Unit 9 Systems Analysis and Design

 Unit 9 Systems Analysis and Design


l.overview

Baggao Construction Supply is located in 22 MacArthur Highway, Sta. Rosa City. The company line of business is retail industry. It supplies their customers with the materials and tools in order to satisfy their needs in the field of building constructions and repair of household and business equipment and furniture. The type of customers who frequently visits the store is mostly regular and need-based customer. Since the store has already existed in that area for a long period of time, customers do buy small or large volume of materials. These customers who buy the products in small volumes are those who reside nearby and also those who are interested in repairing and constructing things on their own. Customers who purchase products in large volumes are those construction companies who are involved in residential and commercial constructions. The type of transaction is most commonly used by this company is sales transaction. Payment is made immediately by cash or credit. The shop does not allow a credit card transaction because in a construction hardware business the money should be always received immediately. Also in sales transaction, the business would prevent incurring loss. If the customer for instance is the close relative, friend of the owner or regular customer of the retail store, the company allows them to buy products at a lower rate.

A. Project Purpose, Objective and Success Criteria
The company’s problems are in the manual tracking of inventories, reporting of transactions, and preparation of financial statements. To solve the problems of the company, three information systems (IS) are proposed: Customer Relationship Management, Human Resource Information System, and Financial Supply Chain Management System.

Baggao Construction Supply aims to become the best hardware store nationwide in terms of revenues, profitability and brand recognition, as well as the customer and employee satisfaction driven by commitment to our core philosophies and values. We will continue to offer the best possible range of construction supplies to meet the needs of our customers with our quality services delivered by the best qualified people. We firmly believe that excellence in the workplace gives assurance in systematized operation and quality service to achieve customer satisfaction. Thus, gaining more reputation in venturing challenges that will give our store to accomplish even higher ambition. Baggao Construction Supply is not just a retail company which provides a wide variety of quality building products at favorable prices. We are dedicated in giving the needs of our customers and employees by providing value to them. We are committed to demonstrate creativity and efficiency by applying innovative business practices to perform beyond expectation that will raise customer satisfaction.

Based on the external and internal analysis that we’ve conducted for Baggao Construction Supply, we then identified three potential information systems that can possibly address to the company’s weaknesses and to further improve its strengths that will help the company to its daily operations. The three (3) Information Systems we identified are as follows: * Customer Relationship Management System (CRMS)

* Human Resource Information System (HRIS)
* Financial Supply Chain Management System (FSCMS)

B. Assumptions and Constraints

* Error-prone Inventory Monitoring
According to the group’s research, the reason why inventory monitoring is error-prone is because the company uses manual processing of transactions, which means that they only use pen and paper in recording their inventory. Because of this, employees make a lot of errors in monitoring the inventory. It is also time-consuming for the employees because there are many products that come in the company. In order for the company to lessen operating costs, decrease or totally eliminate the occurrence of product deterioration due to bad purchase decisions and prolonged storage of over counted products, increase product turnover, and increase sales, they should implement Supply Chain Management System that would help them lessen and eliminate errors and allow them to increase profit.

* Difficulty in Monitoring Financial Reports
According to the group’s research, the accounting process of the company also uses manual processing like what they do in their inventory. Therefore, a lot of human errors are made in recording accounting transactions and it is also time-consuming because there are a lot of data that should be managed. In order for the company to lessen its costs and eliminate human errors, they should implement a Financial Management System so that it would be easier for them to manage their accounting processes, this will also the process to be more efficient because it will be less time consuming.

* Poor Manpower Management
The company’s manpower management is very poor because they do not keep track of their attendance. Almost all of the company’s employees have multiple tasks and this leads to ineffectiveness of the workers. Their communication skills must also be polished in order for them to satisfy the customers. The company should implement a Human Resource Information System so that they can easily monitor their employees and this will increase their effectiveness because the number of tasks per employee will be lessened and proper employee training will also help them to be more knowledgeable about the products that they sell and this will lead to customer satisfaction.

