Inventory control management Database Project
This project is a factual representation of an inventory control system for on-site high-class restaurant management caring out inside services and outdoor catering services. The company should be one that builds, staffs, and also do the upkeep for corporate kitchens together with the provision of catering services to big and high-class corporate companies. Specifically, this project points out the dining field of restaurants although it is supple enough to be used in other kinds of restaurants and kitchens. This software can be used in many restaurants across different nations globally since it is easy to use. The main focus of the scope of this project is Khalfan’s kitchen and inventory situated in the United Arab Emirates at the group’s central office.
At Khalfan’s kitchen, and the whole food industry as a whole, including the staff of the restaurant and the managers, they only keep track of their inventories manually and by hand. This leaves them with an option of manually counting what they have sold and what is left every day before closing. Order forms must also be filled and delivered to the vendors so that restocking pf the inventory can be done to prepare for the coming days and weeks. These tiresome tasks coupled with other waste valuable man hours and are also costly. With automated inventory software, it will be easier and time-saving (Serrador & Turner, 2015).
A solution to this problem is aimed at developing software that will be efficient enough to keep a full record of the inventory and also update it daily in response to the daily sales at the comfort of your home. Every item of food will be attached to a certain kind of resource or ingredient that is used in its making. When each product is sold the ingredient that is exploited in manufacturing the product is also marked as utilized. Schwalbe (2015) asserts that through the database, the daily changes in the inventory are monitored and recorded.
According to Schwalbe (2015), keeping track of every ingredient is crucial, and the purpose of this database is to link the ingredient to its product, and this will lead to a dependent relationship between the two. After a week, when the inventory goes beyond the set threshold level, the forms for orders by particular vendors will be produced to restock the items needed for the work to continue the following week. The project is also designed in such a way that it can predict the market projection on the basis of expected climate and other events that may have an effect on the sale. At the end of a specific timeframe, maybe a week, the software puts together all the threshold levels, estimations, and other involved factors to produce an order form. The order form then receives verification from the manager and then it is distributed to the vendors all over.
Objectives and Goals of the Project.
Wing et al., (2017), says that most restaurants keep their essential resources requirements list manually. To keep track of their inventory levels, they have to do a calculation of the utilized groceries, calculate and analyze the future requirements and then do in order to their vendors. This process is prone to error and also takes up much time. Any software that will enhance this process would be crucial to the clients and other players.
The main objective of this project is curbing the problem of time wastage and convert the unproductive time into something productive and efficient by eradicating the errors and complications that come with manual storage of data. The project is also looking to uphold a better variety of the items required, increase the turnover of the inventory, reduce and optimize the inventory and also ensure safe levels of the stock to be used every time. The software will be at the forefront of minimizing the cost of storage, lower the cost of insurance and consequently reduce the taxes (Serrador & Turner, 2015).
The project is aimed at providing an efficient platform through which the restaurants will be able to manage their inventories on the basis of the items that are sold. This will be realized by linking each item to its main ingredients on the database. Every day the system will analyze the full amount of the items sold and then consequently remove the proper quantity from the database. The existing accessible resources are compared with the threshold level for every ingredient. If certain ingredients are found to be below the set threshold, the database generates a purchase order form for that item and then delivers it to the administrator who is the manager to approve it. An extra feature called prediction will aid in keeping the record of an event that will come, the predicted climatic changes and other special events that will have a profound effect on the needs of the inventory in the future. The system will be able to do a prediction of the resource required on the basis of these events and the previously captured information and knowledge. An updated purchase order paper will be generated in relation to these predictions (Wing et al., 2017).
Another aim of this project is also to keep a record of the life of the resources on the shelf. The database will be able to notify the manager anytime an item has reached its shelf life and even give the information about the amount of the resource that is near the expiration date. It is crucial to maintaining inventories so that the restaurants will run efficiently and groceries tracked appropriately. Vendors should receive timely orders, and the inventory should be maintained and then updated consistently.
Customers and Stakeholders.
