Main functions of GO4IT Sports Essay Example for Free

Main functions of GO4IT Sports Essay* The company has a wargonhouse which supplies goods to patronages as good as to sports teams by post rear* The company sells a across-the-board range of sports goods in it shops this includes attire, footwear and equipment for sports.* The shops also sell exercise equipment however these large full stops ar not kept in stock but are ordered from the supplier as required.* The company supplies match strips, to order, in team colours for different sports* The company supplies other team merchandise with team logotype these are supplied done a mail order service. * Sell sports trophies which discount be engraved if required.* The company also supplies sports c constituenthing in bulk to schools several(predicate) types of guests for GO4IT SportsThe companys customers include* Schools* Sports teams for tout ensemble sports such as football, rugby, tennis, athletics and golf* General customers* The shops which are supplied by the comp anys warehouseDescribe the functions of each section within the shops and steer Office, compensateing particular attention to nerve in shops and Human Resources in dot OfficeFunctions of each section within the shopsAdministration* Each shop has a Branch Manager who has overall responsibility for the running of the shop.* The assistant film director and head of administration section report directly the emergence manager.* The mental faculty keeps account of the m acey taken through the EPOS terminals by comparing money received with EPOS records.* The administration rung produce and send proportionality from the shop as well as receiving correspondence.* Organise for a trophy to be engraved by suffering the local engraver.* Emailing weekly orders for goods to the warehouse* Producing confirmation acquire orders for goods and services* Checking throwaways against goods received and overwork done and passing these to Head Office for paymentClothing sales* The clothing s ales section has a clothing sales manager who the clothing sales mental faculty and footwear sales staff report to.* Clothing gross revenue staff assist customers in choosing get hold of clothing and provide advice for those who wish to purchase clothing* The footwear sales staffs assist customers and provide advice for those who wish to purchase footwear.Equipment sales* The Equipment sales section has an Equipment sales manager. The general sales staff and specialist sales staff report to the Equipment sales manager.* The General sales staff operate the EPOS terminals, they s offer the bar cyphers of all(prenominal) items during purchase and handing of notices.* The Specialist sales staffs provide assistance and specialist advice and information for customers purchasing more advanced equipment.Functions within the Head Office* The Managing Director of GO4IT sports is answerable for all aspects of the day to day running of the business. The two directors which are sales market ing director and the finance and administration director report to the managing directorSales and Marketing* The sales and marketing director is responsible for the mail order operation as well as advertising and promoting the business* A acquire manager is responsible for locating the goods to be sold and negotiating contracts for their supply.* The buying manager ensures the right volume and type of goods are supplied at the right time to maximize profit.Finance and Administration* The Finance and Administration director is responsible for all other functions within the Head Office. This includes administration, Human Resources(HR) and finance* The Administration assistant, HR executive, fountainhead accountant and ICT support executive report to the Finance and Administration directorFinance* Keep records of all financial transactions on the head mooring innkeeper, including the income from sales for each shop and mail order, payments for goods purchased, payments for engravi ng contractors and staff wages.* Records are use to produce monthly and annual accounts for shareholders and Inland Revenue.* Generate VAT (value added tax) returns at a time a quarter for customs and excise.* Arrange for the amount due to be surpass.Human Resource (HR)The functions of the HR Department are* Staff recruitment and reading* Place advertisements for staff* Send out and receive application forms* Organise interviews and provide contracts for successful appli stubts* Keeping standard personnel records on a database along with records of training courses attended by genus Phalluss of staff and any qualifications they obtain.* Determine what further training each staff member requires and how best to provide it* Book the member of staff on an external training course/ if many members require training organise for a trainer to deliver the course in house.Task1 unwrap different types of supplier to the shops and warehouse and describe relationships between these supplie rs and the departments/individuals within the companyWarehouseSupplierWhat is suppliedWho orders itHow and when it is orderedWholesalerClothing and footwearWarehouse managerOrder is made by fax once a month but can place special order by telephone if stocks of a particular item falls meteoric then expectedSpecialist manufacturersSports equipmentBuying ManagerThe buying manager negotiates contracts at the beginning of each placate either by telephone or visit, for the supply of a certain quantity.ShopsSupplierWhat is suppliedWho orders itHow and when it is orderedLocal Engraver(external Contractor)Engraved TrophyAdministration AssistantAdministration Assistant telephones local engraver. The engraver collects the trophy from the shop with a confirmation purchase order detailing work the required.WarehouseClothing