Unit 9 Systems Analysis And Design

Unit 9 Systems Analysis And Design


ABSTRACT

Ordering of products through fax machine and telephone calls is the present system used by Fortunate Food Trading. Based on the observation and evaluation of the company’s current system; the researchers identify problems on the order system of the company.

The researchers decided to propose an Online Ordering System for Fortunate Food Incorporated to minimize the problem they encountered which is the inaccurate listings of the products description. This proposed system is for the enhancement of the company order system in order to attain the highest degree of efficiency and accuracy in ordering of products.

ACKNOWLEDGEMENT

The researcher would like to extend their deepest and heartfelt thanks to the following who in one way or another, had helped in the realization of this study.

Mr. Bernard F. Libres, Dean of the Computer Department of Mandaue Campus for allowing us to conduct a study outside school premises.

Mr. Efren C. Bontuyan, System and Analysis Design Instructor, for his wisdom and knowledge rendered to us.

Mr. Daniel Ferriol , System And Analysis Design adviser, for his able guidance and inspiration to finish this study.

To the administration, staff and workers of Fortunate Food Trading especially to their gorgeous Supervisor Ms. Cecilia Escandallo, for the cooperation they have shown and given us detailed information’s about the company’s current system.

To our parents for their moral and financial support, throughout the study.
Above all to our Almighty God, for the divine blessings he had shown us for without him, everything is impossible.

CHAPTER I
THE PROBLEM AND ITS SCOPE
INTRODUCTION

In the world of works (industry/company) computerization in all fields is a must. All company’s operation is in need of high technology, machinery and equipment in order to hasten the job.

As or in the system of ordering, order system of a particular company should be computerized of online in order to: first, communicate immediately with the customer; second, to obtain customers orders accurately and; to update check all the company’s order and balance orders.

In Fortunate Food Trading side, the orders increase every now and then from different customer. The order system they currently using is through fax and telephone calls. That’s the reason why Fortunate Food Trading needs to upgrade their current order system to an online order system.

Company Background

Fortunate Food Trading is a Philippine based company which started their franchise on September 16, 2010. The name of the owner is Jaime Tolentino Abesamis. They started with

DOCUMENTATION OF THE CURRENT SYSTEM

Fortunate Food Trading is a company of meat products like pork, beef, chicken and marinated products. Places specifically Subangdaku, Mandaue City and other branches in Davao and Surigao, are mostly the customer’s location of the company.

Figure 1. Shows the data flow of the current system of the company, here are customer made an order, sent them to the company through fax and telephone calls. The purchase order was then receive by the company’s in charge; the one who signed to receive the order fax by the customers, from the in charge the purchase order was received by the head to check the customer’s order. The approve purchased order was then complied together with their other customer’s.

For the company’s record and for the item that was recorded to be processed. The processed product was passed to the in charge for the delivery. If the in charge received a purchased order from the head, that order was disapproved.

The disapproved order was sent back to the customer’s for the verification.

CUSTOMER

ORDER FILE

2
1
ORDER REQUEST
3

PREPARE ORDER ITEMS
CHECK ORDER ON FILE
Receive the order

ORDER ORDER
APPROVE
DETAILS
Prepare delivery receipt
4

5

CUSTOMER
Deliver items
ITEMS
Delivery

Transaction File
Sign receipt

Figure 1
Data Flow of the Current System

Order through Fax
1.1
CUSTOMER

Order Details
1.3
1.2

Received fax order
Send fax order

Order Details data send

Figure 2
Child Diagram of Received Order

2.1
Receive In charge
In charge

2.2

Head

Forward

Verified order

Figure 3
Child Diagram of Check Order on File

Customer
3.3
Deliver items
Prepare delivery receipt
3.2
3.1
Prepared order items
Head

Figure 4
Child Diagram of Prepared Order items

Stop
Delivery receipt
Transaction file
Produced delivery receipt
Process ordered items
Approve Order
Head
In charge receive fax order
START

Figure 5
Flow Chart of the Current System

Customer

Accounting

Order system

Customer

Reports

Figure 6
Context Diagram of the Current System

THE PROBLEM

Statement of the Problem

This study is focused on the ordering system of Fortunate Food Trading. To be able to understand more about the system, the following questions are considered.

1. What are the products produced by Fortunate Food Trading? 2. How far the products quality is can compete?
3. What kind of materials the company’s products are made of? 4. How does your customer make an order to the company?
5. What are the problems encountered by Fortunate Food Trading regarding their order system? 6. What proposal can be made in order to eliminate if not minimize the problem?

Significance of the Study

This study is very beneficial to the following group of people
The Administration, Staff, and Workers of Fortunate Food Trading

This research study would be very significant to them because this will make the company’s, operation easier and accurate particularly in the ordering of the products, Furthermore, they would be able to implement new provision and ways how to improve their company.