* Poor Marketing Strategy and Sales
The business has poor collection of payment, no advertising and not good in promoting their store. The business has no online database that they could show to the possible customers, the business have no process in collection debts of customer. The marketing approach; the business has low profit on sales and costly prices. Because of this, the business mishandles the of giving of big discounts to loyal customers and ordinary customers to maintain good customer relationship their profit is so small that they have a small profit margin, because of this the business cannot advertise as much. Implementing an Online Customer Support System will help the company; help the customers address their concerns. This will be easy for customers because they would not need to go to the location of the store, the Online Customer Support System will help them with their needs online and make it convenient for the customers. The system should increase the capability of the company to give excellent customer support services. It should also draw more customers to the company and would basically earn the company more profit.

II. Project Organization

A. Roles and Responsibilities

Organizational Structure
As of March 2011, Baggao Construction Supply has a total of 20 employees. That includes one store manager and owner, four managers from each department, four accountant, nine store employees and two delivery men.

Store Manager / Owner: Bryan Lim
Role: He is in charge of entertaining problems and question on each department encounters and checks the company’s working pace Human Resource Manager: Kate Chan
Role: She is the one who checks the welfare of the employees as well their performance and also a supervisor. Also, she takes charge in the human resource department. Sales and Marketing Manager: Jarvee Chua

Role: He is the one who checks the selling and promoting of the products as well as the sales and marketing department.

Finance Manager: Jane Uy
Role: She is the one in charge of the company’s financial records at place. She also takes charge in the financial department.

Accountant
Role: This person inputs the financial statement based from the records given by the sales and marketing department. He makes sure that the financial records are up to date until the end of the accounting year.

Procurement Manager: Michael Sy
Role: He is the one who takes charge in the production department.

Delivery Man
Role: They are in charge of delivering the products.

Store Employees
Role: They are in charge of receiving delivered products, records inventory, entertaining the customer and giving the product information. Also opens and writes sales invoice.

III. Feasibility

A. Economic

Economic Feasibility deals with the resources involved in the project and analysis of the costs to be incurred in the system and benefits derivable from the system. Economic Feasibility Scoring Model

Weight| Explanation|
3| The proposed system's benefits is able to exceed the expected costs to be incurred| 2| The proposed system's benefits is able to equal the expected cost to be incurred| 1| The proposed system's benefits is not able to exceed or equal the expected cost to be incurred|

Option 1: Customer Relationship Management System
The benefits of the Supply Chain Management System will exceed or equal the cost of ownership. Option 2: Human Resource Information System
The benefits of the Financial Management System will exceed or equal the cost of ownership. Option 3: Online Accounting and Inventory System
The benefits of the Online Accounting and Inventory System will equal the cost of the ownership.

B. Technical Feasibility

Technical Feasibility deals with whether the required technology is available or not and whether the required resources are available. Technical Feasibility Scoring Model
Weight| Explanation|
3| The company has technology and resources and manpower that are readily available| 2| The company has technology and resources or manpower that are readily available| 1| Technology and resources are not available but can be easily purchased|

Option 1: Customer Relationship Management System
Customer Relationship Management System uses hardware that can easily be purchased from a local computer store. Option 2: Human Resource Information System
The same technical materials are needed for the implementation of the Human Resource Information System which the company will use personal computers and a database server to implement the system.

Option 3: Financial Supply Chain Management System
Investment is a must for this idea to function. Computer hardware and software requirements are ready all over the country. Not hard to procure but the practice among the users would be some kind of an adjustment because this is the first time that they’ll be automating their activities, consolidated to one report with the use of a machine.

C. Operational

Operational feasibility is mainly concerned with issues like whether the system will be used if it is developed and implemented or whether there will be resistance from users that will affect the possible application benefits.  D. Operational Feasibility Scoring Model

Weight| Explanation|
3| The proposed system is able to solve a problem and take advantage of an opportunity and satisfy all of the requirements of the stake holders| 2| The proposed system is only able to solve a problem in the activities of a company and satisfy some of the requirements of the stake holders| 1| The proposed system is able to solve a non-core weakness problems or is able to take advantage of an opportunity and satisfies some of the requirements of the stake holders|

Option 1: Customer Relationship Management System
Customer Relationship Management System can be use by customers to inquire and buy the products available. Customers can also set up schedules for technical service / support. It would allow the management to do online marketing. Option 2: Human Resource Information System

Human Resource Information System can be use by the HR department to record employee profiles, attendance, payroll, benefits and all other information of their employees. Option 3: Financial Supply Chain Management System

Financial Supply Chain Management System will train its employees on how they’ll be gathering accounts receivable, sales, purchase data through an automated system.