The proposed project is targeting restaurants and the industry of catering as a whole. Such a wide range of field will lead to an equal sphere of development. The project is narrowed to one restaurant and only pays attention to the basic resources that are used in the inventory control of this particular outlet. The project will be designed based on the data available at Khalfan, but when applying the project, it will be easier to project it to a large field of the whole catering industry around the globe.
The targeted industry has a lot of other software that is crucial and working but does not have a database for managing the inventory. This software is able to project from large dinings to the small restaurant that is owned privately. This software is also specific to its domain; it can run off recipes which are able to produce the ingredients that are needed. The inventory also is updated on the basis of the sales made on those recipes. This feature is crucial because it directs the product towards the target field and presents it in a more appealing way especially for those who want to solve a certain problem.
My client is the corporate restaurant, private owners of restaurants and the catering company as a whole. Although this product can be applied in a wide range of catering field as stated earlier, it is important to know that focusing on a particular business gives room to collect the most exact and consistent data. A company like Khalfan is a perfect client since the staff many corporate kitchens around the United Arab Emirates. A company such as this which covers a large scale can be ideal in utilizing the software to every kitchen. They are tasked with hence reducing the costs by a significant amount (Serrador & Turner, 2015).
The client is able to customize the database as provided by the software so that it can be able to suit whatever their kitchen needs. A variance occurs in the type of recipes, the kind of vendors and their behavior in the ordering of products and also the threshold levels. The software offers a common product that is easy to customize at the smallest scale possible. The client may also need to add the number of licenses they have or even have a corporate subscription that will give them the authority to utilize the software in a number of kitchens. The software also provides for clients who would like to have one license just to appeal to the restaurants that are tasked with only one inventory for goods.
The sole users of this software will be the management of the kitchen and the staff. The management will have the authority to approve orders, provide information to vendors, upload recipes and be able to set the level of thresholds. These tasks will only need to be set once, and that is all. There will be an option to add, remove or update the data which will be well implemented. After taking the first step, the software will not require anything more than the approval of orders to be sent out on a weekly basis, reducing the stress that the management goes through when trying to ensure that the right amount of inventory is available.
The kitchen staff will be tasked with updating the number of items sold out daily. Every day, the register will print out the items used and quantify every product that was sold. Instead of doing the subtraction of these amounts from the inventory manually, they will feed the sold amounts into the software, and it will do all the calculations for them. The data will be stored for future use in the prediction feature.
Maintaining a perpetual inventory system is one of the most critical deliverables. According to Overbeek & Hoes (2018), It is essential to design software that can keep a constant track of the amount and the value of every item that is stocked. Many restaurants need to keep a record of their items and be able to value them. The software will be made in such a way that the manager will be able to keep a record of the ingredients while keeping the service rates high. The software will be highly optimized to enhance these operations and processes.
Inventory turnover ratio is another important deliverable. Turn over ratio is employed in calculating how quickly an inventory can be used or “turn over” in a certain period of time. The efficiency of the software enhances the ratio, and shorter shelf life of an inventory can be realized. Having a shorter shelf life is important since it leads to an increase in the volume of sales and also enhances the profitability for small restaurants which had lower profits. The inventory turnover should be monitored closely for every product on the shelf. Sometimes, during the lifetime of a product, the demand for that product or ingredient will diminish and lead to variance in the supply chain. The software should be able to keep the track record of the demand patterns of an item in order to make sure that top up controls are precise and improved (Klitsi et al., 2017).
The software should meet the ABC analysis and ABC classification requirements. Any manager understands the importance of ABC analysis and ABC classification and would never use a software that does not conform to its requirements. The fastest moving items in the inventory should be given the first priority. Any product that its demand has decreased as time moves on should be moved backward in the inventory in order to give room for the items that have a high turn over or for any new item that has high demand. The software should offer a large platform where these items can be paraded and optimized to maximize the selling (Overbeek & Hoes, 2018).
This project will be carried within a period of three months which will include intensive working, development, and testing of the software. The initial thing will be project selection. We will discuss the project with the stakeholders and let them give me the deliverables which they know will be beneficial to the restaurant during this meeting the scope of the project and the desired outcomes will be discussed. After this, I will decide if the project will be realistic and if it will be achieved according to the time, money and scope of the stakeholder.
