A BAKERY INFORMATION MANAGEMENT SYSTEM

BY:

GIFT MULWA

DCSMKS138023

Project Proposal Submitted for the study leading to a Project Report in partial
fulfilment of the requirements for the award of a Diploma of Business IT of St.
Paul’s University

Supervisor,

Musyoka

JANUARY-FEBRUARY 2023

DECLARATION

I certify that this proposal is my original work to the best of my knowledge and has
not been presented to any other examination body. No part of this project should be
reproduced without my consent or that of St Paul’s University. Furthermore, I
declare that any data or information provided in this proposal is accurate to the best
of my knowledge and belief.
NAME: GIFT MULWA sign ………………… DATE………………

DCSMKS138023

DECLARATION BY SUPERVISOR

This submitted work has been submitted with approval of St Paul’s university
supervisor.

Lecturer NAME: Musyoka sign …………………… DATE………………….

Machakos campus

ACKNOLEDGEMENT

I would like to honor the almighty God for the strength and wisdom in pursuing this
course. Secondly my thanks also goes to my lectures more so my supervisor Wilson
Musyoka

DEDICATION

I dedicate this project proposal to all my family members, friends and my loved ones
who helped me accomplish my work of the bakery information management system.

ABSTRACT.

Information Communication Technology (ICI) has played a major role in the day-to-day running
of companies, organizations and institutions and general life. With information technology,
these companies are able to perform daily activities efficiently and accurately. The bakery sector
too has benefited from this advancement in information Technology. The BMIS project outlines
the formulation of a computerized management information System of any bakery particularly
hot loaf bakery. The project highlights the following; Problems faced by the current system in
carrying out a management information systems, use of php and its related technologies of
apache server and JavaScript in validation as an efficient tools for designing and developing a
bakery management information systems that helps to solve the problems faced by the current
system, Ways of making sure that the data or inputs of the current system can be verified and
validated. It involves the development of a centralized database system using MySQL. It also
involves the process of making access to whatever information as fast as possible. This involves
real time reports. It also shows how the whole system can be made secure to avoid an
unauthorized access to its various resources. Here role based authentication provided by The
Apache server is put into use, therefore the project looks at the various ways and technologies
that can be used to accomplish the goal of the whole project. That is to provide a computerized
management Information system that facilitates or enhances effectiveness and efficiency of all
bakery system.

CHAPTER ONE.

1.1 INTRODUCTION
The bakery industry is a competitive market with evolving customer and consumer needs.
Success of the bakery depends on various factors such as quality products, efficient information
management and excellent customer service.

One way to improve this process is by implementing a bakery information management

system(BIMS). This system will help the bakery owners , the managers optimise their operations
and improve the customer satisfaction. The BIMS is designed to manage key aspects such as,
sale tracking, customer relationship management and financial reports. Additionally, the system
will provide insights into the bakery's performance through data analysis, which can help
owners make informed decisions.

One of the significant challenges that bakery owners face is managing their information
efficiently. Information management is a critical component of running any business, and
bakeries are no exception. Managing information related to inventory, sales, customer data,
and employee schedules can be a daunting task, especially for small and medium-sized
bakeries. To address these challenges, we propose the development of a bakery information
management system that can help bakery owners manage their information more effectively
and efficiently. This system will allow bakery owners to automate various tasks, reduce
paperwork, and streamline their operations.

In this project proposal, we will discuss the scope, objectives, and methodology of developing
this bakery information management system. We will also provide an overview of the system's
key features and benefits, as well as the estimated budget and timeline for the project

We believe that this bakery information management system can provide significant benefits to
bakery owners, including improved efficiency, reduced costs, and better customer satisfaction.
We are excited about the potential of this project and look forward to its successful
implementation.

1.2 BACKGROUND

Bakeries are popular establishments that offer a wide variety of baked goods, such as bread,
cakes, pastries, and other confectionery items. They often serve a diverse customer base,
including individuals, families, cafes, restaurants, and other businesses. However, managing the
operations of a bakery can be complex, involving sales, inventory, pricing, customer
management, and other aspects.

Many bakeries still rely on manual or outdated methods for managing their operations, which
can lead to inefficiencies, errors, and missed opportunities. These challenges may include
difficulties in accurately tracking sales, managing inventory levels, maintaining customer
records, pricing products, and keeping up with changing market demands. Additionally,
complying with legal and regulatory requirements, such as data privacy and security, can also
pose challenges for bakery operations.

