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BSBADM504 Assessment 1

1.

This proposal is about café upgrading software for POS system and the name of the café is “Café before sunset” located in Sydney.  The café is still doing paper-based system for the staffs to log in and out; also the payroll is base on the written paper so sometime calculating of salary will have a mistaken, by providing this proposal to the café is to help up a smooth working environment to the staffs and the management.

2.

  1. This café need upgraded software for POS system to allow the staff clock in / out, by capturing the time. The management just downloads the timesheet from the system to get the accurate total hours for each staffs and prepare payroll.
  2. A total of 8 users will be using the system.
  3. The purpose of this system is to keep track of each staffs working hours, punctuality and for the management to prepare the payroll for the staffs. Each staff will have their log in number every time before the shift start just clock in from the POS system and clock out when the shift end. Also this software come with configure admin and user account and set permission level, for example, normal staff only can provide 10% total bill, but up to senior, supervisor can give up to 30% total bill, and the manager level is 50% total bill. And can track what is reason by giving out free drinks etc.
  4. The interface is a must user friendly, so each staffs will not take longer time to learn.
  5. The POS system, help the management keep track staffs punctuality and performance.
  6. The café need this new software for easy employee management, balancing and cash management, real-time reporting, loyalty program, and online ordering.
  7. Basically the budget is within $700 - $1000 per year.

Mrs Luke Warm

Café before sunset

 Illawarra Rd, Marrickville

NSW 2204

Dear Mrs Luke Warm,

As our last week’s meeting, the discussion about the upgrading for our POS system software, and according to your request, I had list out the system requirements and the considerations. Below is the list for your review.

  1. This café need upgraded software for POS system to allow the staff clock in / out, by capturing the time. The management just downloads the timesheet from the system to get the accurate total hours for each staffs and prepare payroll.
  2. A total of 8 users will be using the system.
  3. The purpose of this system is to keep track of each staffs working hours, punctuality and for the management to prepare the payroll for the staffs. Each staff will have their log in number every time before the shift start just clock in from the POS system and clock out when the shift end. Also this software come with configure admin and user account and set permission level,  for example, normal staff only can provide 10% total bill, but up to senior, supervisor can give up to 30% total bill, and the manager level is 50% total bill. And can track what is reason by giving out free drinks etc.
  4. The interface is a must user friendly, so each staffs will not take longer time to learn.
  5. The POS system, help the management keep track staffs punctuality and performance.
  6. The café need this new software for easy employee management, balancing and cash management, real-time reporting, loyalty program, and online ordering.
  7. Basically the budget is within $700 - $1000 per year.

Sincerely,

Elisha Loke

Store Manager

Implementation Plan

Implementation Plan

Schedule

a. Development of the system

26 April 2017

b. Installation of the system

6 May 2017

c. Testing

6 May 2017

d. Introducing the system and procedures

7 - 8 May 2017

e. Skills assessment and training

7 – 8 May 2017

Hourly-wage employees should clock in and out to begin or end their work shift.

To clock in or out:

  1. From the Employee menu, selectClock In/Out.
  2. Select your user name from the drop-down list or key in the user ID provide by the manager
  3. Enter your password provided by the manager
  4. SelectClock In or Clock Out, as appropriate.

For store manager you can add new entries to your Time Clock history. This is handy if an employee forgets to clock in for his shift.

To add a Time Clock entry:

  1. From the Employee menu, selectNew Employee Time Entry.

OR

From your Time Clock History list, select New Entry.

  1. Enter the employee name, Store number,and clock in/out dates and times as applicable.
  2. SelectSave.

POS machine for products order:

Step 1 - Setup and Configuration

The first step in setting up any electronic touch screen cash register is to ensure the device is connected to a power outlet and switched on.

Next, the register must be configured to accurately process transactions. This can involve you manually programming in the time and date, in addition to establishing language settings.

Ensure there is an adequate supply of paper in the receipt printer. Many registers may also require a unique clerk code to be entered.

This allows employers to identify which member of staff was responsible for specific transactions, regardless of how many utilize the same register.                                                                                                                                                                                              
*this will be set up by the company*

Step 2 - Product Input

Choose the order that customer order, such as hot drinks, cold drinks, counter foods, breakfasts, lunch, cakes, retail, and soft drink.

Each button screen you touch will come out variety of list and price will show up, the machine will calculate the transaction total.

In situations where products do not show in the screen users must enter this information manually.

Step 3 - Calculation and Total

Once each product has been touch, the user should then select a 'sub-total' option which allows the register to calculate the total cost of the transaction.

This information will be displayed to the user on the monitor, and in most instances to the customer on a small LCD display screen.

Step 4 - Sale

If the customer wishes to pay by cash, the user must select the 'cash' option on the touch screen and manually enter the amount of cash provided or quick touch screen button such as “$5, $10, $20, and $50” then pressing 'commits'.

By doing so, the secure cash draw will automatically open, allowing the user to provide any required change (the amount of which will also be displayed on the monitor). At the same time, a receipt will be printed for the customer.

If the customer wishes to pay by credit or debit card, the user must select card option on touch screen. In some cases, customers may then enter their card and PIN number into a card terminal linked to the register.

If the system goes off-line, the user has to manually key in the total amount from the merchant, such as:

  • Menu
  • Purchase
  • Enter the amount
  • Press ok

Alternatively, the user may swipe the magnetic strip on the customer's card, and provide either a receipt for them to sign or a modern digital signature capture device. Finally, the user presses 'sale' to complete the transaction.

Café before sunset

 Illawarra Rd, Marrickville

NSW 2204

New POS System Procedure:

Dear Staffs,

Effective from 09 May 2017, we are implementing a new POS System in our Café. Which I hope each and every staffs feel more comfortable while working in the café.

First, every staffs will have your own ID number, the ID is use for you to clock in and clock out, and all staffs please remember to do so, as the payroll department will calculate the wages according to your log in hours.

Training about how to use the new system will be schedule on 7 – 8 May 2017. For those staffs that not working on that particular day, you will get pay for attending the training. The training will take 1 – 2 hours. This training is to let you familiar with the new POS system operation. Such as taking order, process of payment.

Staffs please let your manage know you availability date. So the manage will arrange accordingly.

Thanks

Management

9. Provide training and support for staff

Date of training

7 – 8 May 2017

Topics of the training

- about staffs ID number

- briefing on the new POS system

- hands on the system

- overcome system error

Trainer

- Elisha Loke (store manager)

- Keith Steam ( POS software company)

Attendance

- Elisha Loke

- Clair Alibaba

- Jessin Loh

- Chelsea Moniaga

- Danny Chankely

- Eva Mongolia

- Linh Ungely

- Jezz Cukang

Period of the training

1 – 2 hours

10. Supplier Risk Management Plan

Risk

Risk Level

Control

Responsibility

Quality Risk

High risk

Supplier ensure the quality of products meet the expectation level

Luke Gordan (Product Manager)

Need for modifications

Medium Risk

Supplier ensure if need any modification on the POS system, the support will help and act fast

Christopher Lauran (System Support)

Lack of training

Low Risk

The trainer in the company are knowledgeable

Keith Steam (Trainer)

Lack of confidence

Low Risk

The trainer in the company are friendly and helpful

Keith Steam (Trainer)

Loss of productivity

Medium Risk

Supplier maintaining the appropriate level of production by providing full support if the café needed.

Christopher Lauran (System Support) and Evelyn Nila ( Sales persons)

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