Trinity Premium Pet Care

Trinity Premium Pet Care company was established on 24 January 2024 at

Francistown at Sunshine Plaza mall near Selepa estate houses. The company
operates from 0900hrs in the morning to 2100hrs at night during the week and
on weekends we operate from 1000 to 1700hrs.The company is proud to say
that we have six dedicated workers that are very passionate at their job; one
manager, one receptionist and four pet care takers. The Trinity Premium Pet
Care company’s mission is to provide homeless pets with love, care and second
chance they deserve. The records kept in Trinity Premium Pet Care are supplies
record, employers record, guest and adoption record which are managed by
our receptionist. One can reach the organisation through the e-mail address
(Trini@724gmail.com) and telephone dials (678519724).

TRINITY PREMIUM PET CARE’S AREA OF FOCUS

The company will be focusing more on pet adoption record. This includes
recording people who visit the company, and the pet adopted. The receptionist
will be recording people who visit the company, the date, unit price, the
quantity, the pet adopted, the visitor’s ID number, total price paid for adopted
pet in the company’s logbook. To find out the total price of each pet, the
receptionist will multiple the unit price with quantity of the pet. The manager
will then issue out contracts containing all the pet’s details to visitors who have
adopted the pet which contains the pet’s age, allergies, feeding schedule and
the pet’s character.

Visitor’s ID number Date Pet adopted Unit Quantity Total

name Price(P) Price(P)
Ashley 172776908 26/01/24 White and 250.00 2 500.00
Fikile black puppy’s
Trinity 278519724 05/05/24 Green gecko 1200.00 1 1200.00
Tsame
Charity 377812567 21/12/25 Full cream 425.00 2 850.00
Spench white puppy
Keletso 474539630 21/08/25 White parrot 300.00 3 900.00
Candy
Patience 575513729 21/09/25 Brown and 350.00 2 700.00
Katlo white kitten
PROBLEM OF THE SYSTEM
# It is difficult to find the total balance of each pet adopted for the whole year
as the records are not arranged according to the type of pet adopted hence
this is time consuming as the receptionist must go through all payments
records page by page to find the total balance of each adopted pet.

#It is difficult to find as to which pet is most adopted because the records are
not arranged in no particular order as to which type of pet is mostly adopted to
the least or from the least adopted to the highest.

#It is difficult to search for the details of a certain pet to be adopted because
they are randomly arranged in the company’s log book thus this is time
consuming as the receptionist takes more time going through the records or
files to find the details of that certain pet to be adopted.

OBJECTIVES
#To calculate the total balance of each pet adopted for the whole year. This
will be done by adding all payments paid for the adopted pets for the whole
year.

#To arrange the guest and adoption records to avoid going through page by
page searching for details. This will be done by recording type of pet adopted
each on their pages. Write another objective

INPUT, PROCESS, OUTPUT STATEMENT

SOURCE INPUT PROCESS OUTPUT
Receptionist Visitor’s name Calculate the total Manager will issue out a
ID number amount that each contract containing the
Date pet has amounted adopted pet details (pet’s age,
Quantity to for the whole allergies, feeding schedule
Unit Price(P) year and pet’s characteristics.) and
Pet adopted the total balance that is to be
Total Price(P) paid.

DFD

Customer
Visitor’s name
ID number
Date
Unit Price
Quantity
Pet adopted
Total price

Calculating total
amount that each pet Company’s
amounted to for the logbook
whole year

Contract
BROAD DESCRIPTION OF EXISTING SYSTEM

The company will be focusing more on pet adoption record. This includes
recording people who visit the company, and the pet adopted. The receptionist
will be recording people who visited the company, the date, unit price,
quantity, the pet adopted, the visitor’s ID number, total price paid for adopted
pet and time taken inside company in the company’s logbook. To find out the
total of each pet, the receptionist will multiple the unit price with the quantity
of the pet. The manager will then issue out contracts containing all the pet’s
details to visitors who have adopted the pet which contains the pet’s age,
allergies, feeding schedule and the pet’s character and the total balance to be
paid.

PERSPECTIVE

The manager said it is difficult to find the total number of pets adopted in a
year.

CONTIGENCY MEASURES

The system has no backup.