The LOONEY bakery is located on a busy commercial and industrial town called Machakos. The
bakery is along the Machakos highway. The bakery offers a wide range of freshly baked
products such as: Biscuits , cakes , donuts , white and brown bread and many other products
that involve use of wheat. Due to its position which is along the Màchakos highway, the bakery
has gained popularity and its for that reason the LOONEY bakery has had many long queues of
customers waiting to place orders of their preferred products. The long awaiting queues of
customers therefore result to delay of the customers receiving their orders.

To streamline the operation of placing orders and customer satisfaction, the bakery decided to
make an information management system which will be used to manage customer orders,
inventory sales and even financial information. The information management system will
consist of several modules such as the point of sale, inventory management and customer
management. The point of sale will process customer orders and generate receipts while the
inventory will track bakery stock levels and generate alert inventory levels are low. The
customer management will store customer data( contact info & order history)

In conclusion, the proposed bakery information management system will be a vital tool for the
bakery to streamline its operations, improve customer service, and stay competitive in the
market. By leveraging modern technologies and best practices in information management, the
system will enable the bakery to overcome the challenges it faces and achieve operational
excellence.

1.4 PROBLEM STATEMENT

Records are kept in paper files, store record books where everyone can access them therefore
liable to: Data is easily lost, misplaced, changed and manipulated. Some information about
bakery products is stored in files, which are kept in drawers. This is very risky because everyone
can access the information alter it for personal gain hence lack of data security. o There is poor
data search and look up methods, some records about the bakery products are kept in files that
are put in heaps, then looking for particular records will involve thorough file by file to check a
single file. Files consume and take a lot of space.

1.5 PROBLEMS SOLUTION.

To address the challenges faced by our bakery's manual record-keeping and inventory
management processes, we propose the development and implementation of an information
management system tailored to our specific needs. This system will enable automated tracking
of inventory levels, generate purchase orders and sales reports, and streamline billing and
payment processing. The following are the solutions;
 (a) we will need to create a custom software solution that will integrate with our existing
hardware and software infrastructure. The system will be built using the latest web
technologies and will include a user-friendly interface that is intuitive and easy to use
for both bakery staff and customers.

(b) The proposed solution will also include comprehensive training and support for bakery
staff to ensure that they can make the most of the system's features and capabilities.
This will include on-site training, documentation, and ongoing technical support to
ensure that the system remains up-to-date and effective.

By implementing this information management system, we expect to see significant

improvements in efficiency and accuracy, as well as reduced costs associated with manual
record-keeping and inventory management. The system will also provide real-time insights into
bakery operations, enabling more informed decision-making and better strategic planning for
future growth and expansion.

OBJECTIVE OF STUDY.

1.4.1 General objectives

The main objective of this project was to develop an automated system that will enable of any
information system of any bakery.

1.4.2 Specific objective

The specific objectives were:

i. To review the literature related to the system developed.

ii. To specify the user requirements
iii. To design the system that will enable the administrators at hot loaf bakery in
establishing the actual and retrieve real data.
iv. To develop prototype that will enhance the work done during recording and makes the
work precise, accurate to reduce misunderstanding during information delivery.
v. To validate the system developed. This eases the work done of the managing director
of hot loaf bakery during information cross checking verification.

1.7 PROJECT SCOPE.

The system covers production sector and sales sector of hot loaf bakery. It centres on data
entry, date search, data retrieval, validation and data verification. The system also deal with a
daily supply of goods, customer’s information depending on their terms of purchase, product
rates, available raw materials in the production sector(stock taking) and Sales accounting in
terms returns, delivery, registered customers (agents) that needs to be supplied on a daily basis.
The system also caters for Data processing and Outputting like;
 Product stock out: that is products ready for the market and product conditions. The system can
apply in other companies, which have more less the same product units, and store house
management, that is all Bakeries.

Significance of the System:

The system helps one to appreciate the need of a computerized Bakery Management
Information System (BMIS). The system has a customer’s database that solves the problem of
registering daily customers (agents), daily-finished products, stocktaking’s and sales in terms of
returns, deliveries, product sales and rates. Once a customer is registered, is given a unique
code that will be used every time the purchase is made.

The system also reduces redundancy concerning with bakery management that is in sales and
production departments. This is done by the implementation of a comprehensive Bakery
Management Information System (BMIS) that will facilitate standardizations in terms of data
entry that is inputs and outputs.

with the presence BMIS the bakery can determine and predict the forces of demand and supply
by following the trend of reports, this can be in terms of stock taking, products sold, costs,
profits, hence improving bakeries production and sales departments and other departments in
general.

