who they are and what they want. To be
competitive in today's demanding multi-channel stationary environment,
stationeries need their stationary management systems integrated to deliver
enhanced customer service across channels while driving growth and increased
revenue.We understand these needs and delivers a cloud-based, multi-channel
stationary management system that brings eCommerce, CRM and marketing,
merchandising and order management, financials, and warehouse management
into a single centrally managed solution.
Our stationary management software and solution is an end-to-end suite
designed especially for multi-channel stationeries and leverages NetSuites
ERP platform for cloud-based enterprise management. Linking every step of
your multi-channel stationeries enterprise gives you real-time visibility into
your entire retail operation, accessible from anywhere at any time.
Rely on a Stationary Management System that is the most
comprehensive on-demand solution for stationary businesses,
providing:

An end-to-end application to manage your entire stationary business
Seamlessly support multiple locations and multiple channels
Powerful e-commerce capabilities
Single view of the customer across all channels
Real-time visibility across your business with role based dashboards
Deep inventory, purchasing and order-management functionality
Robust CRM & marketing tool
Best-in-class accounting and financials
Easy customization for your specific stationary requirements
Access to retail apps for planning, EDI, & tax management
Far lower cost than on-premise stationary management systems.
Stationary is the sale of goods and services from individuals or businesses to the
end-user. Stationaries are part of an integrated system called the supply chain.
A customer purchases goods or products in large quantities from
manufacturers directly or through a wholesale, and then sells smaller quantities
to the consumer for a profit. Stationary can be done in either fixed locations like
stores or markets, door-to-door or by delivery. In the 2000s, an increasing
amount of retailing is done using online websites, electronic payment, and then
delivered via a courier or via other services.
Stationary includes subordinated services, such as delivery. The term
"stationary" is also applied where a service provider services the needs of a
large number of individuals, such as for the public. Shops may be on residential
streets, streets with few or no houses or in a shopping mall. Shopping streets
may be for pedestrians only. Sometimes a shopping street has a partial or full
roof to protect customers from precipitation. Online stationary management, a
type of electronic commerce used for business-to-consumer (B2C) transactions
and mail order, are forms of non-shop stationary.Shopping generally refers to
the act of buying products. Sometimes this is done to obtain necessities such as
food and clothing; sometimes it is done as a recreation activity. Recreational
shopping often involves window shopping (just looking, not buying) and
browsing and does not always result in a purchase.

REQUIREMENT ANALYSIS

Requirements Analysis and Definition is the first stage in the systems
engineering and software development process. This stage breaks down
functional and non-functional requirements to a basic design view to provide a
clear system development process framework. A thorough requirement analysis
process involves various entities, including business, stakeholders and
technology requirements.

Effective requirements analysis includes four types of activity:
Requirements Elicitation: The elicitation activity consists of gathering
information, understanding the sub stationeries, customers need, and
articulating high level requirements.
Requirements Analysis: The analysis activity examines the high level
requirements and determines if they are clear, complete, and free of
contradictions, and then defines the strategy to address these issues.
Requirements Specification: The specification activity defines the
behavior of a system in development and determines the method for
requirements documentation (i.e., natural-language documents, process
models, business definitions, use cases, user stories, or process
specifications).
Requirements Validation: The validation activity involves sessions with
users, stakeholders, and functional experts to determine mitigation and
issue resolution.

EXISTING SYSTEM
1.Inability of modification of data: The managing of huge data in a stationary
effectively and efficiently for efficient results, storing the details of
the consumers etc. in such a way that the database can be modified as not
possible in the current system.
2. Not user friendly:In a stationary the existing system is not user friendly
Because the retrieval and storing of data is slow and data is not maintaine
defficiently.
3. Difficulty in reports generating: Report generating in stationary either no

reports generating in a current system or they are generated with great difficulty

reports take time to generate in the current system.

4. Manual operator control: Manual operator control is there and lead

to a lot of chaos and errors.

