Overview Description

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Here you can find the overview of our system, the Coffee Shop Management Application. It is a comprehensive solution designed to streamline coffee shop operations by efficiently managing orders, inventory, and financial performance. It provides an intuitive interfaces for baristas, managers, and business owners to track key aspects of their shop's workflow.

1.Product background

The Coffee Shop Management Application is developed to address operational challenges in coffee shop management, helping to optimize processes, increase productivity, and enhance customer experience.

Objective:
- Assist coffee shop owners in managing orders, controlling inventory, tracking revenue, and improving customer satisfaction through professional services.
Vision:
- Become the leading coffee shop management solution, integrating advanced technology to help shop owners optimize business operations and increase profitability.

2.User characteristics

The system our group aiming to create will be a business-oriented system, therefore its target users will be primary business owners, companies,... but it can also be used by people who want an application to help them with time management, or resources management.

Demand:
- Coffee shop owners, managers, and staff often struggle with managing multiple aspects of their business, including tracking orders, maintaining ingredient inventory, and monitoring financial performance. Manual record-keeping or outdated systems can lead to errors, inefficiencies, and lost revenue. This application aims to simplify these processes by providing a centralized, automated solution.
Behavior:
- Users interact with the system daily to place and track customer orders, check ingredient stock, and review sales data. Baristas and cashiers require a fast and intuitive interface for quick order processing, while managers expect detailed reports and notifications for stock levels and profits. Users value a seamless, responsive, and user-friendly experience that integrates smoothly into their workflow.
Purpose:
- The primary goal of using this application is to improve workflow efficiency, reduce operational errors, and optimize financial performance. For baristas, it ensures smoother order handling and ingredient tracking, while managers benefit from real-time insights and better decision-making. People that don't want anything with businesses can also use this application for enhancing personal experience, like better time management. Ultimately, the system helps coffee shop owners run their businesses more efficiently, improving customer satisfaction and profitability.

3.Product functions

We are aiming to create an application for users that help them efficiently and intelligently managing their coffee business, which involves in a lot of processes that can easily be neglected or mistaken, therefore deal a enormous amount of harm to the business.
We will divide the functions of the system into two divisions, Core features and Supporting features.

Core features:
- Customer Order Tracking: The system streamlines order management by allowing barista to process and track orders in real time. Orders can be modified or updated easily, ensuring accuracy and efficiency. This reduces wait times and improves customer satisfaction.
- Ingredients Tracking: Keep track of ingredient stock levels to prevent shortages and avoid over-purchasing. The system notifies staff when supplies are running low, ensuring timely restocking. This helps reduce waste, optimize inventory management, and maintain smooth operations.
- Profit Tracking: Monitor revenue, expenses, and net profit (the amount of money that a company has after all its expenses are paid.) through detailed financial insights. The system provides reports on daily sales, high-demand products, and cost analysis. This allows business owners to make informed decisions and improve profitability.
Supporting features:
- Employee Management: Allows managers to assign roles, track work shifts, and monitor employee performance. This helps streamline scheduling and ensures efficient workflow in the coffee shop.
- Sales Reports and Analytics: Provides insights into best-selling items, peak business hours, and customer trends. These reports help owners make data-driven decisions to improve sales and marketing strategies.
- Customer Loyalty Program: Encourages repeat business by offering rewards, discounts, or points for frequent purchases. This helps build customer relationships and boost long-term revenue.
- Table Management: Tracks table availability, reservations, and waiting list for dine-in customers. This improves seating efficiency and enhances the overall customer experience.
- Order Customization: Allows customers to personalize their drinks by selecting options like extra shots, milk alternatives, or sugar levels. This ensures flexibility and better customer satisfaction.
- Expense Tracking: Help business owners monitor operational costs, including rent, wages, and utilities. Keeping track of expenses allows for better budgeting and cost optimization.
- Supplier Management: Maintains supplier details, order history, and restocking schedules. This ensures smooth inventory management and avoid supply chain disruptions.
- Mobile and Tablet Compatibility: Ensures the system runs smoothly on different devices, allowing employees and managers to access features easily from anywhere in the shop.

4.Constraints

Budget Constraints: Limited financial resources for development, maintenance, and updates.
Time Constraints: The application must be developed and deployed within a specific timeframe.
Technical Constraints: The application must be compatible with existing hardware (POS systems, tablets) and software (operating systems, databases).
User Skill Constraints: Staff may have varying levels of technical proficiency, so the interface must be simple and intuitive.
Scalability Constraints: The system should handle a growing number of orders, users, and data without significant performance degradation.

5.Assumptions and Dependencies

Assumptions:
- User Behavior: Staff will consistently input data (orders, ingredients usage) into the system.
- Data Accuracy: The data entered (sales, inventory) will be accurate and reliable.
- Internet Connectivity: The application will have stable internet access for cloud-based features (if applicable).
- Hardware Availability: The coffee shop will have the necessary devices (e.g., tables, computers) to run the application.
- Business Rules: The coffee shop follows consistent pricing, menu items, and operational processes.
Dependencies:
- Third-Party Software: Integration with payment gateways, accounting software, or inventory management systems.
- Hardware: Reliance on specific devices (barcode scanners, printers) for full functionality.
- Data Sources: Dependence on accurate and up-to-date data from suppliers (ingredient availability, pricing).
- Team Expertise: Availability of skilled developers, testers, and support staff for development and maintenance.
- Regulatory Compliance: Adherence to local laws and regulations (tax calculations, data privacy).

Conclusion

This architecture helps the workflow becomes more clearly, consistently, and easier to operate. Ensuring the certainty, security, and logic in running the system.