The organizational structure of hot loaf bakery

The organizational structure of BMIS encompasses different departments headed by General

Manager. Under the General Manager there are Accountant, Production manager, Sales
Manager and Store Keeper.

GENERAL MANAGER

ACCOUNTANT

PRODUCTION
MANAGER
SHOPMANAGER

SALES MANAGER
CHAPTER TWO

LITERATURE REVIEW.

2.1 INTRODUCTION

This chapter provides the literature background of the Management Information Systems for
this research work and defines the key words like Management, Information, System,
management system, information system and management information systems

Information System: The term information system refers to the information technology that is
used by people to accomplish a specific organization or individual objective. The technology
may be used in the gathering, processing, storing, and or dissemination of information and
users are trained in the use of that technology, as well as in the procedures to be followed in
doing so [1]. Any written, electronic, or graphic method of communicating information is also
known as an information system. The basis of an information system is the sharing and
processing of information and ideas. The specific technologies that collectively comprise
information technology are computer technology and data communications technology

Management Information Systems (MIS); Management Information Systems is a general name

for the academic discipline covering the application of people, technologies, and procedures —
collectively called information systems — to solve business problems. MIS are distinct from
regular information systems in that they are used to analyse other information systems applied
in operational activities in the organization.

2.4 ADVANTAGES OF THE INFORMATION MANAGEMENT SYSTEM.

An information system is useful to keep managers informed of how well the department or
organization is performing and to let them know where problems exist. The principle of
exception reporting is especially important in this stage — in other words, only situations which
need some action are reported.

These systems could increase customer satisfaction if they are used with wisdom. If the
information obtained and analysed with the system is used to create a product that matches or
exceeds customer expectations, and the sales staff uses the system to service customers more
expertly and diligently, then customers should be satisfied with the company. This will provide a
competitive advantage because customer satisfaction leads to increased customer loyalty,
reduced customer acquisition costs, reduced price elasticity of demand, and increased profit
margins

2.4 DISADVANTAGES OF THE INFORMATION MANAGEMENT SYSTEM.

• Customer deadlines must be met to avoid costly penalty clauses

• Unmanaged, out-of-date designs can’t be trusted, causing costly redesign work

• Delicate products, often with fragile coatings and toppings which are loosely adhered

o It is again disadvantageous that only computer literate who may be able to use the
information system and it can only through training that one can use the system

2.5 CONCLUSION.

In conclusion therefore with the advantages stated above, there must be a need for a Bakery
Management Information System (BMIS) due to the increasing demand of security of data,
reduced redundancy of data which is inform of files which in the long run leads to inefficiency
and unstable production Hence a need for computerized system that would solve everything
concerning data entry and Information system. However, some hindrances may oppose the
system.

CHAPTER THREE

METHODOLOGY

Methodology is a codified set of practices (sometimes accompanied by training materials,

formal educational programs, worksheets, and diagramming tools) that may be repeatedly
carried out to produce software.

3.1 Analysing the literature of the system

The researcher used interviewing and observation as a means of systems analysis and data
collection.

3.2 Interview

The researcher carried out interviews with the general manager of hot loaf bakery who directed
him/her to the production manager and sales manager who were able to facilitate and give
each and everything concerning with the data that was needed. The advantage of this method
of data collection is that there is high response rate since the production manager and sales
manager were able and willing to fill and give the required data like bakery background,
production trend and sales requirements.
Observation

The researcher used the time by seeing the types of products produced like buns, types of
bread like kilo bread, half-kilo bread, brown bread, cakes and other bi-products like sweat rolls
and even how the products are entered in books and files.

The researcher also observed how data was recorded, format recordings and other forms
generated mostly in sales department and production department. Example is a finished
products form, which is filled by production sector.

Specifying User Requirements

3.3.1 User requirements

This is where the entire concept of Information systems development revolves around. These
requirements include; user needs, performance expectations, and other specifications. The
reason for specifying this is that success or failure of an information system may be measured
by the level of satisfaction of its basic users in the organization. Otherwise, the customer will
continue with the existing system and thereby defeat the purpose of the developed system. It is
therefore a waste of resources to build information systems without sufficiently satisfying the
target user.

