Team 5 Consultants

Team 5 Consultants
516 High Street
Bellingham, WA 98225

Client Report
Client:

confidential

This is a
preliminary report. Not
prepared for presentation to
the client.

JJs In and Out

Project:
Sales Order System Description and Analysis

Team Number and Members:

Team 5- Sophia Pandey, Jordan Foster,
Sean Brill, Jake Zlotek, and Edward Yiong
Date: 11/11/2014
Table of Contents

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Introduction to JJs In and. Out....................................................................1
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JJs In and Out....................................................................................1
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JJs In and Out Current Information System................................................1
Summary of Store Processes...............................................................1

Customer Sales Transactions...................................................1

Customer Service Transactions................................................2

Management Reporting Regarding Sales..................................2

Context and Level-0 Data Flow Diagrams.............................................2

Data Specifications..............................................................................3
Stores Current Information System Technologies.................................4

SAM4s SPS 520 Touch Screen POS System.........................4

VeriFone Vx 510.....................................................................4

iPad 5 with Square Reader and Square Application..............4

Assessment of the Current System............................................................5

Effectiveness.......................................................................................5
Problems............................................................................................5
Suggested Enhancements...................................................................5
References................................................................................................ 6
Appendix................................................................................................... 6
Appendix A: Data Flow Diagrams.........................................................7
Appendix B: Data Flow Documents....................................................9
Appendix C: Data Specifications.........................................................10
Appendix D: Log of Analyst Teams Interactions with Organization.......10
Appendix E: Thank You Note..............................................................10

Table of Figures

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DFD:
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-0 DFD:
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FIGURE 1. CONTEXT
FIGURE 2. LEVEL

ALES ORDER SYSTEM FOR JJS IN AND OUT ..................................................................................

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ALES ORDER SYSTEM FOR JJS IN AND OUT........................................................................................8

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JJs In and Out

Systems Analysis Report

Client: JJs In and Out
Introduction to JJs In and Out
JJs In and Out
JJs In and Out was established by Jay Chanan in 2006 with its first store located south of
Western Washington University on Douglas Avenue. The stores lease and business rights were
originally acquired from a previous convenience store owner and the store was then renovated to
the Jays liking. In 2012, the business expanded its operations for the first time by introducing a
second store in downtown Bellingham on Holly Street. With the increased space, the downtown
store was able to stock even more products and options, including a deli which serves hot food.
In 2013, the store expanded a second time by acquiring the business rights and lease of another
south campus convenience store. This store was used as an opportunity to increase variety in
products sold by offering a refillable beer growler service. The business prides itself on providing
to the community and offering warm and friendly customer service.
The specific store that is focused on for this report is the original JJs In and Out located on
Douglas Avenue. The customers of this store range from all ages but its key demographic is
college students who live within the vicinity of the store. This business carries a wide variety of
food and beverage items that range from potato chips to frozen dinners and from water to
alcoholic beverages. The store also carries novelty products that include hookahs and hookah
items, which have been in high demand, especially college students. The store is operated by
nine employees that includes one store manager who facilitates duties, scheduling, and report
preparation. While the store manager reports to the owner, the owner will continually step into a
managerial role to assist employees directly. If needed, the owner will even run the registers and
stock items in an attempt to uphold his expected business standards.

JJs In and Out Current Information System

Summary of Store Processes

Customer Sales Transactions

When it comes to purchasing an item at JJs In and Out a customer will make a purchase request
by bringing the item to the till where a cashier will scan the item. The cashier will then make a
payment method request from the customer and the customer will then have the choice to provide
the cashier will one of the following payment methods: credit card, EBT, or cash. If the customer
pays using cash the cashier will provide them with a receipt of the transaction. If the customers
payment method is a credit card then the cashier would use the Square Credit Card System to
process the payment. The cashier would need credit card information from the customer to process
the request. If the request was approved then the cashier would receive a credit confirmation from

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the system and they would then provide the customer with a receipt of the transaction. If a
customers payment method is through the EBT system then the cashier would still input the
information about the purchase into the main till however the EBT Processing system would need a
pin number from the customer for verification. If the pin number and EBT information entered are
accurate then the EBT system would send back an EBT confirmation. The customer also has the
option to purchase a Lotto ticket from the lotto machine. If the customer wanted to purchase a lotto
ticket the cashier would request age verification information from the customer and they would put in
the information for the lotto ticket request. If the information was correct then the customer would be
provided with a receipt of their transaction. (Please see Appendix A for the Context DFD and Level0 DFD that also illustrate these processes.)

