report subject information systems in business

CHAPTER 1: OVERVIEW OF THE BUSINESSAs a busy coffee shop, Katinat understands how crucial it is to utilize an effectiveInformation Systems in its operation, especially for online selling

VIETNAM GENERAL CONFEDERATION OF LABOUR

TON DUC THANG UNIVERSITY

-o0o -REPORT SUBJECT: INFORMATION SYSTEMS IN BUSINESS

Topic: E-commerce

Group ID: 2

Lecturer: Dr Đoàn Xuân Huy Minh

Ho Chi Minh City, December 2023

ID Student Name Student ID Evaluation Signature

Group Score:

CHAPTER 1: OVERVIEW OF THE BUSINESS 4

CHAPTER 2: BUSINESS PROCESS 5

2.1 Order in Place 5

2.2 Order through App or Website 6

CHAPTER 3: DATA FLOW DIAGRAM 8

CHAPTER 4: SECURITY POLICY 9

CHAPTER 5: APPLICATION 11

CONCLUSION 14

CHAPTER 1: OVERVIEW OF THE BUSINESS

As a busy coffee shop, Katinat understands how crucial it is to utilize an effective Information Systems in its operation, especially for online selling activities (using third party E-commerce platforms) The coffee shop is applying contemporary technology to go beyond traditional in-person transactions Katinat's E-commerce strategy mostly revolves around cooperating with strong and easy-to-use online platforms such as Grab, ShopeeFood, Gojek and Be This digital store allows clients and potential buyers to view the menu, place orders, and pay securely from home or

on the move This not only helps the coffee shop reach more customers but also makes the overall experience better A smart Order Management System ensures that online orders perfectly fit into the coffee shop's day-to-day work as well It fosters smooth inventory management, making sure orders are fulfilled punctually This system improves efficiency, minimize mistakes, and provides real-time updates to both customers and staff Other than that, Katinat also prioritizes Customer Relationship Management systems in its online selling setup By looking

at the given information from orders, Katinat's staff must follow additional requests and serve them right Besides, those mentioned platforms are also a way for Katinat

to suggest personalized items, offer special deals, and create loyalty programs to connect better with customers Using E-commerce Information Systems doesn't just make buying things easier; it also helps in making decisions based on data Business Intelligence tools help Katinat analyze online sales, understand what customers like, and quickly adjust offerings to match what people want In this digital age, Katinat Coffee Shop is committed to using Information Systems for online selling This shows how much they want to stay up-to-date and meet the expectations of customers who are comfortable with technology This introduction sets the phase for exploring how Information Systems play a huge role in making Katinat Coffee Shop's online business successful

CHAPTER 2: BUSINESS PROCESS

A systematic and professional management and operation process is something that any F&B brand needs to invest in In particular, beverage chain brands must focus more on process synchronization to be able to scale successfully

Before that task, Katinat has perfected the supply chain process to ensure input raw materials to produce the highest quality beverage products The brand also has full certifications of product quality This helps customers feel more secure while enjoying drinks here Perhaps that's why Katinat always confidently tells customers that her products are made from "premium" materials and quality is guaranteed Besides, the service process at the restaurant is also completed from the stages of welcoming, ordering, paying to serving customers All employees will follow a pre-trained and disseminated procedure This perfection brings seamless experiences to customers and creates a good impression of the brand

The store's management system includes managing revenue per shift, managing take-away or in-store orders and orders from third-party apps, in addition to managing membership points for customers and manage promotions for each holiday season and occasion

2.1 Order in Place

When ordering, staff will ask customers whether they have created a member account or not If the customer has a member account:

1 Click the table card

2 Ask for customer information and phone numbers to accumulate points

3 Enter the customer's order information, paying special attention to the customer's notes such as less sauce, extra toppings

4 Apply the customer's promotional code

The exported data information will include: 2 bills, 1 stamp and order data saved on the machine

