Designing an electronic store record capturing system for Krystal Concept Limited

Abstract

This study conducted at Krystal Concept Limited (KCL) aimed at designing an electronic store record capturing system (ESRCS) to effectively capture particulars of the stock items and ensure efficient stock control and management at KCL. The study objectives were to; find out the different types of stock items managed at KCL, examine the challenges currently experienced in stock records management at KCL, analyze the requirements for an electronic store record capturing system for KCL, design an electronic store record capturing system for KCL, and implement the newly designed record capturing system for KCL. The study used qualitative research approach with case study research design. The study targeted a sample size of 15 study elements that included 4 store keepers, 2 store records assistants, 4 store controllers, 2 store managers and 3 top managers. These were selected using a purposive sampling technique and engaged using qualitative research methods that included; in depth interviews, non-participatory observations and document analysis. The study attracted participants of all gender categories of which 66.7% were male where as 33.3% were female. The study found out that 53.3% of the respondents had worked at KCL for less than 5 years whereas, 40.0% had worked there for a period of 5-10 years. The study also found out that KCL deals in several forms stock items/materials which include; raw materials, work-inprogress goods, finished goods ready for sale and other goods such as recycling materials like feeds for animals. The study further revealed that records management at KCL is faced with a number of challenges which majorly include; lack of a proper store records management system which has been the cause to the ineffectiveness and inefficiencies in records management processes at the company, unskilled and under-skilled workforce limiting productivity in the store records section, records insecurity which frequently triggers incidents of compromise of records confidentiality and privacy, errors in capturing stock records metadata, poor records disposal, issues of data loss, misplacement and damage of record files, lack of a reporting scheme and delays in locating, tracking and retrieving store records. To remedy these challenges, all (100%) the respondents recommended the design and implementation of an ESRCS to capture stock details electronically, employ skilled and upskill records workforce (53.3%), desired for interventions from management (20.0%) to ensure formulation of reporting scheme and records management policies. The study also found out that the cathedral desired an ESRCS that is capable of capturing store stock records, controlling stock flow, generating bin counts and look-ups, searching stock records, generating stock reports, computing net stock value and one that is effective, efficient, accurate and reliable. The respondents desired that the new ESRCS be implemented following a phased mode of implementation with justification that the mode will allow users to; adopt to the system, and conduct any data conversions from the old system. The study arrived at a conclusion that the design of a ESRCS will help greatly in bringing about efficiency and effectiveness in store records management processes at KCL. It thus recommended that the ESRCS be designed and implemented to effectively capture particulars of the stock items and ensure efficient stock control and management at KCL.