Retail Data Management System
This retail business was using paper-based data management system. It records
transaction details, supplier information and other information with paper, which is
inefficient. So we are going to build a database system that handles many tasks
efficiently.
1. How many customers and users are there in the selected organization?
Our retail organization holds approximately 1000 customers on a regular basis, with variations
depending on seasonal trends and promotional activities. Internally, there are 20 users
comprising employees across departments such as sales, inventory management, accounting, and
customer service.
2. What is/are the challenges of existing data handling of the organization, limitation of
the current system?
The current paper-based system poses several challenges to ineffective data handling.
Primarily, manual data entry is prone to errors and inconsistencies, leading to inaccuracies in
records, retrieving information is time-consuming, requiring physical searches through files and
documents, sharing information across departments is inefficient, often leading to
miscommunication and delays in decision-making.
Additionally, the lack of real-time data accessibility hampers the organization's ability to respond
promptly to customer demands and market trends.
3. Can you describe how the data is managed (stored, organized, searched, retrieved,
deleted, generate report?
With the implementation of a database system, data will be stored electronically in a
centralized repository, in cloud if possible. It will be organized into structured tables, allowing
for efficient storage and retrieval.
Users will have access to a user-friendly interface in the DBMS where they can input, search,
retrieve, and delete data as needed. Reports can be generated automatically using built-in
reporting tools (in the DBMS or using code), allowing for customizable analysis of sales
performance, inventory levels, financial metrics, and other necessary information.
4. How can you measure the benefit of replacing existing systems by using a database
system?
The benefits of replacing the existing system with a database system can be measured through
various metrics, including:
• Reduction in data entry errors and duplication
• Improvement in data accuracy and consistency
• Increase in operational efficiency and productivity
• Faster access to real-time information
• Enhanced collaboration and information sharing across departments
• Reduction in manual effort and time spent on data management tasks
5. Can you mention list of business requirements and expectation of the database
project?
• Centralized storage and management of all retail-related data
• User-friendly interface for easy data entry and retrieval
• Integration with existing systems such as POS terminals and inventory management
software
• Customizable reporting capabilities for detailed analysis
• Stronger security measures to protect sensitive data
• Scalability to accommodate future growth and expansion
6. Describe the collection of related tables/records managed, stored, maintained, and
frequently manipulated in the organization.
The organization will manage several tables/records including:
• Customer data, such as contact information, purchase history, and preferences
• Product inventory, including item details, quantities, prices, and supplier information
• Supplier records, comprising contact details, pricing agreements, and delivery schedules
• Financial data, including sales transactions, revenue, expenses, profit margins, and cash
flow statements
• Employee information, such as schedules, performance metrics, and payroll records
• By addressing these points, the organization can effectively identify the challenges of its
existing data management practices and lay the groundwork for a successful transition to
a database system.
Group Name ID
1. Amanuel Yosef ets0139/15
2. Anna Abdiyu ets0154/15
3. Amir Abdela ets0143/15
4. Ashenafi Mulugeta ets0173/15
5. Ayanaw mengesha ets0180/15
