Project Overview
System Overview
Ilar's Kitchen Digital Operations System – a comprehensive, multi-platform solution designed to transform a small food business into a digitally-enabled operation with real-time inventory management, mobile ordering, and data-driven decision-making capabilities.
System Purpose
The Ilar's Kitchen system aims to modernize and streamline daily restaurant operations by replacing manual processes with an integrated digital ecosystem. It addresses core business challenges in inventory management, sales tracking, order processing, and customer engagement through a combination of web and mobile applications with role-based access.
Key Features & Modules
1. Real-Time Inventory Management System
Core Capabilities:
Live Stock Tracking: Real-time monitoring of ingredient and product levels with visual indicators for low-stock items.
Automated Alerts: Low-stock notifications and expiry warnings for perishable items.
Inventory Categorization: Grouping by type (ingredients, packaging, supplies) and usage frequency (daily consumables vs. long-term supplies).
Adjustment Logging: Complete audit trail of all stock changes with timestamps and responsible personnel.
Advanced Features:
Expiry Tracking: Automated marking of soon-to-expire items with usage recommendations.
Supplier Management: Supplier contact information and order history for efficient reordering.
Detailed Reporting: Inventory usage, waste analysis, and stock trend reports with date/category filtering.
Bulk Operations: Admin tools for mass stock updates during deliveries or supplier restocks.
2. Sales & Order Management System
Customer-Facing Features:
Mobile Ordering: Browse menu, customize items, place orders via mobile app.
Pre-Order Scheduling: Calendar integration for orders up to one month in advance.
Multiple Payment Options: Cash on delivery, GCash, bank transfers via QR codes.
Large Order Policy: Automatic requirement for full prepayment on orders over ₱5,000.
Order Processing:
Four-Stage Status Tracking: In Queue → Being Prepared → On the Way → Delivered (with photo proof).
Payment Status Management: Real-time "Pending Payment" or "Paid" status updates.
Transparency: Customers receive continuous updates without real-time GPS tracking.
3. Multi-Platform Access with Role-Based Permissions
Web Application (Admin Exclusive)
Dashboard: Live sales performance, inventory levels, order status with graphical summaries.
Advanced Inventory Management: Bulk editing, comprehensive reporting, trend analysis.
Sales Analytics: Detailed sales records with filtering and Google Data Studio integration.
User Management: Create/modify/deactivate staff and customer accounts.
Report Generation: Customizable reports on sales, inventory, orders, and customer feedback.
Mobile Application (Shared Admin & Staff)
Admin Access (Full Privileges):
Complete order processing and status updates
Full inventory management on-the-go
Customer feedback response and branch management
Staff task monitoring and oversight
Staff Access (Limited Privileges):
View and process customer orders (status updates only)
Daily inventory usage tracking and logging
View and respond to customer feedback (no trend analysis)
View branch details (no editing capabilities)
Real-time order status notifications
Customer Mobile Application
Account Management: Registration/login with personalized features.
Menu Exploration: Full menu browsing with descriptions and pricing.
Shopping Cart: Add items, review selections, apply promo codes.
Order Scheduling: Advance booking with preferred date/time for delivery/pickup.
Order Tracking: Real-time status updates through four delivery stages.
Feedback System: Post-order ratings and comments.
Branch Locator: Find nearest location with address, hours, and contact details.
4. Branch Location Services
Automatic Detection: GPS-based nearest branch suggestion with operating details.
Manual Selection: Customer option to choose preferred branch.
Branch Search: Location-based searching using Google API.
Management Tools: Admins can add/update/deactivate branch information.
5. Analytics & Reporting
Google Data Studio Integration: Visual analytics for sales trends and inventory usage.
Custom Report Generation:
Sales Performance (daily, weekly, monthly)
Inventory Reports (turnover rates, waste logs, low-stock alerts)
Order History (completed, pending, canceled)
Customer Feedback Trends (ratings and comment analysis)
Filterable Data: Date ranges, categories, specific items for detailed analysis.
