Criteria A
Finding the Problem
My client Jason, a shoe retailer, has been managing his store’s inventory and sales
using a paper-based system. This method involves manually recording each
transaction, including sales, returns, and stock levels, on paper templates. However,
this system is prone to significant errors due to human input mistakes. Common issues
include incorrect quantities, wrong shoe details, and improper handling of returns.
Jason's shoe store has these main problems:
Using paper forms leads to wrong stock numbers
Hard to handle product returns
Can't see sales data right away
Many mistakes in hand-written records
No way to analyze sales data
For example, last week when a customer wanted to return shoes, Jason couldn't find
the sale record on paper. This made the stock count wrong. A SQL database can fix
this by linking sales records with inventory data.
For instance, when a customer buys shoes and later returns them due to a size
mismatch, Jason struggles to properly record the return, which results in discrepancies
in the inventory records. These mistakes can lead to confusion and mismanagement of
stock, particularly when the shoes have been returned but still appear as sold in the
records. This paper-based method not only slows down the process but also makes it
difficult for Jason to keep track of his business efficiently.
The current inventory system doesn’t support features like real-time updates or quick
search options, which makes tracking stock and processing orders cumbersome. Jason
needs a solution that can help him manage inventory and transactions more accurately
and conveniently.
Reaction to the Problem
In response to the difficulties Jason faces with his current system, I have proposed
building a custom website to manage the inventory and sales of the shoe store. By
creating a database-driven application, I aim to eliminate errors in stock management
and provide real-time updates whenever a transaction occurs. This solution will
address the issues of incorrect entries and missing or inaccurate records, ensuring that
both sales and returns are processed accurately.
The new system will have a user-friendly interface, accessible on both mobile and
desktop, allowing Jason and his staff to easily log sales, process returns, and track
inventory. It will include features such as automated inventory updates, real-time
stock tracking, and detailed reporting. Additionally, secure authentication measures
will ensure that only authorized users can make changes to the system, maintaining
data integrity and privacy.
I will build a web-based inventory system with:
Django for the website backend
MySQL database to store data
Mobile-friendly design
Live stock updates
Payment system
Auto report making
Why these tools:
MySQL keeps data safe and correct
Django makes database work easier
Database helps connect products, sales, and users
Proposed Success Criteria
The success of the proposed system can be evaluated based on several key criteria:
1. User-Friendly Interface: The system must be intuitive and easy to navigate,
enabling Jason and his staff to manage inventory and sales with minimal
training. This includes a clear layout and responsive design that works
smoothly on both mobile and desktop devices.
2. Real-Time Inventory Updates: The inventory must be updated immediately
when a sale is recorded or a return is processed. This ensures accurate stock
levels at all times, preventing errors like overselling or stockouts. Jason will be
able to rely on the system to reflect the current status of his inventory.
3. Secure User Authentication: The system will implement secure password
hashing to protect sensitive user data. Additionally, role-based access control
will be incorporated, ensuring that only authorized users, such as
administrators and staff, have appropriate access to different parts of the
system.
4. Efficient Transaction Processing: The system should handle sales and
returns seamlessly, with the inventory updating automatically after each
transaction. Errors should be flagged when invalid returns are processed,
ensuring that no incorrect transactions are recorded in the system.
5. Accurate Reporting: The system will generate sales and inventory reports
that can help Jason track his best-selling products, monitor inventory levels,
and make informed decisions about stock replenishment. These reports should
be easy to understand and provide valuable insights into store performance.
System loads in under 2 seconds
6. Stock count is 99% accurate
7. 10 users can use it at once
8. Backup recovery within 30 minutes
9. Daily sales reports
10. Returns done 50% faster
11. System works 99.9% of the time
By meeting these criteria, the proposed system will effectively address the issues
Jason currently faces with his inventory management process, improving the accuracy
and efficiency of daily operations.
Justification of Choices
1. Django and MySQL: Django was selected for its ability to handle complex
back-end logic efficiently, while MySQL ensures that the relational database
structure supports the system's scalability and data integrity needs.
2. Real-Time Updates: The real-time inventory updates were implemented to
solve the problem of inaccurate stock tracking that occurred with the paper
template system. This ensures that Jason always has accurate, up-to-date
information on his inventory.
3. Security Measures: The use of password hashing and secure authentication
protocols is crucial in protecting user data, which is especially important in a
system handling sensitive transaction and personal information.