Recommendation
Scoring Model

The scoring model is based on the feasibility criteria, the scoring for the feasibility was shown to the shop owners and they were asked if the score should be lower of higher, the basis was 3 is the highest while 0 is the lowest, of the maximum score per criteria, after putting the initial score the shop owners was given the opportunity to increase or decrease the score, the functions, features summarized CBA, and criteria was also shown to them.

Other Recommendations
* Create banners, fliers and other marketing strategies to promote the shop and gain more customers. * Introduce a membership/loyalty card which allows customers to collect points and claim discounts or freebies upon accumulating a certain amount of points.

IV. Analysis

A. Narrative Description of Current Process/System

Receiving delivery supplies
Flow of Events
Preconditions:
1.) The Procurement Officer has ordered supplies and the Supplier makes delivery. Main Success Scenario:
1.) Supplier arrives at the shop with the delivery supplies ordered. 2.) Procurement Manager asks for the delivery receipt.
3.) Supplier gives delivery receipt.
4.) Procurement Manager matches delivery receipt data with purchase order data. 5.) Procurement Manager checks delivery for damages.
6.) Store Employee helps Supplier unload supplies.
7.) Procurement Manager signs and gives delivery receipt to Store Manager. 8.) Store Employee will store supplies.
9.) Procurement Manager updates inventory.
10.) Procurement Manager prepares receiving report
11.) Procurement Manager forwards receiving report to Store Manager. Alternative Sequences:
A4: Mismatch order and delivery data.
1. Procurement Manager informs Supplier of the mismatch.
2. Return delivered materials.
A4: Miscalculation of volume of delivered supplies.
1. Store Manager notifies Supplier.
2. Note the damage and attach the delivery receipt.
3. Send note to Supplier.
A5: Damaged Supplies.
1. Procurement Manager notifies delivery man.
2. Note the damage and attach the delivery receipt.
3. Send note to Supplier.
Post Conditions:
1.) The inventory/stock increased exactly as what ordered Transacting Sales
Flow of Events
Preconditions:
1.) The Customer has a product to buy.
2.) Product pricing has been clarified to the customer.
Main Success Scenario:
1.) The Customer requests the product.
2.) Store Employee checks inventory.
3.) Store Employee presents the product.
4.) Customer inspects product.
4.) Customer purchases product.
5.) Store Employee prepares receipt
6.) Customer pays for product.
7.) Store Employee adds transaction in records.
8.) The customer leaves the shop.
Alternative Sequences:
A2: The said product is unavailable
3.) Store employee asks the customer to return in another time. 4.) Customer leaves shop.
5.) Customer purchases product.
6.) Store Employee prepares receipt
7.) Customer pays for purchase.
A8: Customer wishes to add more products to purchase while having the transaction. 9.) The Customer would ask to add a new product or to decrease or to increase the quantity of the item to be purchased. 10.) Store Employee updates transaction record.

11.) Customer adds payment for purchase.
12.) Store Employee creates new receipt.
Error Sequences:
E5: Store employee does not have the proper equipment to do the testing. 1.) Store employee cannot do the testing
2.) Use case error.
E6: Customer has no cash money (for walk in customers)
1.) Store Employee will not entertain credit card form of transaction 2.) The transaction would be cancelled
3.) The use case fails
E2: The Customer changes his/her mind, and decides not to purchase the item ordered. 1.) There will be no transaction made
2.) The use case fails.
Post Conditions:
1.) Sales for the shop increases.
2.) Inventory decreases
3.) Increased customer relations quality for the shop
4.) Transaction between store and customer is successful.