Technical Architecture
Development Stack
Frontend (Mobile & Web):
Framework: Ionic for cross-platform compatibility (Android & Web)
UI Framework: Angular for dynamic interfaces
Language: TypeScript for maintainable, strongly-typed code
IDE: Visual Studio Code for development
Backend & Database:
Backend Framework: Node.js with Express.js
Primary Database: MS SQL Server for structured data (inventory, sales, users, branches)
ORM: Sequelize for database interactions
Real-time Database: Firebase Realtime Database for live updates (order status, notifications)
Package Management: Node.js and npm
External Integrations:
Google APIs: Location services and mapping
Payment Gateways: GCash and bank transfer integration
Analytics: Google Data Studio for visualization
System Requirements
Platform Compatibility:
Mobile: Android 8.0 and above
Web: Modern browsers with internet connectivity
Connectivity: Internet required (no offline functionality)
Business Rules & Workflows
Inventory Management Workflow:
Daily stock check by staff → 2. Real-time usage logging after order preparation → 3. Automated low-stock alerts → 4. Admin bulk updates for deliveries → 5. Expiry tracking and recommendations → 6. Monthly waste analysis reporting
Order Processing Workflow:
Customer places order via app → 2. System checks payment requirements (₱5,000+ rule) → 3. Order enters "In Queue" → 4. Kitchen updates to "Being Prepared" → 5. Delivery status "On the Way" → 6. "Delivered" with photo confirmation → 7. Customer feedback collection
Payment Processing Rules:
Orders ≤ ₱5,000: Cash on delivery or digital payment
Orders > ₱5,000: Full prepayment required before processing
Payment status visible to all relevant staff in real-time
Delimitations & Constraints
System Boundaries:
Business Scope: Limited to Ilar's Kitchen operations only
Excluded Functions:
Marketing campaigns and promotions
Employee scheduling and payroll
Detailed financial accounting beyond sales tracking
Supplier payment processing
Technical Limitations:
Offline Access: Internet connection required for all functionality
Platform Support: Android only (no iOS version)
Delivery Tracking: No real-time GPS tracking; status updates only
Access Control: Role-based permissions strictly enforced
Operational Constraints:
Staff Permissions: Limited editing capabilities to prevent unauthorized changes
Admin Control: Complex operations restricted to web interface
Data Access: Customer data privacy maintained through access controls
Evaluation & Standards
ISO/IEC 25010 Compliance:
The system will be evaluated against international software quality standards:
Functionality: Complete feature implementation
Reliability: System stability and error handling
Performance: Response times and load handling
Operability: User-friendly interfaces
Security: Data protection and access control
Compatibility: Cross-platform functionality
Maintainability: Code structure and documentation
Portability: Deployment flexibility
Performance Metrics:
Inventory accuracy improvement targets
Order processing time reduction
Customer satisfaction ratings
Waste reduction percentages
Sales tracking precision
Stakeholder Benefits
For Ilar's Kitchen (Business):
Operational Efficiency: Reduced manual work by 40-60%
Waste Reduction: Better expiry tracking and stock optimization
Data-Driven Decisions: Sales and inventory analytics for planning
Customer Retention: Improved service through mobile ordering and tracking
Error Reduction: Automated systems minimize human mistakes
For Staff:
Simplified Tasks: Streamlined order processing and inventory logging
Real-Time Information: Immediate access to stock levels and order status
Reduced Paperwork: Digital replacement for manual logs and sheets
Clear Responsibilities: Role-based access defines task boundaries
For Customers:
Convenience: Mobile ordering with scheduling options
Transparency: Order status tracking from preparation to delivery
Flexibility: Multiple payment and pickup/delivery options
Engagement: Easy feedback submission for service improvement
For Technology Community:
Small Business Model: Demonstrates digital transformation for local food businesses
Scalable Architecture: Provides blueprint for similar implementations
Open Learning: Future researchers can study the implementation and outcomes
Implementation Impact
Operational Transformation:
Before: Manual inventory logs, phone/paper orders, cash-only payments, guesswork in planning
After: Real-time digital tracking, mobile app orders, multiple payment options, data-driven decisions
Business Growth Enablers:
Scalability: System supports multiple branches and expanding menu
Customer Insights: Feedback analytics for menu and service improvements
Supplier Optimization: Data-driven purchasing and restocking
Financial Control: Better cash flow management through payment tracking
Competitive Advantages:
Technology Edge: Digital ordering ahead of traditional competitors
Customer Experience: Convenience and transparency unmatched by manual operations
Operational Intelligence: Data analytics unavailable to analog competitors
Adaptability: System designed for future feature additions and scaling
This system represents a complete digital transformation for Ilar's Kitchen, addressing the unique challenges of small food businesses while providing a scalable foundation for growth. By combining practical operational tools with customer-facing convenience features, it creates a competitive advantage while improving internal efficiency and decision-making capabilities.
