Class: International Business 60B
MANAGEMENT INFORMATION
SYSTEM
FINAL PROJECT
Group 6 Members:
1. Lê Duy Anh
2. Đường Thị Kim Dung
3. Chu Tiến Đạt
4. Phạm Mỹ Hạnh
5. Phạm Hoàng Khánh Linh
6. Hoàng Quỳnh Nhi
7. Nguyễn Thanh Thảo
8. Nguyễn Quỳnh Trang
9. Vũ Quang Vinh
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TABLE OF CONTENTS
I.
Business Problem ................................................................................................... 1
II.
Business Context ................................................................................................. 1
1. Brief introduction of KFC .................................................................................... 1
2. Organizational chart ............................................................................................. 1
3. Core business process ........................................................................................... 2
4. Reasons for choosing the topic ............................................................................. 4
5. Expectation from the project ................................................................................ 4
III.
Real World Investigation ................................................................................... 4
1. Interview with the manager .................................................................................. 4
2. Document study ................................................................................................... 5
3. Identification of requirements .............................................................................. 6
IV.
BFD and ERD Models ........................................................................................ 6
1. BFD ...................................................................................................................... 6
2. ERD ...................................................................................................................... 7
V.
Design the database for the selected business problem .................................. 8
VI.
Implementation of database on Access ........................................................... 10
1. Tables ................................................................................................................. 10
2. Relationship ........................................................................................................ 14
3. Queries ................................................................................................................ 15
4. Forms .................................................................................................................. 18
5. Reports ................................................................................................................ 22
References.................................................................................................................... 31
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LIST OF ABBREVIATIONS
KFC
Kentucky Fried Chicken
BFD
Business Function Diagram
ERD
Entity Relationship Diagram
MS
Microsof
TABLE OF FIGURES
Figure 1 - Organizational Chart – Restaurant Team ...................................................... 2
Figure 2 - KFC’s goods and services design process ..................................................... 3
Figure 3 - KFC’s Supply Chain Management Process ................................................... 3
Figure 4 – KFC’s Ordering and Serving Process ........................................................... 4
Figure 5 - Business Function Diagram of the database .................................................. 6
Figure 6 - Entity Relationship Diagram of the database ................................................ 7
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I.
Business Problem
Development of a database application for HR Management: Job Positions at
KFC Tran Dai Nghia.
II.
Business Context
1. Brief introduction of KFC
KFC (Kentucky Fried Chicken) is the world’s second-largest fast food
restaurant chain which specializes in fried chicken. It was founded by Colonel
Harland Sanders in Kentucky, America. After realizing the potential concept of
restaurant franchising, KFC has opened its first franchise in Utah, and then gradually
expand to the whole USA as well as other parts of the world. As in the early 2020,
there are over 23,000 KFC outlets in more than 150 countries and territories
worldwide. The image of Colonel Sanders has been used as the official logo of KFC
up to this day, making him become a prominent figure of American cultural history.
With the appearance of KFC, chicken became more popular in the fast food
industry, diversifying the market that is previously dominated by hamburger. The
original product of KFC is pressure-fried chicken pieces, seasoned with 11 herbs and
spices recipe of Sanders. The menu has been expanded to offer other chicken products
such as chicken fillet wraps and sandwiches, salads and other side dishes like French
fries and coleslaw, desserts like egg tart and ice-cream, and soft drinks. Some of the
famous slogans of KFC are "It's Finger Lickin' Good!", "Nobody does chicken like
KFC", and "So good".
In Vietnam, the first KFC restaurant was opened in Ho Chi Minh city in 1997.
Up till now, the chain has appeared in 32 cities and provinces throughout Vietnam
with over 140 restaurants. It has created work for more than 4000 people and has
significantly contributed to Vietnam’s fast food industry. It also impact greatly on
Vietnamese people’ consuming habit and Vietnamese culinary culture.
2. Organizational chart
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Figure 1 - Organizational Chart – Restaurant Team
(initiativeblog.com, 2018)
3. Core business process
The core business processes of KFC include three main operating processes,
which are: designing of goods and services, managing supply chain and ordering and
serving food and beverage.
