SALON MANAGEMENT SYSTEM
FOR COIFF IT UP SALON CENTRE
A System Proposal Presented to the Faculty of the
Information Technology Education Program
University of the Immaculate Conception
Fr. Selga St., Davao City
_________________
In Partial Fulfilment of the
Academic Requirements for the Subject
SYSTEMS ANALYSIS AND DESIGN
Alvar, Winwin
Donato,Rea Mae
Orquillas, Jun Ray
December 12, 2011
__________________________________________________________________________________
__________________________________________________________________________________
Part I
SYSTEMS ANALYSIS REPORT
Innovations in computer technologies have revitalized businesses both local markets and worldwide. It enables those small companies to expand into large markets because of its multitasking capabilities that help businesses to handle those complex tasks by the use of computer software. Undeniably, the fast advancement of computer technology is a big help in our society.
Every business of today has its own secret of success. Even those large companies have their own top-secret on how they got that far. A common problem in most businesses is the proper way of monitoring data from their everyday transactions. Through the help of computer technology, this dilemma will quite diminish. Computers have the ability to organize data according to your needs with the aid of computer programs. By this, it will be easier for the company to trace the flaws in their business and be able to respond to it immediately. Therefore, computer technology plays a gigantic role in every business in the community.
Nowadays, most of the salons still used manual transactions in managing their transactions. Computers of today work not only to those big businesses. It is practical to say that using a computer in managing such records for a salon is a good alternative than manually doing it. Salon management helps you to eliminate your stress in running your salon. Salon management systems have this ability to take control on the inventory, run advanced reports to keep track on your progress. It will make your salon more organized, profitable and efficient.
There were some salons that wonder about their unexplainable loss of profit, this reason is mainly because they do not have enough information about their point of sales. Point of sales information system is also helpful to a business where it helps you to record a customer’s information, when a product is purchased and what are the purchased products. By having this information system, you will be able to analyze and generate the needed report quickly for the improvement of the business.
The proponent’s objective is to help the company to improve their way of keeping records and to help them to analyze the data for the generation of reports needed based on their sales and inventory reports so they will be able to improve their customer service and improve their marketing.
Coiff It Up salon centre is located at the ground floor of the D’Leonor Hotel in Bajada, Davao City Orly
Our long-term plans are to continue expanding in all over Philippines especially in Davao City Philippines
The reason for setting up Coiff it Up Salon Centre is to make money for the company, and for the staff. Coiff it Up Salon Centre also wishes to create a business enterprise that is a leader in the field. The company would like its staff to be happy at work, not only because of monetary benefits but because they are happy to work in a professional environment.
The Coiff it Up Salon Centre should be well known as a company that provides consistently good service, in a pleasant environment by a friendly professional staff. We can assure of the high standard and quality of work.
Coiff it Up salon centre can be found at the ground floor of the D’Leonor Hotel in JP. Laurel Street Davao City
Unlike other salon centres, they also have products available for the customers to buy if they want to. This will enable their customer to continue their hair care even at home.
Critical Success Factors
Success they say is where preparation and opportunity meet. So for you to achieve that opportunity you must have a very good preparation. . How does this Coiff It Up Salon Centre prepared for their success? How are they able to maintain this success within the past year?
Competition in a business is normal. What matters is how you will deal with your competitors and stand-out from them. How does the salon continue to operate until now? The reason behind are the following:
1) They are able to give quality service to their customers
2) They have promo(s) options for their customers, and lastly
3) They have good marketing strategy that convinces the customers to take them.
The Coiff it Up salon centre is doing a manual way of keeping their records. They keep their records in a cabinet and retrieve when doing a report. This way of keeping files is time-consuming when files are needed to be retrieved. Aside from that, this process may lead to loss of data. Some data might be misplaced and lost and it causes misleads in generating data to a report.
As a customer comes in the receptionist greets them politely and asks if this is his/her first time to the salon, unless recognized by the receptionist. Then the customer should be asked what he/she would like to have done today. The next thing that a receptionist should do is to decide which senior stylist will do the customer. If the customer request a particular senior stylist by name or description then it is easy for the receptionist. However, if it is the customers first time to the salon and she has not been recommended to any stylist, the receptionist should follow the schedule of passing on the new customer to whichever senior’s turn it is to have a new customer.