1 stamp to make water

1 bill given to customer

1 bill kept to check at the end of the shift when there are any errors that can be edited on the machine

2.2 Order through App or Website

Katinat's main partners can be mentioned as Grab, ShopeeFood, Gojek, Be But the majority of orders are from Grab because Grab has many promotional policies, discounts for customers as well as more convenient combos for customers Usually, most of the store's e-commerce revenue comes from Grab

Customers will order food through the above applications, through which staff who receive online orders will have to prepare according to the following process:

1 Receive orders from your own device

2 Check the order code from the 3rd party and enter the order code

3 Enter the requested customer data

4 Enter the promotion code

5 Make water

6 Check the invoice again

7 Hand over to a 3rd party shipping unit

When a problem arises when ordering food online through the application, for example: If the customer runs out of the requested dish, the store will proactively call the customer to notify the customer of the problem and offer other options client If the customer does not change, the order will have to be canceled Or in case the customer does not receive the order, or if the order takes too long because the store is too crowded, the 3rd party delivery person cancels the order and the store will have to resell it If the customer refuses to accept the orders, the third party will be responsible

Figure 1: Swimlane Diagram of Katinat Saigon’s Cafe IMS

CHAPTER 3: DATA FLOW DIAGRAM

Figure: Data Flow Diagram of Katinat Saigon’s Cafe

A data flow diagram (DFD) created by Katinat shows how an external entity called the "Customer" starts the process by putting orders into the system These customer orders are recorded and managed by the "Order Processing" procedure, which gets data from the "Menu Database" that includes information on the goods and prices that are offered Concurrently, transaction-related data is handled by the "Payment

Processing" process, which receives data from the client and updates the "Payment Database" with transaction specifics The DFD offers a clear and concise depiction

of the fundamental data flows and procedures in a coffee shop, demonstrating the movement of information from client orders to inventory control and financial transactions

The DFD, which illustrates how data moves through the system and is processed, is

a structured depiction of the information system used by the coffee shop It is an effective tool for illustrating the relationships between the key elements of a system Processes, data repositories, and external entities make up the DFD External entities represent the sources or destinations of data outside the system, processes represent the activities that occur within the system, and data stores represent the data that is stored within the system

The DFD for the coffee shop is a Level 0 DFD, which provides a high-level view of the system It shows the major processes and data stores within the system and the interactions between them The DFD can be further refined into lower-level DFDs

to provide more detailed views of the system

CHAPTER 4: SECURITY POLICY

The term "MIS security" describes the safeguards implemented to keep information system resources safe from compromise or unwanted access Security vulnerabilities are flaws in hardware, software, or computer systems that an attacker could use to obtain unauthorized access or compromise a system

Social engineering techniques can also be used to take advantage of people who are components of the information system Gaining the system's users' trust is the aim

of social engineering

A management information system (MIS) needs to handle a number of security concerns Among the most prevalent security problems are:

a Unauthorized access

This occurs when someone accesses data or a system without authorization By using access controls, two-factor authentication, and strong passwords, it can be avoided

b Malware

Software that can damage a system or network is known as malware Installing antivirus software, updating software, and avoiding dubious downloads can all help prevent it

c Phishing

One kind of social engineering attack is phishing, in which a perpetrator tries to fool a victim into disclosing private information Spam filters and user education about spotting phishing emails are two ways to stop it

d Insider threats

Security risks that originate from within an organization are known as insider threats By putting in place access controls, keeping an eye on employee behavior, and running background checks, they can be avoided

e Data breaches

Sensitive information breaches happen when unauthorized people obtain or steal

it By using access controls, encrypting data, and keeping an eye on network activity, they can be avoided

f Weak passwords

Weak passwords pose a security risk because they are simple to figure out or crack Password managers and the implementation of password policies requiring strong passwords are two ways to prevent them

g Lack of backups

In the case of a disaster or system failure, data loss may arise from a lack of backups By establishing routine backups and testing the backup and recovery procedure, it can be avoided