The process of designing goods and services
Customer needs influence the product design. Due to customer demands, KFC
has enriched its menu with other products such as chicken burgers and wraps, salads,
desserts, side dishes and soft drinks (KFC, 2018). KFC has a product improvement
team that primarily creates thoughts. Then test the idea is feasible or not. After that,
develop the product specification as well as manufacturing and cooking method. Then
reviewing the findings and developing the desired food and it also evaluate whether
the product meets the customer needs. Finally, the new menu is introduced in
competitive markets.
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Surveying
customer
demand
Creating
thoughts
Modifying &
developing
products
Testing
Retesting
Introducing
new
products
Figure 2 - KFC’s goods and services design process
The process of managing supply chain
In general, KFC maintains three phases in supply chain. Primarily materials are
purchased from multiple suppliers and stored in two different warehouses like normal
and cold storage. Then products grounding is done and sold to the customers in
desired outlet or locations. In final phase outlets are replenished three times a week
through warehouse.
Figure 3 - KFC’s Supply Chain Management Process
(Uddin, 2020)
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The process of ordering and serving food and beverage
Taking
customer’s
order
Preparing food
and beverage
Serving food
and beverage
Cleaning
Figure 4 – KFC’s Ordering and Serving Process
4. Reasons for choosing the topic

To have a deeper understanding about the concept of Human Resource
Management (HRM) and how HRM works.

To create a detailed database of KFC’s employees and help the management
process become more convenient.
5. Expectation from the project
HRM is one of the most important parts for a fast food restaurant like KFC.
The HR manager can base on the data system to better distribute and manage the
tasks, shifts, positions, … of the employees. A good database of employees also help
the HR department to have better connection with the employees, as well as a better
flow of information between employees and employers. With the development of this
app, our group expects to witness how the restaurant improve their performance with
the help of a detailed database.
III.
Real World Investigation
1. Interview with the manager
Interviewee:
Good morning. We are doing a research about how HR managers
manage
employees’
information.
information?
4
Can
you
share
some
HR manager:
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My pleasure. What do you want to know?
Interviewee:
What does it take to be a HR manager?
HR manager:
I believe a HR manager must be a careful, caring person and
good at organizing his jobs. Besides, that person also needs to
have responsibilities for everything he does.
Interviewee:
Have you ever faced any difficulties with your job?
HR manager:
Because there are many employees working under my
instruction, sometimes I got confused distinguishing them.
Interviewee:
Can you be more specific?
HR manager:
Yes of course. You know, managing the HR Department means
managing and capturing the information of many employees in
the company. Because my company has many departments such
as marketing department, sales department, finance department,
... so I easily get confuse between employees. I remember once
the company gave the outstanding employee of the month award,
I mistakenly sent the award to the employee with the same name
as that excellent employee but in a different department.
Eventually, I had to say sorry and took back the award from that
employee. I was very embarrassed back then.
Interviewee:
Why do you think this situation happened?
HR manager:
We still use traditional methods to store employee’s information.
I think that’s the reason.
Interviewee:
So, have you found any solutions for this issue?
HR manager:
No, I haven’t. Now I have to try my best to not repeat any kinds
of mistakes as that one. Can you suggest any?
Interviewee:
I think a computerized information management system will be
the best choice for you.
2. Document study
Employee’s CV
Include basic information such as name, phone number, date
of birth, address, education level, experience, ... of the
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employee.
List of employees from
Include name and employee code divided by each working
each department
department.
Work roster
Include shift and duties (if any) of the employee.
Employment contract
Includes social insurance, employee obligations and
benefits, company rules and other terms.
3. Identification of requirements
With this traditional method of storing employee’s information, there are many
disadvantages that KFC HR Manager may encounter during his working process. If
HR manager continue to manage employee information manually, it will be timeconsuming and he can easily be mistaken. That’s why we propose the following
management system used for storing employee information.
The system synthesizes every information of an employee, from the most basic
ones such as name, age, address, experience, educational level, … to their working
time and department. This system promises to help the HR manager find information
more easily and most accurately.
IV.
