HAWASSA UNIVERSITY

Daye campus department of

computer science
Department of Computer Science: 3rd Year

Software Engineering

STORE RECORD MANAGEMENT SYSTEM

CHAPTER 1
Group members name and ID Number
1.

Submission date:-

Submitted to:-
 Index

1. Introduction
1.1. Background

1.2. Statement of the problem

1.3. Objective

1.3.1. General Objective

1.3.2. Specific Objective

1.4. Significance of the project

1.5. Scope of the project
1.6. Limitation of the project
 1. Introduction

1.1. Statement of the problem

Since the current supermarket operations are mostly manual, they lack efficient
management tools that result in inefficiencies and errors. The supermarket faces
challenges in managing inventory, tracking sales, and handling customer data. Loss of
files and inaccuracy caused by human inefficiency can lead to error in the analysis,
which can make the store growth unattainable. These issues lead to a loss of sales and
customers' satisfaction. Therefore, there is a need for an automated management system
that can streamline the supermarket’s store records, reduce errors, and improve customer
service.
 1.2. Objective

1.2.1. Specific Objective

The specific objective of this project includes:
 To develop a system that can efficiently track all sales and record them in an
organized manner.
 To create environment in which both the customers and the employees can be
efficient and satisfied.
 To enable the store to track stock and be reminded when they need a refill.
 To analyze customer behavior and improve advertisement and promotion
according to analysis.
 To create a method that can audit every sales and purchases in order to track our
capital.
 To make the daily ins & outs of goods trackable and to develop a system that
can generate a report based on those records.

1.3. Significance of the project

The store record management system plays a crucial role in efficient business operations. Let’s
explore its significance:

Preserving Vital Information:

 Records management oversees the creation, receipt, maintenance, and disposal of records,
regardless of their format.
 It ensures that vital records—those with historical, fiscal, and legal impact—are accurately
identified and preserved.
 By supervising records throughout their lifecycle, it prevents essential information from
being lost or mishandled.
Compliance and Legal Requirements:

 Stricter regulations (such as HIPAA, FACTA, and the HITECH Act) demand proper
record management.
 A well-structured system ensures easier compliance and helps organizations avoid
penalties for noncompliance.
 Clear retention procedures are essential to meet legal obligations.

Efficiency and Workflow Improvement:

 Efficient records management leads to better workflows.

 Agencies often underestimate the time spent on storing or searching for records. A
streamlined system minimizes wasted time and enhances productivity.

Cost Savings:
 Properly managed records reduce physical storage costs.
 An effective system optimizes resource allocation and operational expenses.

Evidence and Decision-Making:

 Records serve as hard evidence of an organization’s policies, procedures, and decisions.

 Access to accurate historical data empowers managers to make informed choices.
 Better decision-making capabilities lead to improved business outcomes.

1.3.1. General Objective

The general objective of this project is to automate the store record management
system and create a computerized platform that can efficiently manage various records
on the store in order to decrease the effect of human inefficiency by using human power.
The system should be designed to enhance the overall efficiency and productivity of
the supermarket's operations, reduce wastage of resources, and improve the customer
experience. The system should also be user-friendly and provide real-time data insights
for informed decision-making.
 1.1. Background
Store record management is the activity of running and monitoring all records in a store including
purchase and sales record. For this project we have decided to use an ideal company called “Nola
supermarket” and we are going to develop software that automates the store records. As a
supermarket, there are going to be a bunch of activities that are practiced on a daily basis. Some of
them are sales, stock refill purchase, returning defected products and so on. Most of these activities
require to be recorded since they are useful resources to manage a retail business. They can be
used to calculate profit & loss, for customer satisfaction & generally to grow the business, so they
need to be carefully recorded and analyzed. In the ideal supermarket that we decided to use, the
record management system they use is files. Everything is recorded on papers and stored in the
record room. Sales, purchases, returns & every record are written on a paper and the organized
into files.

1.2. Scope of the project

This project is going to include:
 Inventory management: The system is expected to help store managers track
inventory levels, monitor product movement, and generate reports on stock holding.
 Point of Sale (POS) system: A POS system is one of the things included in the
system. The system is expected to enable cashiers to quickly and accurately process
transactions and let them keep track of what’s in & out of the store.
 Reporting and analytics: The system should enable store managers to generate
reports on sales, products sold, profits, losses & retail purchases across one or more
stores.
 Vendor management: The software solution should have features enabling
managers to track vendor performance, track ongoing pricing, purchases & manage
contracts or agreements made with vendors.
The system covers some areas of customer & service management that have relation
with the growth of the company & it can be used to analyze customer behavior and give
predictions on the amount of stock to purchase.
The software doesn’t concern about customer relationship management & other
related service issues. The system only covers areas related to product & sales
management and leaves the human resource issues aside. Employee tracking which
includes scheduling, timesheet tracking, and administration of payroll benefits and taxes
are also not included in this software development.
Overall, this supermarket management system development project covers all
features & functionalities that support efficient operations of the store and related issues.
Its main goal is to decrease the inefficiency caused by the manual file system that is
currently being used.
 1.7. Limitation of the project
Information Overload:
 Organizations grapple with an ever-expanding volume of data, both physical and digital.
 The sheer amount of information can make it challenging to identify and manage records
effectively.
 To mitigate this, robust systems for categorization, searchability, and retrieval are
essential.
Data Accuracy & Integrity:
 Accurate data is crucial for decision-making and maintaining data integrity.
 As the number of records grows, ensuring accuracy becomes increasingly difficult.
 AI can play a role in automating record creation, validation, and deletion to enhance
accuracy.
Maintaining Compliance with Regulations:
 Organizations must adhere to various policies (e.g., security, privacy) to protect their long-
term interests.
 Compliance involves time-consuming work, tracking data, and understanding
organizational policies.
Managing Records Across Multiple Locations:
 Stores with multiple branches face the challenge of managing records consistently across
different locations.
 Ensuring uniformity in record practices and policies can be complex.
Poor Records Retrieval:
 Inefficient retrieval processes hinder productivity.
 A well-designed system should allow quick access to relevant records when needed.
Missing Retention Schedule:
 Without clear retention schedules, organizations risk either keeping records longer than
necessary or prematurely disposing of critical information.
 Establishing and adhering to retention policies is crucial1.