Customer Service Transactions

JJs In and Out has no other services at their stores other than sales transactions and all stores have a
strict no return policy. If there is an error in handling the transaction (e.g. transaction total was wrong
amount) then the employee working would return any money given and restart the transaction. The
previous transaction data that would have been saved within the register data store if the transaction was
processed would be deleted by the employee with a simple push of a Cancel button. Similarly, if an
employee accidentally scans an item twice, he/she can Void the transaction which deletes the specific
item from the transaction total. All Cancels and Voids are reported on both the X and Z Reports which
are printed by the store manager and given to the business owner as a total in money canceled and
voided.

Management Reporting Regarding Sales

When it comes to the manager of JJs acquiring the X and Z reports at the end of each day there
are two methods which are most commonly used. First method which is used most of the time is
having the printed out reports locked in a safe in the store. Then the manager comes by at the end
of the day to collect all of the reports. The other method happens less frequently where the manager
calls whoever is working at the time and has them read off the important numbers needed for him to
balance his books. With this method the manager still comes and picks up the reports by hand at a
later date and time. Overall there is minimum contact between the employees and the manager but
since JJs is a relatively small business the manager has all the employees phone numbers. So if
sales numbers were to significantly drop off, he would be able to contact his employees and discuss
what the problem is. In general, the manager would request reports from the following systems: the
EBT system, the Lotto system, and the till. The information from the till is stored in the Till data store
and it is comprised of information about sales transactions that involve cash and credit cards. The
information from the Till data store is used to make both the X Report and Z Report which are both
requested from the manager. (Please see Appendix A for the Context DFD and Level-0 DFD that
also illustrate these processes.)

Context and Level-0 Data Flow Diagrams

See Appendix A for the Context and Level-0 DFD Diagrams.

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Data Specifications
The data flows out team has chosen to describe in data specification appendix are Report X,
Report Z, Customer Purchase Request, and Customer Credit Information. Report X is a printed
out report of an employees shift. This report consist of totals of all the different types of
transactions which have occurred during each employees shift, this report is then sent to the
manager. Report Z is a pint out report comprised of all the X reports taken throughout the day,
which is then sent to the manager. Customer Purchase Request is information processed by the
till about a customer transaction, including the time, employee selling the item and details about
the item(s) sold. Lastly, we have the Customer Credit Information, which is obtained separately
from the till information. When the credit card is swiped information such as card number,
customer name, billing address, etc. is sent to the Square Credit Card data base. This database
is later accessed by the store manager.
See Appendix C for the Data Specifications

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Stores Current Information System Technologies

SAM4s SPS 520 Touch Screen POS System

Standard till used by employees to process all cash, credit, and EBT transactions. Transaction data is
stored within the system and all data can be printed from the register in the form of reports. The
system has a build in programmable software for retail with 2MB of memory but the option to expand
up to 8MB of memory. The system can connect to printers and has standard Ethernet networking.

VeriFone Vx 510

An EBT machine that is used to process all food stamp transactions. The device gives the option to
use the food or cash side of a customers card which is verified by an employees input based on the
customers purchase. This device is also connected to a government network that processes and
stores all EBT data. The device requires dial up or Ethernet connection to process transactions.

iPad 5 with Square Reader and Square Application

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Standard Apple touchscreen tablet with a Square Reader attached to it. The Square application is run
on the iPad and handles all credit transactions. After an employee inputs the cost of the transaction
the employee then swipes the card through the Square Reader which processes the customers
credit information. JJs In and Out has an account with Square and all transaction data is stored by
Square, specific to the stores account. The iPad is equipped with an iOS 7 operating system. The
iPad also has a 64-bit Apple A7 processor.