I will take two weeks to plan the project. I will plan the project scope according to the provisions of the stakeholder. I will decide on the budget, set important timelines of achieving different achievements and then identify the available resources and any setbacks that will be encountered on the way. After this, I will have to verify if the resources are available and also examine the kind of expertise needed to realize the project on time. In the course of the planning time, I will also examine possible plan changes and put down the plans of the project in writing so that I can clarify the roles, project deadlines and responsibilities.
After planning the project, I will now roll out the project and start its execution. I will master my timelines and even set up possible individual deadlines. I will take short term assignments according to the plan of the project. I will also ensure a good communication relationship with the stakeholders to make sure I am in line with their requirements and specifications.
I will continue monitoring the project timeline, the plan of the project and also evaluate my performance. I will also hold meetings with the stakeholders so as we can review the project together and also deliver performance reports periodically. I will also present the constraints that affect the project success and the setbacks experienced in the course of project executions so that necessary adjustments can be made to the plan of the project. After three months I am supposed to hand over a fully working software to the stakeholders. I should have met all the objectives stated by the client. A final meeting for the presentation and review of the project will be done. The stakeholders will examine the deliverables and approve if they have been achieved to their satisfaction.
The cost involved in this project will cover the cost of the hardware and software materials needed, project approval steps required, the cost of processing the receipt, the cost of the incoming and any approval steps that will be necessary to set the project moving. In manufacturing the software, the cost would need the stakeholder to take charge, and this cost will include handling of the project, buying of the necessary hardware and software according to the specifications. Xie (2016), says that there will be a direct cost. The direct cost will consist of the salaries for the members that I will recruit to help me. Buying of particular materials and supplies and other equipment that will be essential for the success of the project, and transport cost will also be treated as a direct cost. The direct costs will be taken care off by the stakeholders.
Indirect cost will also be incurred. Cost for product and services that will be needed for the success of the project will be so difficult to subdivide and allocate to the stakeholders. Rent, furniture costs, and general supplies, fixtures and equipment are some of the items I will be required to take care of. I will need an office where I will carry my project development and also somewhere where the client can easily assess me. The restaurant may choose to give me an office within their place. Since no clear records are specifying the dollar amount out of the summed-up rent especially for the time I take in the office working on the restaurants’ project, the office given will always be considered as an indirect cost of the project (Holmboe et al., 2016).
General and administrative cost will not be accrued. This type of cost deals with the staffing and hiring of a team. Throughout the development of this project, I will not hire anybody although I will be asking for help and guidance on places where I may require clarification from my fellow professionals. The main aim of failing to have a team is to reduce the production cost of the software.
The efficiency of the software may be tampered by the system set up failing to be user-friendly. Kendrick (2015), says that sometimes it is possible to design software and later realize that the system set up is not friendly to the user and it is even tiresome. I am willing to take this risk, but I will provide a simple guide that will guide both the physical process and also the documentation course. The system process will also be developed with strict adherence to the requirements of the client. Although sometimes the development of a system may be to conform with the setup of the system which mostly exists in some common form, I will design a system that conforms to the business at hand. The developer of software may deliver what the client wants, but the system may be hard for the client.
A poor system that does not conform to the kind of work designed for leads to inefficiency in the delivery of services. The system may lack essential features to carry on with certain processes or even have lengthy and tiresome process which can delay the process of service delivery. Lack of some reports, loops, and bugs that are crucial in the system mostly causes the ns teams to find loopholes to go past the processes of the system and execute the work, leading to poor service delivery and ineffective inventories. Although these risks are there, the functioning of the inventory system is dependent upon the strategies that the company has put on the inventory management (Sadgrove, 2016).
Staying on Track
According to Kerzner & Kerzner (2017), staying on track, requires one to do research on the level of the inventory to be conducted. I should also be able to know who will carry out the inventory in the chain of supply so that I can make crucial decisions that will enhance my software development. Use of technology is also necessary as the processes are advancing daily. Management of inventories is a process that is going on and changing every day. To produce a better working system processes and physical operations, being active in the participating in management and also fostering a continuous advancement in every process and systems that are used in the management of inventory will help me to keep on track.