5. Lot of paperwork:In a existing stationary system requires lot of paper work

and even a small transaction require many papers fill. Moreover any

unnatural cause (such as fire in the organization) can destroy all data of

the organization. Loss of even a single paper led to difficult situation

because all the papers are interrelated.

6. Inability of sharing the data: In a stationary the data cannot be shared in the

existing system. This means that no two persons can use the same data in

existing system. Also the two departments in an organization cannot

interact with each other without the actual movement of data.

7. No support in decision-making: Existing system of stationary does not

support managerial decision-making.

8. No support in strategic competitive advantage: Existing system of

stationary do not support strategic competitive advantages.
9.Auditing:Auditing is another problem that the stationary industry faces on a
regular basis. Stationary businesses are regularly engaged in competition with
one another, and this competition can create price wars, forcing a need to keep
tight control over inventory and other important data. MetricStream, Inc. notes
that the stationary industry is often faced with inefficient and poor auditing
plans that make competing with other companies difficult. The company notes
that existing auditing systems may be outdated and provide inadequate audits
needed to stay competitive.
10. Economic Challenges:Another area of challenge for the stationary industry
is the economic uncertainty it faces moving forward. The stationary industry as
a whole is largely dependent upon the economic well being of the nation. As the
nation prospers and people have more money to spend, the stationary industry
generally flourishes. However, in more difficult economic times, the stationary
industry is often faced with potential shrinkage. Columbus IT also indicates that
the future uncertainty of global economic markets makes economic planning
difficult in the retail world.
Limitation of existing system:
The earlier experiences have shown that manual monitoring of customers
enquire about their status, Often fails to achieve the desired enquiry, mainly
because of the following reasons:-
> Difficult to keep track of each & every record of the customers.
> Manual preparation of customers lists takes very long time.
> Information anytime & anywhere is not possible
> Lot of paper work
> Manual procedure of providing information is not reliable.
> Maintaining database
> Record entry
> Searching & updating records

DRAWBACK OF EXISTING SYSTEM
After observing the existing system very deeply we find the following
drawbacks and loopholes in the older system.
Every task that is performed in the Hardware shop was totally manual
therefore it was time consuming, as well as there is a chance of human errors in
calculations like repair charges, instalments etc. Hence the system suffers on
accuracy front.
Since every task is manual and a lot of paperwork was performed it proved to
be an extra cost of papers and other office stationary regarding it on the
company.
Along with extra expenditure on papers a storage space is also required to
store files and records.
System lacks very badly in security areas and there is no safety assurance of
secret information. Since everything is in human hands access of data by an
unauthorized person may be possible this is one of the most harmful drawback.
Only single copy of items is maintained so in case of any damage or loss to
data it will be impossible to recover it.
Services as well as Responses are slow and this will be a major point
regarding the competition in the market.
Historic records are not available on a minutes notice if required by customer
or management staff.
This old system is unable to provide a clear and detailed view regarding
performance of company, separate departments and employed staff.
Procedure of ordering spare parts from different vendors are slow as details
are to be searched in huge pile of papers.


PROPOSED SYSTEM
The objective of the system of developing software for maintaining activities is

to remove the drawbacks of the earlier system. As already mentioned, the

company needs a good software to maintain the list of Vendors according to

Project wise, Work Allotment wise and also the billing activities. These details

can be achieved through the development of this software

The features of the proposed system are













educed





1.Easiness in modification of data: The proposed system of stationary

provides managing of huge data effectively and efficiently for efficient
results,

storing the details of the customers, employees etc. in such a way that

the database can be modified.

2. User friendly: The proposed system of stationary is user friendly because

the retrieval and storing of data is fast and data is maintained efficiently.

Moreover the graphical user interface is provided in the proposed

system,which provides user to deal with the system very easily.

3. Reports are easily generated: In a staionary reports can be easily generated

in a proposed system. So any type of reports of stationary can be generated in a

proposed system, which helps the managers in a decisions-making activity.