BFD and ERD Models
1. BFD
Figure 5 - Business Function Diagram of the database
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After collecting all the necessary information, the group has designed and
created
a
business function diagram to illustrate the work process of HR management. In this
model, the HR management: Job positions information system is the core of the
diagram. This system was built in order to solve issues such as: Working-hour
management. HR management: Job positions management information system will
involve Classification management and Reporting. In Classification management,
there will be Employee management, Job Title management and Department
management.
The most important part of the model for managers is the Reporting. In this
part, the information/data collected will be processed and made especially for the
managers, so they don’t have to go through all of the data themselves. Managers can
see schedule management’s result after the Reporting process which has three steps:
After getting exact information, data access can be run; then the system can make a
report for managers. Managers can easily access the employees’ information reports
when in need.
2. ERD
Figure 6 - Entity Relationship Diagram of the database
Entity Relationship Diagram describes the relationship of three factors:
department, employee and job title. The Employee factor is at the center to connect
the relationship between Department and Job Title. The 2 vertical lines at the
Department factor shows the one and only one relationship with Employee. This
means that one employee belongs to one and only one department. Besides, the
symbol on the left of Employee meaning one or more than one which means a
department can have one or more than one employee. In addition, the symbol at Job
Title indicates the connection with employee: one employee can be assigned one or
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more than one job. Similarly, one job title can be assigned to at least one to more
employees according to the symbol on the right of Employee.
For instance, employee A can be both a cashier and a waiter. Meanwhile,
“waiter” can be the job title of 10 employees.
V.
Design the database for the selected business problem
Through careful consideration and discussion, our group has designed a
suitable database for the problem that KFC is facing. We have created four tables
using Microsoft Access to utilize the use of the mentioned models.
The first table that we created is the Department Table. The table includes
information about Department ID, Department Name, the Telephone Number of the
Department and lastly the Departmetn Email. This table can later be used to help users
better clasify the KFC’s employees into different department and keep track of their
employees to avoid certain confusions.
The second table to mention is the Employee Table. The table is closely
related to the basic information of the employees, namely their Names, Date of Birth,
Telephone Number and the Department ID which shows which department they are
working in, and finally Begin, which indicates the date that they started working for
KFC. This is probably the main table that we will use because KFC’s problem is
related to their HR Management.
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Job Assignment is the next table. In this table, we included information about
the Job Title ID, Employee ID and the time that they worked as a specific job titile.
The table is supposed to help keep track of the employee’s job positions, their
department and how long they have been working for the company.
The last table is called the Job Title Table. In this table, there are three types
of information: Job Title ID and Job Title. We use this table to classify which job
belongs to which department. Therefore, we are able to better manager the employees.
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VI.
Implementation of database on Access
Having collected adequate information and tables needed for future uses, we
will then apply the data into Microsoft Access to process the information.
1. Tables
As we have mentioned, the project includes three database tables for the
classifications of Department, Employee, Job Title and a table to connect the three
previous ones. The tables have presented all the information that we need so as to
design a system to better manage the employees. This is when users can easily add
information regarding the above-mentioned classes, such as information about
employees, departments or even jobs if KFC decided to extend.
Listed below are the instructions to create tables.
Steps to create tables for KFC HR Management Information System in
Access
 Locate the Create tab on the Ribbon, click Table located on the Tables group
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 A new table appears in the database and in the Datasheet View
 Double-click the field heading as to rename the field
 In the Click to Add column, select the data type for the field to create more
fields
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 Having selected the type of data, type in the new name in the field heading.
 Then select CTRL+S or Save and name the table, then select OK
 In the Design view, the primary key can be removed, changed, or set for a
table.
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 Following these steps, we can create the four tables mentioned.
-
For the Department Table:
Department ID and Telephone Number, we use Number data type. For
Department Name and Department Email, we use Short Text data type.
-
For the Employee Table:
Employee ID, Year of Birth, Telephone Number and Department ID, we
use Number data type. For First Name, Last Name, Date of Birth and
Email, we use Short Text data type; and for the last data, Begin, we set it as
Date/Time
-
For the Job Assignment Table:
Job Title ID and Employee ID, we use Number data type. For From, we use
Date/Time data type, however, because of the need to continuously update on
its data, we use Short Text for To
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-
For the Job Title Table:
For Job Title ID, we use Number data type. For Job Title, we use Short Text
data type.