and footwearAdministration staffBranch manager hands an annotated stock list to Administration staff who e-mails warehouseTask 2An outline of the processes for recording s ales in a shop and for mail order sales in Head Office.ShopInformation Required* Product bar code or numerical code if bar code unreadable* Quantity bought* If sale is to be paid by credit card* If paying by cash the Amount to be tenderedFrom where this is obtained and how it is captured* product code by barcode scanner* numerical code keyed in victimization a keypad* quantity keyed in by bowl operator* credit card yes/no keyed inThe processing and calculations required* look up item in computer* pageantry item name and hurt on sift* multiply price by quantity* if on sale, reduce total price by 50%* display total on screen* if credit card = yes, generate credit card receipt for signatureThe form and content of any fruit* on-screen / display message* paper till receipt* paper credit card receipt* Contains prices. items, sales items highlighted with words ON SALE, store address, time of sale, till operator nameMail Order in Head OfficeInformation Required* Team details e.g. team name, name and address of contact person, the sport, the colour(s) and design of shirt/vest, position of logo e.g. VTL(vest top left), picture of team logo and team number* Product colour* Product quantity required* Product code* colourize code/ X is entered If a non standard colour* Size and number of colours in logo* Amount of monument paidFrom where this is obtained and how it is captured* Team details from completed order form from a mail order brochure entered onto data screen on computer using input devices such as keyboard and mouse* Product colour from completed order form from a mail order brochure entered onto data screen on computer using input devices such as keyboard and mouse* Product quantity required from completed order form from a mail order brochure entered onto data screen on computer using input devices such as keyboard and mouse* Product code from completed order form from a mail order brochure entered onto data screen on computer using input devices such as keyboard and mouse* Colour code/ X is entered If a non standard colour from completed order form from a mail order brochure entered onto data screen on computer using input devices such as keyboard and mouse* Size and number of colours in logo from completed order form from a mail order brochure entered onto data screen on computer using input devices such as keyboard and mouse* Amount of deposit paid from completed order form from a mail order brochure entered onto data screen on computer using input devices such as keyboard and mouse* Team logo captured using a scanner and stand alone computerThe processing and calculations required* look up item in computer* display item name and price on screen* Calculate price of embroidery by multiplying number of logos by price* multiply price by quantity* Calculate sub total if less(prenominal) than 100, 5 is added for cast and packaging* Calculate and add VAT to give total priceThe form and content of any output* on-screen / display messa ge* Invoice* Contains prices. items, store address, store phone and fax number, date of sale, invoice number, team contact person details, sub total, VAT, total, Less deposit, total due.Task 3Outlining the current ICT governing bodys used by GO4IT Sports, in particular, Finance within Head Office and Administration within a ShopAdministration within a shop* Each shop has a number of Electronic show of Sales (EPOS) terminals with barcode readers and card readers.* Telephone connection to banking system* Small Local Area Network (LAN) of three computers* Laser Printer* Branch managers computer acts as a server* Dial up modemSoftware used includes* Word processing* Spreadsheet applicationsFinance within Head Office* Number of workstations* Local are network (LAN)* Single Server* Fast laser printer* Slower laser printer* Bar code reader* ISND lineSoftware used includes* Word processing* Spreadsheet applications* Database management software* convey control softwareTask 3Analysing the purpose and operation of the main ICT systems used for sales in each shop and the ICT systems using within the warehouseShops* Each shop has an EPOS terminal with barcode readers and card readers. Stock data is held on dedicated server connected to the EPOS terminals.* There is also a telephone connection to the banking system for authorisation of the card payments.* The barcode reader is used to scan the barcode of each item and the product code it contains is used to look the product description and price from stock database* When items are scanned total price is calculated. This includes the VAT, the system calculates the net value of the items, and all of this is printed on the receipt.* If customer pays by cash, member of staff enters the amount tendered the EPOS terminal calculates the change due. This is printed on receipt and given to customer* If customer wishes to pay by credit or debit card the member of staff swipes the card through the card reader. The card details are checked by the banking system and if the transaction is approved an authorisation code is transmitted to the EPOS terminal.* The authorisation Code and card details and amount debited are printed on receipt which is handed to customer to sign with card and items purchased.Warehouse* Stand alone computer* Scanner* Computer controlled embroidery machine* Workstation* Laser printer* Stock control software has separate screens for incoming and outgoing goods.* All goods run through a product code which is contained in a barcode. When goods arrive in the warehouse the barcode of each product is read and the quantity entered via the keyboard.