VIETNAM GENERAL CONFEDERATION OF LABOUR TON DUC THANG UNIVERSITY 000 TON DUC THANG UNIVERSITY REPORT SUBJECT: INFORMATION SYSTEMS IN BUSINESS Topic: E-commerce Group ID: 2 Lecturer
Trang 1VIETNAM GENERAL CONFEDERATION OF LABOUR
TON DUC THANG UNIVERSITY
000
TON DUC THANG UNIVERSITY
REPORT
SUBJECT: INFORMATION SYSTEMS IN BUSINESS
Topic: E-commerce
Group ID: 2 Lecturer: Dr Doan Xuan Huy Minh
Trang 2Ho Chi Minh City, December 2023
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Group Score:
Trang 4Table of Contents
CHAPTER I: OVERVIEW OE THE BUSINESS
2.1 Order in Place
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Trang 5CHAPTER 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, ShopeeF ood, 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
Trang 6CHAPTER 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
Trang 71 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: Recetve orders from your own device
Check the order code from the 3rd party and enter the order code
Enter the requested customer data
Enter the promotion code
Make water
Check the invoice again
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
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‘Order form
Receive rinks,
Payment
Give drinks E-banking
Receive drinks and
bills
Print bit
Resolve
drinks
Figure 1: Swimlane Diagram of Katinat Saigon’s Cafe IMS
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CHAPTER 3: DATA FLOW DIAGRAM
Processing payment
ENS
| Payment |
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a
Product's menu
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có { Receive \
Order
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ay Staff Production, { Product |
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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
Trang 10Processing” process, which recetves 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
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Trang 11This occurs when someone accesses data or a system without authorization By using access controls, two-factor authentication, and strong passwords, it can be avoided
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
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
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
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
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
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
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Trang 12These 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:
e 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
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Trang 13MIS 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
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