2. Relationship
The above image demonstrates the relationships between these entity sets:
Department, Employee, Job Title. The first one is the relationship between the
Department table and Employee table. A number 1 at an end of the line connecting
two tables and an infinity symbol at the other end shows that it is a one - to - many
relationship. This is because a department can have many employees but an employee
can only be in a department. The second relationship is between the Employee table
and Job Title table. In KFC, an employee can have many job titles and a job title can
be assigned to many people, therefore, it is a many - to - many relationship. As a
result, a join table named “ Job Assignment” is created to connect the Employee table
and Job Title table. It helps identify which employee has which job title without
inconvenience and making errors in the primary keys’ uniqueness. As can be seen
from the image, the primary key of the Employee table and Job Title table is
Employee ID and Job Title ID respectively. The combination of these keys are also
used to be the primary keys of the Job Assignment table so that we can create two one
- to - many relationships between Job Assignment table with two other ones. These
primary key fields will be populated with data as records in the Job Assignment table
are created from either table it joins.
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3. Queries
Query is a tool designed to request for data results, it also allows us to perform
certain actions on the dataset that we have. We will now present the ways to create
simple queries in Microsoft Access.
Steps to create queries for KFC HR Management Information System in
Microsoft Access
 Choose the Create tab located on Ribbon, and find the Queries group.
 Select Query Design.
 The Query Design view will appear. In the Add Table box, choose the
tables to run queries.
 Select Add Selected Tables, then select Close.
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 Small windows of selected tables will appear in the Object
Relationship Pane.
Then double-click the field names to form your
query. They will show up in design grid.
 Set the query's criteria. In the section below the Relationship Pane, select
the criterias for the following rows : Field, Table, Sort, Show, Criteria.
For example, we set up the query of Birthday Invitation by selecting the
query’s criterias as followed:
 Select 6 fields First Name, Date of Birth, Telephone Number, Email, Job
Title, Department Name by double clicking in the window table.
The objective for this query is to organize birthday celebrations for employees
whose birthdays are in October. Thus, we also include contact information such as
Telephone Number and Email to send them the invitations.
 On the row Criteria under the field Date of Birth, we type in Like “Oct” to
single out people who were born in October.
 Then selecting View, then select Datasheet View
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Then the Query we want to run will appear below
Following the similar steps, we can run other queries as below:
-
Customer Complaints
The objective of creating the Customer Complaints query is finding a specific
employee who received complaints from a certain customer. His name is Long and he
works in the Customer Service department.
-
Department Meeting
The objective of creating this Department Meeting query is to organise a
monthly meeting for employees working in the Operation Department.
-
Work Commitment
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The objective of creating the Work Commitment query is to sorting
employees who have worked for the company before November 1 st 2014. Thus, the
company could offer salary raises and other incentives for loyal employee of the
company.
-
November Recruitment
The objective of creating the November Recruitment query is to sort out
employees who started working in November.
4. Forms
We have created four forms easy to use, with friendly interface access form to
enter new data into the access data base. This instruction will guide users on how to
use the forms by explaining the function of each tab of the form.
There are some main rows of the forms including ID, Name, telephone number, birth,
from, email, and note. User can type on these rows.
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About the red button on the form, there are Direction, “New record”, “Find”,
“Delete”, “Save”, “Print” button. The Direction button allows users to go back and
forth to certain page. The “New record” button allows users to add new data into the
data base. The “Find” button allows users to find whatever they clicked on. The
“Delete” button allows users to delete data from the data base. The “Save” button
allows users to save data into the data base. The “Print” button allows users to print
out the form for certain purposes.
Now we will show you steps to perform some basic actions.
To find the information you need, click on whichever row you want to
search.
 Press “Find” button
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 On the row “Find what” type the information related to the needed object.
 Press “Find next”.
To add data to the database
 Press “New record” button.
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 Type information into the blanked rows.
 Press “Save” after done adding information.