4. Sharing the data is possible: Stationary data can be shared in proposed

system.This means that two or more persons can use the same data in existing

system provided that they have right to access that data. Also the two

or more departments in an organization can easily interact with each

other without the actual movement of data.

5. No or very few paperwork: The proposed system of stationary either does

not require paper work or very few paper works is required. All the data is

fetched into the computer immediately and various bills and reports can be

generated through computers. Since all the data is kept in a database no

data of the organization can be destroyed. Moreover work becomes very

easy because there is no need to keep data on papers.

6. Support strategic competitive advantage: Proposed system of stationary

supports strategic competitive advantages. Since the proposed systems provide

easiness in reports generating it will provide strategic advantages among
competitors

7. Computer operator control: Computer operator control will be there

no errors. Moreover storing and retrieving of information is easy. So
work can be done speedily and in time.
ANALYSIS OF PRESENT SYSTEM

Before we begin a new system it is important to study the system that will be
improved or replaced (if there is one). We need to analyze stationeries how
this system uses hardware, software, network and the people resources to
convert data resources, such as transaction data, into information products, such
as reports and displays. Thus we should document how the information system
activities of input, processing, output, storage and control are accomplished


FEASIBILITY STUDY


A feasibility study is an evaluation and analysis of the potential of the
proposed project which is based on extensive investigation and research to
support the process of decision making.I have performed the following
feasibility studies for the project Stationary Management System
The feasibility study is carried out to test whether the proposed system is
worth being implemented. Feasibility study is a test of system proposed

regarding its work ability, its impact on the organization ability to meet user

needs and effective use of resources. It is usually carried out by a small

number of people who are familiar with the information system techniques,

understand the part of the business or organization that will be involved or

effected by the project and are skilled in the system analysis and design

process.

The key consideration involve in the feasibility study are:

1. Technical
2. Operational
3. Economic

1.TECHNICAL FEASIBILITY

Evaluating the technical feasibility is the trickiest part of a feasibility study.
This is because, .at this point in time, not too many detailed design of the
system, making it difficult to access issues like performance, costs on (on
account of the kind of technology to be deployed) etc. A number of issues have
to be considered while doing a technical analysis.
Understand the different technologies involved in the proposed system
before commencing the project we have to be very clear about what are
the technologies that are to be required for the development of the new
system. Find out whether the organization currently possesses the required
technologies. Is the required technology available with the organization?

Hardware Requirements:

System :Pentium IV 2.4 GHz.
Hard Disk : 40 GB.
Floppy Drive: 1.44 Mb.
Monitor : 15 VGA Colour.
Mouse : Logitech.
Ram : 256 Mb.

Software Requirements:

Operating system : - Windows 8.
Front End : - ECLIPSE
Coding Language : - JAVA
Back end :- my sql


Clearly the project Web based Stationary Management system is
technically feasible. The reason is chose java is a freeware; it can
be downloaded freely from different sites. So any updating will be
easy.SQL server is very reliable and easy to use. And also the
finished software can easily used by the end user. Technology
exists to develop a system.

2.OPERATIONAL FEASIBILITY:

If the system meets the requirements of the customers and the administrator we
can say that the system is operationally feasible.The proposed system will be
beneficial only if it can be turned into a system which will meet the
requirements of the store when it is developed and installed, and there is
sufficient support from the users
The proposed system will improve the total performance.
Customers here are the most important part of the system and the
proposed system will provide them with a convenient mode of operation
for them.
The proposed system will be available to the customers throughout the
globe.
The proposed system will provide a better market for different dealers.

Hence, the proposed system is operationally feasible.


3.ECONOMIC FEASIBILITY:

The procedure is to determine the benefits and savings that are expected

from a candidate system and compare it with the costs. If a benefit outweighs

costs, then the decision is made to design and implement the system.

Otherwise further alterations are made in the proposed system

1. Manpower cost
2. Hardware and software cost