Once the stylist is decided and the information of the customer is recorded together with the senior stylist details, the customer is then asked to take a seat in the reception area. If there is time, they offer magazine, and tea or coffee (if available). They insure that the customer must feel as if they are being worked on immediately, because otherwise they might lose a customer. Upon the senior stylist is already available they will then be fetched by the senior stylist and escorted into the salon. When the customer is seated the senior will then talk to the customer and decide what service the customer will have. The junior will take out the docket and ask the customer on what service he/she wanted. The junior will now check the box on the docket that corresponds to the customers’ chosen service.
When the customer is finished he/she should be escorted to the reception preferably by the senior or if the senior is busy then the junior stylist. The customer should not be allowed to wander around the salon not knowing where to go. The receptionist will then give the official receipt to the customer with corresponding amount to be paid based upon the docket that the junior stylist gave before the service was performed. For cases that the customer wants to buy products the receptionists will ask a junior stylist to grab the item and hand it to the customer and receptionist will then write the product name and price at the back of the docket. Also there is a possibility that a customer comes in and buys product directly without any services wanted. For this case the receptionist will write the product name and price at the back of the duplicate copy of the official receipt. At the end of the day, the receptionist will be generating a daily report based on the appointment sheets. After a month, they will be generating the commission report that each employee will be receiving based on their daily reports. The commission that each employee will be receiving varies on how many clients they have catered every day.
Figure 1.1 – Activity Diagram of the Current System when
Performing Service to the Customer
Context Level Data Flow Diagram
Figure 1.2 – Contextual Level Data Flow Diagram
Level 0 Data Flow Diagram
Figure 1.3 – Level 0 Data Flow Diagram
The current system is time consuming. They write records on an appointment sheet then rewrite this again to another sheet for generating daily report. As stated in the company’s processes, the following problems, causes and effects are being defined:
Table 1.0 Problem-Opportunity Definition Matrix
Problem | Opportunities | Cause(s) | Effect(s) | |
Performance | - Generating daily sales report takes time - Generating monthly commission report for employees takes time | - They have to manually search the records from the drawer where all their daily sales and other files are stored before generating a report. - Before computing the commission, they have to gather all appointment sheets and sum up the total sales for each employee | - The closing time of the salon is 9 pm but because of reports reported late they extend till 10 pm or later. - Retrieving all the records for each employee takes time. | |
Information | - It is difficult to produce the commission of every employee - Recording of items sold are not recorded in an appropriate file | - The daily sales for each employee is recorded in different appointment sheets and they have to compile all appointment sheets before they can generate commission reports - They input data in just about any piece of paper whether a scratch paper, at the back of the OR, and the like. | - It would take them an hour to generate commission reports - Loss of data that results to wrong information | |
Economics | - Waste of materials | - The company tends to reprint the sheets again because they will be needing it for their transactions | - Waste of money | |
Control | - Anyone can access files and/or information | - The place where the appointment sheet is placed is in a drawer in the front desk surrounded by an open space where anyone can go past it and is not secured | - Tampering of data might happen | |
Efficiency | - Data Redundancy | - The front desk representative inputs data to the appointment sheets then rewrite some of these again at the sales report | - It cost a lot of time - Produces more work |
As seen in the table above, we can say that Coiff It Up salon centre has this difficulty in generating their reports because they are still doing the manual processing of keeping records. They have to manually search records one by one for them to generate their reports. As said, this process is time consuming because they are making the same procedure again and again. They also have difficulty in calculating the commission that their employees will be receiving in one (1) year because in that case, they will have to review that 365 appointment sheets for them to determine whether an employee reached the quota or not. Aside from this process is time consuming, the reprinting of sheets cost a lot as well. As you imagine, the company will have to reprint the sheets repeatedly and it is not that easy to spend money just for reprinting those sheets.
