Explain Information System Motor Sales Management?
The ABC motors is a car selling and vendor company which majorly deals with selling and renting of the various types of vehicles, however the type of vehicles sold and rent are the busses, Lorries, pickup, tractors; however they also sell the motorbikes. In addition to this the company also rents some vehicles mainly the tractors and the Lorries at fair prices.
The current system is made of the various departments and they face a lot of challenges in the record keeping process, since they do record their transactions in a book manually where they face challenges while making stock, sales and rental analysis, however they tend to lose their records and they may misplace a very important data management.
The company however has the major structures which is divided in terms of the departments, these departments includes management department where the general manager is located and they mainly deals with overall operations ,there is also the inventory manager this is the one responsible for the recording of the available vehicle in the stock,
The sales manager who mainly deals with the vehicles to be sold and he issue the vehicles to the owners after they are bought. However the organization has also the financial manager this mainly receives the money from the customers who want to purchase or rent a certain machinery or vehicle.
All these managers are the one who controls the operation of the company ,however when the customers visits the company they record their details in the finance department including their name and the required machinery and whether is rental or purchase then they proceed to the show room so that can be able to select their desirable vehicles.
After the customers selecting their desirable machinery they proceed to finance department and make payments, the finance manager issues the customers with the receipt where using the receipt the sales manager or the rental manager issues the machinery to the customers.
The ABC motors company has various operations and there are various challenges that company faces, the challenges are in terms of the data storage and the operation process, among the following are some of the challenges faced by the company management
Poor record management-the records are managed manually where the stock record ,rental records and the sale records are captured in the books records which can be easily damaged.
System acquisition method
Long waiting queues. The customers has been coming for services in this company this is because of high quality service offered here and the discounted prices by the company to the customers and due to the poor record capturing and searching from the book records.
Time consumption and wastage. The use of the book type of record keeping make the user of the system spend a lot of time to retrieve the record and his leads to waste time for both the customers and the respective staffs.
Challenges in record storage. The company however is also facing some challenges when it comes to record storage where it leads to more expenditure in purchase of the storage cabinets this requires a large storage room for the cabinets as well.
Challenges in record retrieval, The company get a lot of challenges while trying to retrieve the storage of the records either for storage or the sales and rental books and tends to take a lot of time and increases the queues.
Lack of data backup. The company data at this moment has no formal backup ,this makes it risky for in case the data get lost at any given time and in case of the complain from the customer and they can end up claiming for refund of any purchase.
Loss of data. The company can end up losing the data in case the files get misplaced and this makes the company lack data for future reference to analyse the sales trends.
Poor decision making. The current system the management cannot make good decision since the they cannot be able to do analysis of their sales, store and rental records.
Due to various challenges ,in this company the management decided to put in place the accounting management system ,this Is to allow that the company manages all those challenges ,this is to ensure that the company will be able to integrate all the relevant departments ,this will enable the central storage of the company records (Rainer, 2015).
The company has decided to acquire new computerized system which will enable them store the records, ease the records retrieval and also it enable the data backup.
During the system acquisition the company used the commercial software which will be customized to be use by the ABC motor company; this software will be able to link the entire departments, this will as a result lead to improved service delivery and will result to services delivery.
System flowchart of the sales procedures
The system will streamline how the details of the information flow this indicates how the customer visits the company, order for product and make payments; however the system will also enable the store manger to record the stock of the vehicles which are in rent.
The below is the flow chart for the system which indicates the way information is feed in the system.
This system is quite efficient ,however there are some challenges which are involved in the system some of these challenges include the fraudulent cases ,these cases includes the following :
- The issuing of authentication details to unauthorized users: This causes the leaking of information to the public which makes the information to be at risk of data loss.
- Malicious attack :This is a case where the attackers tends to hack into the network system ,the process will enable the attackers to destroy the system or even cause harm to the computer stored files.
- The crashing of the computers systems: The crashing of the computer system leads to loss of the computer data is lost, however the data can only be obtained from the back up data .
- Infection by viruses and the malicious software: The virus are much infectious to electronic files ,however the computers tend to loss data ,however through the virus attack the malicious attackers can access the data or even make some alteration to the record.
This company requires the accounting software, this software will be developed using a standard features that the users can make use of the system .The adopted system is made to ensure that the record is maintained (Jelassi, 2014).
However there are various modules that are meant to be used by the system users as below:
This module is used to by the store manager where he updates the records of the vehicles bought and in the records ,this module is also used to update the records ,however through this module the store manger check on the deficiency of the stock of the machinery( Rainer,2015). .
This is a module that is used by the sales manager where all the sold products are recorded here the way sales are made ,however the sales manager is able to do the analysis of the sales made and be able to do the profit and loss analysis( Courtney, 2015).
This module for the proposed account system is meant to be used by the finance manager ,however this allows the company to keep the sales records ,however the company can be able to analyze the record in terms of the type of the vehicles sold in the company.
This is the module that is meant to be use by the rental manager, the rental manager keeps the record of the vehicles being hired by the company, and therefore the manager can also be able to give a summary of the sales made accordingly (Carter , 2013).
There is a wide pool of customers who are the major target to the company ,this is where the company can be able to sell their products to the customers ,however the customers were also able hire the vehicles and machinery respectively (Blanning,2012).
The large scale farmers, these were the customers who could rent the tractors for a certain period in order to till their large scale farms.
The wedding brides, these people are the one who rent the cars for the wedding program.
The cars buyers, these are the people who visits the company to buy the new cars according to their needs.
There are various companies who do offer the similar services, however these companies are competitive since most of them have variety of products, however the main competitive advantage is use of availability of various services which includes the following:
They allow their clients to rent their services at low cost.
They provides more products to their customers than other related companies .
They provide online booking of their products by the customers.
They have already installed accounting software which is used to record and store their sales details.
They have a cloud backup facility this enables them to ensure that they have their data secure in case the computers fails.
The account software is very important in the organization, however there are various challenges that are involved in the accounting software, some of these software challenges which includes (Liebowitz, 2015):
The system is not accessible by the online customers thus it is not possible for the customers (Silver,2014).
The system is not fully customized to fit the various company’s needs and thus some of the transaction of the bank tends to remain un catered for.
The system is also limited to some few limitations where they only cover few needs.
The other limitation is that the system administrators are unable to back up their data in the remote server therefore in case of the local data loss their data get lost.
Liebowitz, J.(2015) .Expert Systems for Business & Management. Englewood Cliffs Yourdon Press,500.
Silver.M.(2014). Systems that Support Decision Makers. Chichester :Wiley publishers,250.
Carter , G.(2013). Building Organizational Decision Support Systems. San Diego: Academic Press,230.
Blanning, R.(2012). Current Research in Decision Support Systems. Los Alamitos: IEEE Computer Society Press,650.
Courtney, F.(2015).Decision Support Models and Expert System. New Yorks:Macmillan,2011
Jelassi, T.(2014). Decision Support Systems: Experiences and Expectation. North-Holland Amsterdam publishers,200 .
Rainer, R.(2015). Executive Information Systems. New York: Wiley, 268.
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