Providing Product Warranty
Flow of Events
Preconditions:
1.) Customer has the purchased product.
2.) Customer has the official receipt.
3.) Product must be presented before the expiration of the warranty. Main Success Scenario:
1.) Customer asks Store Employee for product replacement.
2.) Store Employee asks for the official receipt.
3.) Store Employee checks the defective product.
4.) Store Employee replaces the product.
5.) Store Employee checks the new replacement product.
6.) Store Employee records the return and replacement.
Alternative Sequences:
A1: Product is a wrong purchase.
2.) Customer purchased the wrong product.
3.) Store Employee receives the product.
4.) Store Employee gives refund to the Customer.
5.) Store Employee records the return of the product.
6.) Store Employee transacts new sale with the Customer for the correct product. A1: Product is not covered by warranty
2.) Store Employee informs Customer that it is not covered by warranty. 3.) Store Employee refers Customer to Manufacturer.
A2: Customer fails to give receipt
3.) Customer won’t claim the warranty and will not get a replacement. Error Sequences:
E1: Customer made a wrong purchase but does not want to purchase the correct product. 1.) Store Employee will no longer transact another sale with the customer 2.) Use case fails.
E2: The product that is reported broke functioned after retesting it in the shop. 1.) Store Employee will not allow product replacement.
2.) The use case fails.
E3: The Customer wants replacement for a non-warranty product 1.) Store Employee would refer the customer to talk with Store Manager 2.) The use case fails.
Post Conditions:
1.) Decrease in sales
2.) Increase in Bad debt

B. Narrative Description of Proposed Process/System

First IS Proposal:
Customer Relationship Management System (CRMS)
Description
The system will help the company in managing their customers. It aims to increase the revenue of the company through increasing their market share. It also aims to allow the company to transact easier with their customers. Also, this system aims to give the company more visibility to the public.

Project Vision
To create a system for customer support and at the same time customer service by providing an online based selling of product and services. To be publicly known to potential customers and competitors.

Objectives
* Faster customer appointment scheduling and accommodate more customers. * An online selling of product and services for the customers. * A more accurate customer information for company’s records * Automated way of generation reports in customer information * Increase company visibility to the customers

* Create branch location map to be viewed online.
* Customer consultation that can now be done in a new way which is online or through the internet

Human Resource Information System (HRIS)
Description
The Human Resource Information System (HRIS) is a software solution for the data entry, data tracking, and data information needs of the Human Resources, payroll, and management within a business.

Project Vision
To make sure that employer assures that employees will be benefited or well compensated as they perform their tasks thus, expecting them to do their best in making the company productive and profitably. The system will monitor employee performance in daily, weekly and monthly basis. Also the system will give employee the chance to have voices in company and provide online communication between employee and owner.

Objectives
* Record daily attendance and performance
* Reduce company’s unnecessary spending
* Store complete records employee that contains personal records, training sessions completed, specialties, qualifications, and working experience. * Help Administration in hiring new employees

* Produce accurate and complete salary reports for management Financial Supply Chain Management System (FSCMS)
Description
Financial Supply Chain Management mirrors the concept of Supply Chain Management. It recognizes that there is a chain of dependent events that has an impact on the working capital of an organization. On the buy-side, the timing of purchases, inventory, and payment terms and discount arrangements all impact working capital with suppliers and customers.

Project Vision
The Financial Supply Chain Management System seeks to improve the company’s supply chain with regards to keeping track of suppliers and the products. It also seeks to flexibility for the company with accordance to their payment terms.

Objectives
* Reduced operating costs.
* Lower inventory control cost.
* To synchronize workflows.
* To lessen data redundancies (Suppliers, Customers, Financials). * To give flexibility to the company in terms of sales

C. Scope and Limitations

The Range of Financial Supply Chain Management System includes Supplier Information Management, Inventory Management, Sales Order Management, Purchase Order Management, Credit Management and report generation. The automated system will make supply inventory monitoring more efficient and effective and the creation of purchase and sales orders automatically done by the system. Also, suppliers’ information can be stored in a more organized way. Giving these benefits from the system will give the company increase in revenue and decrease in operating expense and cost of goods sold.