3.3.2 System requirements

These involve computer-programming languages to be used by the researcher in developing the

information system, for example PHP, Java Script, phpmyAdmin, MySQL and Html.

3.3 DATA ANALYSIS

The researcher used the data got through the interviews and observation to confirm the
situation on the ground. Through the use of the internet the researcher was able to understand
the basic inputs and outputs of a bakery management information system and defaming
different records and there relative fields, the required out puts and inputs like the reports.

The information got by observation, interviewing were analyzed which helped in the designing
of the system. That is;

• Separating data so as to know how many tables are required to avoid • duplication of data in
the same table.

o Defining different records and their relative input fields.

o Defining the required outputs, this is mostly the reports.

Physical design.

Physical design of the system deals with the actual design of the system depending on the
requirements that were established during the logical design. This has been determined by
communication requirements between the system, users and design of the interface to support
the communication of the user’s tasks and constraints on the bakery management information
system flow.

Programming languages.

PHP was used because it is a general-purpose, multi-platform scripting languages optimized for
the use of with web applications. Php can also work hand-in-hand with MySQL on an open-
source program. It also interacts well with Apache server. HTML Dream weaver has been used
to design the various Graphical User Interface (GUI) forms for the (BMIS). HTML was also
embedded into PHP to provide a friend ness GUI. Apache web server was also used.

CHAPTER FOUR
4.1 Description of the system.

For the person to use the system, he/she must be registered by the bakery administrator, who
assigns the user name and the passwords. The BMIS makes the use, roles based on security and
users must be assigned to various roles according to their positions. The positions include
Bakery Administrator, Sales manager and Production manager.

The Administrator can add records, Update records, Delete, View all reports and Search any
records. The Sales manager can add Records, Add agents, Updates, View Reports, Search for
specific records. The Production manager can manage Stock Taking, View specific reports,
Update specific records. Other users cannot use the system. The system requires that for only
business to be carried out or to be an agent one should first be registered with the bakery
administrator. On the registration the customer (agent) is given agent identification number
(agent id) that will be checked whenever a supply is to be made. Once a customer (agent) has
finished registering, he/she can proceed by being supplied with bakery products whenever a
request is made.

4.2 Hardware and Software Specification

This deals with the hardware and software specifications for BMJS. Since BMIS is built to run on
the apache server, minimum specifications given are those for the dedicated computer on
which it should run.

Systems architecture

The system is a client server Architecture with the Administrator, Sales Manager and Production
Manager who can have access to the database that is hosted on the central server.

Pseudo codes.

This refers to the use of phases to describe the processing steps of a program or a module.
Below are Pseudo codes for logging, inserting or entering date onto BMIS. One can Login either
as an administrator, sales manager and production manager.

How to login into the system

Check if the username contains one of the above username

If ok Proceed

Display how to use the system

Back to the log inform

Check the username and password are correct

If correct
Display administrator priorities

If the sales manager logged in

Check the user name and pass word if they are correct If not display how to use the system
page

Inserting or entering new records into the system

Check if the attributes or fields are entered correct

If wrong return an error notification “wrong input”

If correct return an empty field

System inputs and Outputs.

This chapter consists of the charts, tables and forms used to input data and the result or the
output of the system.

Logical database design

This deals with the processing of data by the system. The system creates a database first and
then the user enters data requirements, the system then processes the data to produce the
desired outputs that are stored in the respective database tables for retrieval or reference.

Entity relationship Diagram for BMIS

 SALES
AGENT
RECORDS Sales id*
Agent id*
Agent id*
Agent name

RETURNS

Return id* ON

Sales id*

RECORDS

PRODUCTS

Product id*

Product name

FROM

DELIVERED PRODUCTS
From
Delivery id*
STOCK
Product name
Stock id*

Product name
 Welcome to BMIS

Hoe to use BMIS

Login

Ok?
YES
ADMINISTRATOR PRODUCTION MANAGER

SALES MANAGER
ADD
RECORDS
Sales
ADD Finished products
Products
Products Stock taking
Returns
Returns
Agents
Agents
Deliveries UPDATE
Sales
Update stocking
SEARCH
deliveries
Finished products
Sales

Agents UPDATE

Products Returns Sales

REPORTS
Finished products Returns
Stock
Deliveries
Finished products
VIEW REPORTS
Agents
Sales

Finished products REPORTS

DELETE
returns Sales
Finished products
Products
stock

Delete Returns

Sales Finished products

Delivery Agents
EXIT BIMS
Returns