Cafe management system
The Requirements Analysis:
Functional Requirements Non-Functional Requirements
These are the core functionalities the system must provide: These define system quality and performance aspects:
1. Menu Management 1. Performance
Fast response time for processing orders.
Add, edit, and delete menu items (drinks, desserts, Support for multiple device types (PC, tablet, mobile).
food). 2. Security
Categorize products into sections (hot drinks, cold Employee login with role-based access.
drinks, etc.). Encryption of payment and user data.
Set prices for each item. Regular data backups.
3. Usability
2. Order Management Simple and user-friendly interface.
Multi-language support if the cafe serves international
Accept customer orders. customers.
Assign orders to tables or Takeaway service. 4. Scalability
Modify or cancel orders before payment. Ability to add and manage multiple branches.
Track order status (preparing, ready, delivered). Support for handling multiple concurrent users.
5. Integration
3. Payment Management Compatibility with accounting systems.
Support for third-party delivery apps (e.g., Uber Eats).
Support multiple payment methods (cash, card, e-
wallet).
Print receipts for customers.
Automatically calculate taxes and service charges.
4. Inventory Management
Track stock levels and notify when ingredients are
low.
Deduct inventory based on placed orders.
Record product expiration dates.
5. Staff Management
Create employee accounts with different access
levels (cashier, waiter, manager).
Monitor employee attendance.
Assign tasks to staff members.
6. Customer Management
Register customer details (name, phone number).
Offer discounts and promotions for loyal customers.
Track recurring customer orders.
7. Reports & Analytics
Generate daily/weekly/monthly sales reports.
Analyze top-selling products.
Provide reports on employee performance.
Project Scope
The Café Management System will be designed to streamline café operations, including menu
management, order processing, payment handling, inventory tracking, staff management,
and reporting. The system will be:
User-Friendly: Easy for staff to use with minimal training.
Efficient: Fast response time to process orders quickly.
Scalable: Can handle future expansions like multiple branches.
Secure: Protects sensitive customer and financial data.
Integrated: Supports payment gateways and third-party services.
Key Features in Scope
Order processing for dine-in and takeaway.
Multiple payment methods.
Inventory tracking and alerts.
Employee role management and login security.
Sales reports and analytics.
Risk Analysis
1. Technical Risks
Risk: Bugs or performance issues during implementation.
2. Time Risks
Risk: Delays in development due to unforeseen issues.
3. Budget Risks
Risk: Exceeding the planned budget due to unexpected expenses.
Success Criteria for the Café Management System
1. Functional Success
Order Management: The system allows customers to place, modify, and cancel orders
efficiently.
Payment Processing: Supports cash, card, and digital payments without errors.
Inventory Tracking: Automatically updates stock levels and notifies staff when ingredients are
low.
User Roles & Security: Employees can log in with role-based access, and unauthorized users
cannot access sensitive data.
Reporting & Analytics: The system generates sales reports, employee performance reports,
and inventory usage logs.
2. Performance & Reliability
System Speed: Orders and payments are processed in less than 2 seconds.
Uptime: The system is available 99% of the time with minimal downtime.
Scalability: The system can handle at least 100 concurrent users without lag.
Error Handling: Displays clear messages for failed transactions or system issues.
Context Diagram
Menu
Customer Receipt Staff
Orders
State of order
Payment
Customer Order Café Management
System
Service Feedback
Update storage data
Sales reports
Investment
Manger System
Check the resources
DFD
1.0
Receipt
Customer Order Receive and Orders
Customer transform Staff
Customer
State of order
Order
Menu
Update inventory
Update Order Queue 3.0
2.0
Update
Update Order
inventory
Queue
D2 Order data D3 Inventory Data
Produce Report
Produce Report
4.0
Produce
Report
Investment Manger
System