As seen on the problems stated in table 1.0 most problems encountered by the company came from the processing of their customers’ transaction, sales and inventory. The major problem was that they were unable to track the payments and their corresponding sales. This is because the transactions themselves were not accurately recorded, and their means of recording is made by using a sheet of paper called appointment sheets. There are tendencies that these sheets are getting lost. The more appropriate solution for this is to have a transaction processing system that accurately tracks customers’ transaction, sales and inventory. To support the needs of the manager, some features should also be included. The following are functionalities that are needed based on the interviews conducted on both the manager and the staff:
Appointment Management
I. Manage Appointment for the day
a. For non-existing customer the system must be able to add a new customer record.
b. The system must be able to load all the employees that perform services in the company.
c. The system must be able to add appointment for stylist or manicurist in line with the time and date.
d. The system must have an interface that looks the same with the company’s current appointment sheet.
e. To produce more security, the system must be able to block alterations and needs verification of the manager to continue.
f. The data needed should compose of the following details:
i. Customer Details
ii. Date
iii. Time
iv. List of stylist and manicurists’ name
II. Transfer customer
a. The system must be able to transfer a customer to another stylist or manicurist
b. The data needed should compose of the following details:
i. Previous Stylist Details
ii. Stylist Details the customer to be transferred on
iii. Date
iv. Time
III. Cancel appointment
a. For customer’s change of mind, the system must allow a cancel of daily or future appointments but with the manager’s verification.
IV. Add future appointment
a. For customer’s future appointments, the system must be able to add future appointments. This will also serve as a reservation.
b. The system must be able to block conflict schedules.
c. The data needed should compose of the following details:
i. Date of appointment
ii. Description of appointment
iii. Time of appointment
iv. Customer details
v. Stylist or manicurists’ details
V. Add Docket
a. The system must be able to attach docket or an invoice for the services offered in the company to each appointment.
b. The data needed should compose of the following details:
i. Docket number
ii. Service number
iii. Service name
iv. Service description
v. Service Price
VI. Update Docket
a. The system must be able to update docket with the following data:
i. Service number
VII. Cancel Docket
a. The system must be able to cancel an attached docket.
VIII. Notification for incoming appointments
a. The system must be able to notify the user about an incoming appointment.
b. The system must be able to set when to notify the user about an incoming appointment
c. The data needed should compose of the following:
i. Stylist name
ii. Date of appointment
iii. Time of appointment
iv. Customers Details
v. Description of appointment
a. The system should allow the user to add new finished product in the inventory.
b. The data needed should compose of the following:
i. Product Number
ii. Product Name
iii. Description
iv. Inventory Quantity
v. Price
vi. Minimum Quantity
vii. Status (available or not)
II. Update Product
a. The system should allow the user to update the following details:
i. Quantity
ii. Price
a. The system must be able to attach docket and/or add an invoice for item.
b. The system must be able to cancel a docket or an invoice in case mistakes are done.
c. The system must allow update of invoice.
d. The system must be able to add discount for each item, each service and/or total amount.
e. The system must allow update of docket.
f. The system must be able to add new payment.
g. The data needed should compose of the following:
vi. Docket Number and/or Invoice Number
vii. Docket Details and/or Invoice Details
viii. Customer Details
ix. Stylist / Manicurists Details
x. Subtotal Price
xi. Total Price
xii. Date
II. Generate Sales Report
a. The system must be able to generate daily, monthly, annual and user defined sales report.
i. List of stylist and manicurists with commission
Service Management
I. Add Service
a. The system must be able to create services offered in the company.
b. The data needed should compose of the following:
i. Service Number
ii. Service Name
iii. Service Description
iv. Status (available or not)
v. Service Price
II. Update Service
a. The system must be able to update services with the following data:
i. Service Name
ii. Service Description
iii. Service Price
iv. Status
User Management
I. Create User
a. The system must be able to create user accounts
b. The data needed should compose of the following:
i. User number
ii. Username
iii. Password
iv. User Type
1. Admin
2. Non-admin
c. The system must be able to appoint the user account to an employee.
II. Update User Details
a. The system must be able to update a user account with the following data:
i. Username
ii. Password
iii. User Type
III. Delete User
a. The system must be able to delete an existing user account.
Employee Management
I. Add Employee
a. The system must be able to add employee records
b. The data needed is composed of the following:
i. Employee number
ii. Name
iii. Birth date
iv. Address
v. Contact number
vi. Employee type
vii. Employee picture
II. Update Employee Details
a. The system must be able to update employee records
b. The data needed is composed of the following:
i. Name
ii. Birth date
iii. Address
iv. Contact number
v. Employee type
vi. Employee picture
III. View Transactions
a. The system must be able to view past transactions of the employee.
b. The system must be able to view the generated reports
IV. Generate commission report
a. The system must be able to generate monthly commission report based on every sales of the employee.