EVALUATION OF EXISTING SYSTEM

Good points:

# The system is able to calculate the total balance of each pet adopted for the
whole year. This is done by adding all payments paid for each pet for the whole
year.(how?)

#The system is able to arrange the guest and adoption records to avoid going
through page by page searching for details. This will be done by recording type
of pet adopted each on their own unique pages.

Bad points:
 #IThe system is unable to calculate the total balance of each pet adopted for
the whole year as the records are not arranged according to the type of pet
adopted hence this is time consuming as the receptionist must go through all
payments records page by page to find the total balance of each adopted pet.

#The system has difficulty in searching for the details of a certain pet to be
adopted because they are randomly arranged in the company’s log book thus
this is time consuming as the receptionist takes more time going through the
records or files to find the details of that certain pet to be adopted.

Evaluation of alternative solutions

Improved Manual System

Current situation
The mission of Trinity premium pet car includes recording people who visit the
company, and the pet adopted. The receptionist will be recording people who
visited the company, the date, unit price, the quantity, the pet adopted, the
visitor’s ID number, total price paid for adopted pet in the company’s logbook.
To find out the total price, the receptionist will multiple the unit price with the
quantity of the pet. The manager will then issue out contracts containing all
the pet’s details to visitors who have adopted the pet which contains the pet’s
age, allergies, feeding schedule and the pet’s character and total balance to be
paid.

Problem identified
# It is difficult to find the total balance of each pet adopted for the whole year
as the records are not arranged according to the type of pet adopted hence
this is time consuming as the receptionist must go through all payments
records page by page to find the total balance of each adopted pet hence
being difficult to find the total balance of each pet

Improvement

# To solve this problem the receptionist will calculate the total balance of each
pet adopted for the whole year. This will be done by adding all payments paid
for each pet for the whole year.

Benefits
This will help the receptionist to easily calculate the total balance of each pet
adopted

Costs
I will be using the same company logbook so no costs will be incurred.

Fully Computerised system

Computerised system
The mission of Trinity premium pet car includes recording people who visit the
company, and the pet adopted. The receptionist will be recording people who
visited the company, the date, unit price, the quantity, the pet adopted, the
visitor’s ID number, total price paid for adopted pet and in the company’s
logbook. To find out the total price, the receptionist will multiple the unit price
with the quantity of the pet. The manager will then issue out contracts
containing all the pet’s details to visitors who have adopted the pet which
contains the pet’s age, allergies, feeding schedule and the pet’s character and
total balance to be paid.

Problem identified
# It is difficult to find the total balance of each pet adopted for the whole year
as the records are not arranged according to the type of pet adopted hence
this is time consuming as the receptionist must go through all payments
records page by page to find the total balance of each adopted pet hence
being difficult to find the total balance of each pet.

Improvements
I am going to use database access to make a calculation query so that I will be
able to find the total balance of each pet.

Benefits
This will help to calculate the total balance of each pet adopted for the whole
year.
 Costs
Costs will be incurred because a new software will be bought to be used to
amend the problems that are faced.

Statement of objectives of proposed system or solution

I am going to use database to:

#Automatically calculate the total amount of the adopted pets throughout the
whole year using calculation query.
#To receipt for customer who adopted a pet using report.
Visitor’s ID number Date Pet adopted Unit Quantity Total Price(P)
name Price(P)
I I I I I I PO

Clarity of plan of action

The system will be developed using Microsoft database. This software has
form, query and a report which will enable the creation of the system. To input
the details, the receptionist will use the system form. The following will be
captured visitor’s name, ID number, date, pet adopted, unit price(P), quantity,
total price(P). These are then sored in a lease table.

The following field names will be validated: ID number, date, unit price(P),
quantity. It
 System file structure

Field name Variable name Data type Validation rule Validation text
Visitor’name Cust_name Text null Null
ID no. Cust_ID Number Between 100000000 The no. must have 9
and 999999999 digits only
Date Date Date and =now() This must be the
time system current date
Pet adopted Pet type Text Null Null
Unit price Money Currency >=200 The system must
accept P200 or
more than P200
only
Quantity Number Number <=4 The system must
allow a quantity of
4 pets or less than 4
to be adopted.
Total price Money Currency null null