SCOPE
1. Supplier Information Management
2. Sales Order Management
3. Purchase Order Management
4. Inventory Management
5. Credit Line Management
6. Report Generation

LIMITATIONS
1. The system is implemented in a network and but is not web based. 2. The system does not process any payments to supplier.
3. The system does not collect payments from customers.
4. The systems does not automatically email purchase orders. 5. The system does not record any expense made by the company.

E. Requirement Consideration
Software Requirements
Windows 7 is the current release of Microsoft Windows, a series of operating systems produced by Microsoft for use on personal computers, including home and business desktops, laptops, netbooks, tablet PCs, and media center PCs. Windows 7 was released to manufacturing on July 22, 2009, and reached general retail availability worldwide on October 22, 2009, less than three years after the release of its predecessor, Windows Vista. Windows 7's server counterpart, Windows Server 2008 R2, was released at the same time. (http://www.infotrans.an/tag/microsoft-windows-7/)| 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit) 16 GB available hard disk space (32-bit) or 20 GB (64-bit) DirectX 9 graphics device with WDDM 1.0 or higher driver Price: 9,380.86(http://www.mydigitallife.info/wp-content/uploads/2009/07/win-7-vista-xp-comparison.JPG)|

Microsoft Visual Studio is an integrated development environment (IDE) from Microsoft. It is used to develop console and graphical user interface applications along with Windows Forms applications, web sites, web applications, and web services in both native code together with managed code for all platforms supported by Microsoft Windows, Windows Mobile, Windows CE, .NET Framework, .NET Compact Framework and Microsoft (http://www.top10download.com/visual-studio)| Visual Studio 2010 can be installed on the following operating systems: Windows XP (x86) with Service Pack 3 - all editions except Starter Edition Windows Vista (x86 & x64) with Service Pack 2 - all editions except Starter Edition Windows 7 (x86 & x64) Windows Server 2003 (x86 & x64) with Service Pack 2 Windows Server 2003 R2 (x86 & x64) Windows Server 2008 (x86 & x64) with Service Pack 2 Windows Server 2008 R2 (x64) Supported Architectures: 32-Bit (x86) 64-Bit (x64) Processor: Computer that has a 1.6GHz or faster processor 1 GB (32 Bit) or 2 GB (64 Bit) RAM (Add 512 MB if running in a virtual machine) Hard disk 3GB DirectX 9 capable video card running at 1024 x 768 or higher-resolution display DVD-ROM DrivePrice: P21017.88(http://www.microsoft.com/visualstudio/enus/products/2010-editions/professional/overview)|

Kaspersky Anti-Virus 2012 – the backbone of your PC’s security system, offering real-time automated protection from a range of IT threats: Real-time protection against viruses and spyware Improved! Scanning of websites and emails for malicious code Improved! Protection for your digital identity at all times Improved!(http://www.kaspersky.com/kaspersky_anti-virus/)| Processor: 800MHz or higher Window XP 1GHz or higher for windows 7 RAM: 512 MB Windows XP 1 GB Windows Vista and Windows 7 Hard disk 480 MB available hard disk space Price: PHP 1,663.75(http://www.kaspersky.com/homeuser?res eller=google_bsphil_k&gclid=CPPkhbTv4 64CFWSt4godGTwbXQ|

Hardware Requirements
Tackle your everyday digital tasks with powerful Intel® or AMD processors, responsive DDR3 memory for faster multitasking, and a ton of storage space for all your photos, videos, and files. Select H Series models are certified as Lenovo Enhanced Experience 2.0 for Windows® 7, with Rapid Boot technology featuring up to 20 seconds faster boot time and nearly immediate shutdown.| Processor: Up to Intel® Core™ i5-650 Processor ( 3.20GHz 1333MHz 4MB ) Operating system: Genuine Windows® 7 Home Premium 64 Memory: Up to 6GB total memory Hard drive: Up to 500GB hard drive Display: Monitor sold separately Ports: 6 USB 2.0 ports Card reader: 7-in-1 card reader Price: PHP 20 467.33 (http://shop.lenovo.com/SEUILibrary/controll er/e/web/LenovoPortal/en_US/catalog.workf low:category.details?current-catalog-id= 12F0696583E04D86B9B79B0FEC01C0 87&current-category-id= FE0C2BA2C58545DEA5149031438EAE E8&tabname=Gallery)|