Table 1.1Use Case Glossary
Use-Case Glossary | ||
Use-Case Name | Use-Case Description | Participating Actors and Roles |
Inventory Management: | ||
| This use case describes the new additional customer in the system | Receptionist Manager |
| This use case describes the updating details of the existing customer | Manager Receptionist |
| This use case describes the recording of new products | Manager |
| This use case describes the updating details of an existing product | Manager |
| This use case describes the recording of the created new service | Manager |
| This use case describes the service available for the customer | Manager |
| This use case describes the recording of the new appointment transactions | Receptionist Manager |
| This use case describes the cancelling of an appointment | Receptionist Manager |
| This use case describes the recording of new services available | Receptionist Manager |
| This use case describes the updating of docket | Receptionist Manager |
| This use case describes the cancelling of an existing docket | Receptionist Manager |
Sales Management | ||
| This use case describes the daily point of sales of the salon | Receptionist Manager |
| This use case describes the generating of sales report | Manager |
User Management | ||
| This use case describes the adding of new user in the system | Manager |
| This use case describes the updating of the user profile existing in the system | Manager |
| This use case describes the cancelling an existing account of a user | Manager |
| This use case describes the notification of an appointment set | Manager Reception |
| This use case describes the transferring of a customers’ appointment | Manager Receptionist |
| This use case describes the summary of sales report | Manager |
| This use case describes the adding of a new employee in the system | Manager |
| This use case describes the updating of the profile of an existing employee | Manager |
| This use case describes the commission that an employee will be receiving | Manager |
Figure 1.4 Use Case Diagram
Feasible Alternatives
After analysing and understanding the problems of the company, the proponents came up with three (3) different solutions. Either they can purchase existing Software, use Vagaro or build customized software that best fits their needs.
- Purchase existing software
- Purchasing software would be costly and the organization will not be able to personalize the system. The company will just have to purchase, implement, and continue with their daily transactions. An example of such is HairMax Salon Software. The pricing starts at $497 for single operator, $997 for 2-5 employees, $1,497 for unlimited stylist. For the case of Coiff it Up Salon Centre, the company holds more than 5 employees so the price for them would be $1,497 (Php 63,593.88).
- Use Vagaro
· This solution is a website that caters salon management online. It has multitasking capabilities like online booking, generate reports, generate payroll to the employee, customer tracking and other functionalities that will help your business to be more organized. Vagaro also allows you to create your own website where your latest promotions are posted automatically. It also accepts online reservation from the customers and you can send them an official receipt through email. Accepting the fact that you cannot monitor your business 24 hours a day, and then by using Vagaro, this will no longer be impossible. The user can now use their mobile phone by simply adding and view appointments on their calendar and charge their customers for services (credit cards optional), they can also view customer notes and contact information, and more. The user will be paying $25/month or Php1 150. The first 30 days will be free so the user will no longer worry for the initial payments.
- Build customized software that best fits their needs.
- This solution is to develop a system that will be based upon the company’s requirements, where the company itself will undergo the software development cycle; Analysis, design, production, implementation and operation.
The three (3) solutions given can answer the problem of the company. Is the company willing to change the current business process to accommodate the software? Practically, most of the companies will say yes if it will help them on their current problems about the business.
Most of the companies nowadays, rely on purchased software than customized software. This is mainly the installation takes less time than designing one.
Other businesses choose to have this customized software because it fits to the requirements of the company. They will be given enough knowledge about the software because the developer and the user are in the same place. Although packaged software solution may be better in adapting to changing business requirements, you still have to determine if its flexibility is worth the cost. Your business may not need those fundamental changes in the future and you spent too much for that software. Even though customized software takes time to develop, it costs less compared to other and the maintenance of the software will be much easier because the developer is within reach. The fact that certain software is made for your company assures you that it will meet the requirements of the business because it is analysed and designed based on the needs of your business.
Operational Feasibility
When the three alternative solutions will be used, the company will be able to manage their customers’ appointment, sales and inventory accurately. The three alternatives have similarities in providing solutions for the process of the company. These include the recording of the transactions of the customer, recording and tracking the sales, and automatically updating the inventory whenever a customer purchases products. The company’s employee has the capability to use the alternative solutions since the three systems are user friendly and easy to understand.