These are only a handful of the numerous security concerns that a management information system has to deal with To keep the system secure, it's critical to routinely review and update security measures

Another suggestion in to apply an information security management system (ISMS), which is an enterprise-wide framework of policies and controls used to systematically manage risks and information security throughout the entire organization These security measures may adhere to industry-specific guidelines or general security standards

Applying ISMS to a company can drastically improve minimizing risks of security and privacy threats

CHAPTER 5: APPLICATION

Problems at work are common during business operations, and using a proper instrument, such as MIS, is essential Management information systems (MIS) assist companies in making decisions, avoiding waste, and increasing profitability by giving market information In work management, MIS serves as a planning tool, identifying strengths and weaknesses to provide a comprehensive view of the company's performance, promptly detect problems, help improve performance, and throw light on the organization's effectiveness Everyone, both employees and customers, can utilize the MIS data and information to make decisions such as budgeting, planning, market identification, and so on As a result, MIS is critical in business as a tool to support effective information management for decision-making and overall organizational effectiveness In addition, MIS also has many different applications such as:

MIS assists in gathering essential data from numerous sources within and outside the firm in order to determine the most effective manner of operation

It also provides a single repository for storing and organizing structured data, allowing for quick and easy retrieval of stored data for analysis and decision-making As a result, while using the MIS system, Katinat personnel can easily apply this technology and discover a more efficient way of operating for Katinat

MIS converts raw data into valuable information by processing and summarizing it Then, in order to respond to these instructions, analyze data to obtain customer insights and trends

MIS compiles frequent reports for management, assisting in decision-making by allowing staff to visually convey key performance indicators to management while also providing an overview of the progress of work

MIS aids in the coordination of activities throughout the work chain, from receiving orders to serving

It maintains all critical data such as financial reporting, planning, and accounting, assisting management in determining total income, costs, and profits

MIS maintains employee data, such as working status, number of leaves, and bonuses, to rapidly and reliably determine employee wages

MIS contributes to increased information security

In addition, MIS applications include many different types of systems that provide information about all forms of business operations For examples:

• Executive Information System: It offers comprehensive data on expenses, earnings, operational plans, effectiveness, risks, and performance, which aids in decision-making

• Marketing Information System: It finds the most successful campaigns and offers information on previous marketing initiatives based on corporate standards

• Transaction processing system: TPS handles sales transactions and assists clients with selecting desired orders, quantities, costs, modes of payment, etc Sales-related data can also be tracked by this system

• Customer relationship management system: Businesses may expand by identifying customer patterns, and this technology helps them determine when and how to reach out to customers for feedback Attend to their requirements as soon as possible

• Human resource management system: This system keeps tabs on the amount, timing, and performance of personnel

• Financial accounting system: This technique assists in monitoring accounts payable and receivable to optimize profitability

It is essential for growth to align the MIS with your strategic goals, while continuously updating and adjusting the system to meet customer and market needs

Finally, Katinat's strategic integration of Information Systems into company operations, notably for online selling activities via third-party E-commerce platforms, has proven to be a revolutionary and beneficial strategy The introduction

of these technologies has considerably improved operational efficiency by providing automated procedures and real-time data access, which reduce mistakes and speed up processing times The organization has effectively increased its market reach by utilizing third-party channels to engage with a larger worldwide client base Data-driven decision-making is enabled by the usage of information systems, which provides significant insights into consumer behavior, market trends, and sales success As a consequence, Katinat is better able to make educated business decisions and customize its strategy for best results Adoption of these technologies not only increases customer experience and engagement, but also saves money through improved procedures Katinat's adaptability and scalability are further enhanced by the flexibility provided by these platforms, which enables the firm to respond quickly to changing market circumstances Overall, the inclusion of Information Systems has not only positioned Katinat as a competitive force in the online marketplace, but it has also established the groundwork for long-term development and innovation in the ever-changing field of E-commerce