Cisco Linksys E4200 Maximum Performance Wireless-N Router

(http://home.cisco.com/assets/store/E4200/E4200_Photo01.jpg) V. Design

A. Proposed Process/System Models

Login Form

The Login Form is where the registered users input their usernames and passwords. They may choose to submit to enter into the system or use the clear button to delete whatever they have entered or exit if they choose not to use the system.

Main Form

The Main Form displays the File Maintenance, Financial Statements, Windows, and Help tabs.

The image shows the selections for the different tabs.
Product Form

The Product Form shows the details about a product.

Supplier Form

The Supplier Form shows the information about the company’s supplier(s). Customer Form

The customer form displays the customer’s information that will be used for the billing statements and customer tracking. Purchase Order Form
The Purchase Order Form displays the supplier’s information and the product(s) that were ordered and the total amount.

Inventory Search Form

The Inventory Search Form allows the user to search for a product either by Product No. or Product Name and puts his/her inputs in the search string and the results will automatically show in the data grid.

VI. Appendices

A. Work Breakdown Structure
• Planning & creation of detailed plan
- In this part, it involves the gathering and collecting of data and also the information of the company. It includes the external and internal environment of the company. Also, it generates conclusion base from the research it was collected. The proposal system can be based either the company's weaknesses to improve their business process or the company's strengths to enhance their business process. Main goal of the system is for the company to be able to generate above average returns and to gain competitive advantage. • Designing of the User Interface

- In this part, we design of the interface of the system would be look like by referring to section 3.3.4.1. The interface would be designed and generated using visual studio 2010 and the programming language is c#. Hence, the main objective in the creation of the user interface of the company is to make it as user friendly so the end users who are the company would be able to operate • Designing of the Data Base

- In this part, we design the database of the system. the tables are going to be which means the field names are going to be assigned together with its corresponding field type. The main database of the system would be stored and created using MS SQL Server 2008. The main objective in creating the database of the system is to contain all of the required fields and tables that the company would need. System presentation

- In this part, developers would introduce the perfected software. This program would be presented to the top management of the company so that they can see if the program is already acceptable • System approval

- In this part where the top management would state if the presented software is approved and is ready to be installed or not. If the software is approved, the system installation would be scheduled as soon as possible, and if there are no errors, bugs and other problems that would be addressed and would require immediate treatment/ repair.

B. Cost Estimates

INFRASTRUCTURE COST MODEL|
 |  |  |  |
Hardware| Price| Unit| Item Total|
Lenovo H320| 20,467.33 | 2| 40,934.66 |
Seagate FreeAgent Goflex 1TB External Harddrive| 3,999.00 | 1| 3,999.00 |  |  |  |  |
Total|  |  | 44,933.66 |
 |  |  |  |
Software| Price| License| Item Total|
Visual Studio 2010| 21,017.88 | 1| 21,017.88 | Kaspersky Anti-Virus 2012| 1,700.00 | 2| 3,400.00 | Windows 7| 9,380.00 | 2| 18,760.00 |
Total|  |  | 43,100.00 |
 |  |  |  |
Database/Storage| Price| License|  |
Microsoft SQL 2008 | | 1| |
Total|  |  | |
 |  |  |  |
Network Infrastructure| Price| Unit|  |
Cisco Linksys E4200| 7,590.00 | 1| 7,590.00 | PLDT myDSL Xperience 999| 999.00 | 1| 999.00 | Web Domain| 2,000.00 | 1| 2,000.00 |
10M Cat5E Ethernet Cable| 120.00 | 2| 240.00 | Total|  |  | 10,829.00 |
 |  |  |  |
 |  | Total Infrastructure Cost| 98,062.58 | 

Comments