Technological Feasibility
Alternative #1 – Purchase an existing software
Purchasing software would be costly and the organization will not be able to personalize the system. The company will just have to purchase, implement, and continue with their daily transactions. An example of such is HairMax Salon Software. The pricing starts at $497 for single operator, $997 for 2-5 employees, $1,497 for unlimited stylist. For the case of Coiff it Up Salon Centre, the company holds more than 5 employees so the price for them would be $1,497 (Php 63,593.88).
Alternative #2 – Use Vagaro
The company already have four computer units for the implementation of the system. They are using different computers for the owner, the manager, the receptionist and for the server. They have 3mpbs internet connection which is capable to run Vagaro in their computer units. The salon is also connected via wifi so there will be no problem in transferring of data.
Alternative #3 – Build Customized Software that fits to their needs
The system only needs 1 gigabyte RAM and a fast processor to handle all the important data. For the salon has four computer units that have strong software specifications, then the system will run efficiently upon installation. For their computer units are already networked via wifi then it will be easier for them to pass the data to one another.
Economic Feasibility
Alternative #1 – Purchasing existing software
ALTERNATIVE 1
Deployment Cost | |||
P63 593.88 | |||
Purchase Software | 1 | P63593.88 | P63 593.88 |
Annual Maintenance Cost (Alternative 1) | ||||
P4 440.00 | ||||
1 | Electricity (add on) | P250.00/month | P3 000.00/year | |
2 | Printing of receipts | 4 pad of receipts per month | P120.00/month | P1 440/year |
Implementing a Purchased Software | |||||
Year 0 | Year 1 | Year 2 | Year 3 | Year 4 | |
Initial Investment | P63 593.88 | ||||
Annual Cost | P4 440.00 | P4 440.00 | P4 440.00 | P4 440.00 | |
Total Cost | P63 593.88 | P4 440.00 | P4 440.00 | P4 440.00 | P4 440.00 |
Discount Factor (10%) | 1 | 0.909 | 0.826 | 0.751 | 0.683 |
Discount Cost | P63 593.88 | P4 035.96 | P3 667.44 | P3 334.44 | P3 032.52 |
Benefit | P21 120.00 | P21 120.00 | P21 120.00 | P21 120.00 | |
Discount Factor (10%) | 1 | 0.909 | 0.826 | 0.751 | 0.683 |
Discounted Benefit | P0.00 | P19 198.08 | P17 445.12 | P15 861.12 | P14 424.96 |
Discounted benefit - discounted cost | (P63 593.9) | P15 162.12 | P13 777.68 | P12 526.68 | P11 392.44 |
Cumulative benefits – cost | (P63 593.9) | (P48 431.78) | (P34 654.1) | (P22 127.42) | (P10 734.98) |
Alternative #2 – Use of Vagaro
There will be no deployment cost for this proposal because system registration is free and there is no any initial investment needed
Annual Maintenance Cost (Alternative 2) | ||||
P18 240.00 | ||||
1 | Electricity (add on) | P250.00/month | P3 000.00/year | |
2 | Printing of receipts | 4 pads of receipt per month | P120.00/month | P1 440/year |
3 | Maintenance | Monthly payment for the software | P1 150.00/month | P13 800.00year |
| Implementing the Vagaro | |||||
| | Year 0 | Year 1 | Year 2 | Year 3 | Year 4 |
| Initial Investment | P0.00 | | | | |
| Annual Cost | | P18 240.00 | P18 240.00 | P18 240.00 | P18 240.00 |
| Total Cost | P0.00 | P18 240.00 | P18 240.00 | P18 240.00 | P18 240.00 |
| Discount Factor (10%) | 1 | 0.909 | 0.826 | 0.751 | 0.683 |
| Discount Cost | P0.00 | P16 580.16 | P15 066.24 | P13 698.24 | P12 457.92 |
| Benefit | | P21 120.00 | P21 120.00 | P21 120.00 | P21 120.00 |
| Discount Factor (10%) | 1 | 0.909 | 0.826 | 0.751 | 0.683 |
| Discounted Benefit | P0.00 | P19 198.08 | P17 445.12 | P15 861.12 | P14 424.96 |
| Discounted benefit - discounted cost | P0.00 | P2 617.92 | P2 378.88 | P2 162.88 | P1 967.04 |
| Cumulative benefits - cost | P0.00 | ( P2 617.92) | (P239.04) | P1 923.84 | P3 890.88 |
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