* This data is used to update stock database.* For every order picked up the staff use the barcode reader to input the product code and the keyboard to enter the quantity removed from stock. These items are deducted from stock database.Task 3Recommending and explaining improvements/ extensions to shop systemsMethods for improving stock control and t he re-ordering of stock, as well as integration of systems within GO4IT sports.* A dedicated server could be used instead of the branch managers computer acting as a server, if the branch managers computer crashes then that would leave the other computers stranded without a printer and no access to the internet.* ISDN connection would improve communication giving workers a faster connection to send e-mails internally. Dial up connections are not as reliable and are slower so information being sent provide be limited due to connection speed of dial up.* There should be a centralised database put into place. This is where all the companys data is held in one place and the computers in the company are networked. This central database can be used by anyone within the company provided they have been given access through a password. This allow be a very resourceful way of storing company data, as it will prevent the problem of data duplication.* Sales establish ordering where automatic re-ordering takes place of goods from the warehouse using the sales information from the checkouts.* To increase the efficiency of communication between the supplier and GO4IT sports I would recommend the insane asylum of EDI (electronic data interchange) the system is similar to email and allows users to exchange invoices, delivery notes, orders and receipts over the telephone network.Security* Log in pages requiring a specific singular user name requiring a private password to track who logs on and off to restrict usersPossible problems for suggested improvements* One of the problems that may arise is the finance to gallop the be for the installation of the systems in place.* Also addition of new feature will mean that staff are not familiar with it and training for staff will be required.Benefits of using new technologyEDIAdvantages* It is much faster, as work does not have to be printed, it is on the screen* The EDI system is mild to use and work can be sent off very easily * Information can be sent to other companies, in less then a few minutes instead of days.* The company can be linked up with their bank, suppliers and customers.* Will minimize the amount of paperwork and business can be transacted much faster and more efficiently then is possible through the normal post.Disadvantages* For EDI, computers are relied on, therefore if the systems go down it will have a huge of affect on the company.* It is very costly for the installation of EDI* The organization has to research into which system would be best for the companyEcommerceAdvantages* Majority of the work of GO4IT sports can be done just through the internet, making it much easier.* This would means a lot less people will have to be employed this will result in huge savings for the company as most transaction will be electronic.* Currently GO4IT sports uses a lot of time to get into contact with suppliers by using the telephone, which can be tedious due to the telephone being engaged by usin g e-commerce orders could be automatically electronically sent straight to the suppliers.* Team contacts currently have to post the payment to the company, which is very time consuming and not very true(p) and with using ecommerce an electronic funds transfer could be made.* Promotion of the company can be improved as it is all online presentation of online advertising can be enhanced.* This will also enable the company to advertise their products online and also allow customers to purchase the products directly from the site using their debit/credit card. They can place the desired items in the virtual shopping trolley. The company can be fully based on the internet, making it easier for the company and also for customers.Disadvantages* A close relationship between the retailer and supplier is required in order for the system to work* Returning products online will prove to be difficult. The customer may be put off when these areas are taken into account. As the customer will ques tion how to send the goods back to their source? Who pays for the return postage? Will the refund be paid? Will I be left with nothing? How long will it take? Compared to offline experience of returning goods to a shop and it is frustrating for the customer.* Privacy, security, payment, identity, contract. Many issues arise privacy of information, security of that information and payment details, whether or not payment details (eg credit card details) will be misused, identity theft, contract, and, whether we have one or not, what laws and legal jurisdiction apply.MIS(management information systems)For the Buying Manager I would recommend the following improvements* MIS could produce an analysis of patterns of sales in the company* MIS would be able to identify peak production needs* What if type questions could be applied to different patterns of salesThe features of the MIS system that could be used by the branch manager are* Production costs can be based on raw material costs* M IS could be used to carry out analysis automatically* Results could be displayed in graphs which are easy to understand* Monthly graphs could be produced of price affinity with competitors goods or services resulting from regular market research.* Planning, directing, controlling and forecasting decisions.Both managers would benefit from the following points of the MIS system* Warnings could be set if production costs go past budget.* Warnings could be set if stocks fall below fixed level.