To delete data from the database
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 Click on whichever row of data you want to find.
 Press “Find”.
 On the row “Find what” type the information related to what you need to find.
 Press “Find next”.
 Check if the data appeared on the rows in the one you needed.
 Press “Delete” to erase it from the database.
To print the form
 Make sure that you already have the form information.
 Simply press “Print” button.
5. Reports
Reports allow users to organize and present data from the Access database. We
can format the data that we have in an informative and suitable layout that we desire
for better readability. Reports are often used to show the final overview of all the data
that we have collected, highlighting all the important facts or trends that we can later
report to others.
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Reports are created from one or more tables as well as queries. If you wish to
use the data from more than one table, you first need to create a query to get the data
from all those tables.
Steps to create reports for KFC HR Management Information System in
Microsoft Access:
There are three basic ways to create a report:
-
Create report with a single click, you can only apply this method if you want
your report to base in a single table or query.

Open the table or query that you want to base the report.

Choose the Create tab, then click Report.
-
Create using the Design view:
 On the Create tab, choose Report Design.
 On the Design tab, choose the Add Existing Fields button to see the list of
available tables or fields.
 Choose the tables or fields that you want to get data from.
Because our reports get information from various tables or queries, we suggest
that you apply the last method, using the wizard.
-
Create report using the wizard
 On the Create tab, choose Report Wizard.
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 Choose the Table that you want, in the first report, we use the Department
Meeting query.
 Then select the Fields in each Table that you want to put in. For the first
report, we choose Department Name, Last Name, First Name and Job Title
from the Meeting query.
 Click Next and the next step is to choose how you want to view your
data, in the first report, we arrange the data as by Department, by
Employee ID and by Job Title respectively.
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 After clicking Next, a window asking you to choose the grouping levels
should appear.
 The next step is to sort for the details of the records that you have put in,
we do not want any so we just skip this step.
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 Next, Access will ask you to choose the layout of the report. Here you
can choose the layout as Stepped, Block or Outline. You can also set the
orientation of the report as well. We want all the fields to appear on a
single page so we choose the “Adjust the field width so all fields fit on a
page”. You can still change the layout of your report later if you want.
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 The final step is to name your report. Here we named it “Department
Meeting”. You can choose to preview the report or modify it. We do not
want to make any adjustments so we choose to preview the report.
 After clicking Finish, this is what should come up
To increase the Readability of the Report, we changed the font of the report
and made some other adjustments like adding the company logo, changing the color
theme and so on. This is our final report:
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This report is intended to show the managers all the staff in the Operation
Department, so the manager can easily contact them in case of meetings or other
events.
Following the above steps, we have created three more reports:
-
Employee Report:
This report gives a thorough overview of all the employees currently working
for KFC. In this report, we have classified the employees according to their
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department and sort them according to their last name. To create this report, our group
retrieved data from three tables: Department, Employee ID and Job Title. By looking
at this report, managers can better manage their employees and keep track of the
employees in each department.
-
November Recruitment Report:
To create this November Recruitment Report, we used the November
Recruitment query. This report illustrates the results of the recruitment process during
November, of which it shows the two newly employed staff in Customer Service and
Kitchen Staff. It also shows the date that the employee started working at KFC.
-
October Birthday Report:
For this report, we get the data from the Birthday Invitation query. Managers
can use this report to see whose birthdays were celebrated during the previous month
and keep track of the activities relating to organization birthday parties. In order to
avoid misunderstandings in case someone has similar names, we also included the
employee’s job title, department name and his or her telephone number.
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References
1. Uddin, S. M., 2020. OPERATIONAL STRATEGIES AND MANAGEMENT OF
KFC: AN ENQUIRY. [Online]
Available at:
https://www.researchgate.net/publication/340712732_OPERATIONAL_STRA
TEGIES_AND_MANAGEMENT_OF_KFC_AN_ENQUIRY
[Accessed 1 November 2020].
2. initiativeblog.com, 2018. Organization chart of kfc. [Online]
Available at: https://bydycyy.initiativeblog.com/organization-chart-of-kfc54485eh.html
[Accessed 1 November 2020].
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