Assessment of the Current System

Effectiveness
The current system JJs uses to operate seems to fully meet their business needs. It is simple,
and still effective for the business that JJs is currently engaged in. Their business is fairly basic in
that they mostly deal with sales transactions. The customer will find what they want to purchase
and the cashier will ring it up. Simultaneously the register keeps count on the quantity and type of
items sold. This allows the owner or managers to double check the account balances with the
actual sales.

Problems
JJs doesnt currently have any problems that stick out with the system in place. However, there
are many technological improvements that could be made. Businesses that have many sales
transactions often times have inventory systems that can be accessed from off site. This could
benefit JJs efficiency in that the manager or owner would not have to physically print the reports
and compare. One thing JJs could do to make this change is purchase a digital register and
program. This would also improve the cashiers job by saving time.

Suggested Enhancements
Another suggested improvement we recommend for JJs has to do with the collection of
information. JJs has many different customers who purchase many different things. An updated
system would not only allow them to better track items sold, but could potentially enable them to
do some analysis on all transactions. The analysis could include the time of day the certain items
are sold, which would allow them to make in store rearrangements to sell more of that product or
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offer a discount of some kind. There is a lot of information that JJs is currently not collecting. JJs
could benefit from using some of the available information to improve the business overall

References
Appendix

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Appendix A: Data Flow Diagrams

Context DFD

Figure 1. Context DFD: Sales Processing and Report System for JJs In and Out
(Prepared by Team 5, 11/14/2014, version 3)

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Level-0 DFD

Figure 2. Level-0 DFD: Sales Processing and Report System for JJs In and Out
(Prepared by Team 5, 11/15/2014, version 2)

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Appendix B: Data Flow Documents

Example Output Data Flow Document

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Appendix C: Data Specifications

Report_X = Employee_Name+ Store_Name+ Cash_Total+ Credit_Total+ EBT_Total+
Void_Total+ Tax_Total+ Canceled_Total+ Shift_Total
Report_Z = 1{Product_Tax_Type+
Time_Product_Sold

Product_Unit_Price}

+Employee_Name+

Customer_Purchase_Request
=
1{Product_type+
Product_Unit_Price+
Product_Tax_Type} +Employee_Name+ Product_Sale_Time+ (Payment_Type)
Customer_Credit_Information = Customer_Card_Number + Customer_Name+
Billing_Address+ Email_Address+ Phone_Number+ Cardholder _Zipcode

Appendix D: Log of Analyst Teams Interactions with Organization

Our team conducted the interview with JJs In and Out with Sienna Burroughs on 11/7/2014 at 1:00pm.
The interview our team had with Sienna Burroughs was conducted at JJs In and Out at the south
campus location at 2219 Douglas Ave, Bellingham, WA 98225. All five members of our team attended
the interview we conducted and the interview lasted for 55 minutes.

Appendix E: Thank You Note

Dear Sienna Burroughs,
Thank you for meeting with our team last week to discuss the systems in place in the JJs
In and Out shop. I enjoyed our conversation, and I know that we all appreciated the amount of
depth and examples you provided us with about the store, specifically the systems in place to
track payments made by customers.
We greatly appreciated you taking the time to print out an example of the summary report
that is provided for the manager at the end of each employees shift. It was very beneficial the
way you explained the different parts that are reported on to the manager such as the cash
register system, the EBT system, and the Square Credit/Debit Card system.
Again, thank you for taking the time out of your busy schedule to meet with us and
explain the different systems in place with a great amount of depth that will be beneficial for us to
prepare and accurate and detailed report about JJs.
Sincerely,
Team 5: Sophia Pandey, Jordan Foster, Sean Brill, Edward Yiong, and Jake Zlotek

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