To the General Public this study would let the public know the operations and the products of the company, and let them know on the other hand that the company is producing quality works and products.

To the researchers, this study will guide them in understanding the flow of the system and the different operations of the system being studied.

Scope and Limitations

This study covers only the order system of Fortunate Trading.
The customer mode of order which is only through fax and telephone calls, and the company’s approach about the customer’s are the concern in this study.

Research Procedures

Before the study was done, the researcher submitted first a letter of transmittal to the company about their current system. After the company’s approval, the researchers then conducted an interview using the structured interview questions.

Gathering of Data

A letter of transmittal was presented by the researchers and approved by the company. We, the researchers then conducted an interview to come up for a right proposal for the problem of the company. After a persona; interview we have gathered information to come up with the best possible solution. We had also conducted an ocular visit to the company to know personally the problems of the current system being used.

METHODOLOGY OF THE STUDY

Research Environment

This study was conducted in Hernan Cortes Subangdako Mandaue City. This company is composed of 11 employees including the management and staff with good verification and proper sanitation.

Research Respondents

This study need used of six respondents which composed of the supervisor and five staff.

Research Instruments

A personal interview was considered as the principal instrument for the gathering. Before the interview was conducted to the respondents, permissions were approved by the SAD adviser and instructor.

CHAPTER 11

PRESENTATION, ANALYSIS AND INTERPRETATION OF DATA

The supervisor of the company is one of the researcher’s respondents in this study, In order to know what system of the company need to be develop the researchers ask these following questions, What are the products produced by the Fortunate Food Trading? How far the product’s quality is can compete? What kind of materials the company’s products are made of? How does your customer make an order to the company? What are the problems encountered by Fortunate Food Trading regarding the order system? And what proposal can be made in order to eliminate if not to minimize the problem?

Fortunate Food Trading is producing different types of meat, such as beef, chicken and pork. These products are distributed throughout Cebu, Davao and Surigao. Their products are made of high quality meat. Their customers make an order through fax or by telephone calls. They usually have a problem regarding with the description of the ordered items, since they don’t have a fixed list, the customers can refer of. Thus, the researchers decided to make a proposal of an “Online Ordering System” to enhance their current system.

Definition of Terms

Existing System
A present system used by a company that is to be improved.

Fortunate Food Trading
Is the subject of the study where the online order system is being proposed?

Online Order System
Is a type of order system where a customer can easily access the internet to have list of order an automatically sends the list to the merchandising.

Order System
The process of having a list of orders from customers who wanted to purchase goods or items from a merchandising company.

Proposal
An approach to a company and advice to convert an existing system to a more with improve system.

Proposed System
A creative system on a prepared system subjected to be used to a company.

Purchase Order
Is the list of ordered items from a customer’s desired to purchase.

CHAPTER III

THE PROPOSED SYSTEM

Ordering of products from Fortunate Food Trading was done only through the use of fax machine and telephone calls. In the first sense, the researchers cannot see there’s problems arises in this used system but in the ongoing study made by the researchers, they found out that there’s a problem on it. Because of that and based on the information gathered the researchers come-up with a proposal of online order system. This proposal helps the company to minimize the effects of the problems that were both encountered by the company and the customers.

Data Structure

Registration File

Field Name| Char type| Length|
Last Name| Text| 20|
First Name| Text| 15|
Address| Text| 30|
Contact Number| Text| 15|
E-mail Address| Text| 12|
Password| Text| 10|
Confirm Password| Text| 10|

Home Page

Cancel
Submit
Register

Log on

Product

Order

Reset

Sign Out
Submit

Figure 7
Hierarchical Chart

START

Database

STOP
Register
Order
Product
Log-On

Figure 8
System Flow Chart of the Proposed System
START

Sign-in
Product
STOP
Exist
Order
Input Username

YES NO

Figure 9
Log-On Flow Chart
START
Display Product

Order

Display full
Name,
Contact No
Address:

Input ordered
Items, quantity

Pick-up

N Y Cash

T F Select credit item

Submit
T F
Write to database
Reset

STOP

Figure 10 Product Flow Chart START

Input full name, address,
Gender, contact no. ,
Email address, password
And confirm password

Reset
STOP
Home Page
Write to database
Submit

Y N

Figure 11
Flow Chart Registration

System Requirement

The most important thing in developing a system is to select the right hardware requirements. Below is the list of equipment for recommended type of Hardware to be used in this proposed online order system.

Microprocessor: Pentium III
Monitor: “15inch” AOC
Memory Capacity: PQ1 128MB PC 133 SD RAM
Hard Disk: 20 Seagate
Mother Board: Socket 470
Key Board: Serial DN
Mouse: Serial Genius

Software Requirement:
Macromedia

CHAPTER IV
SUMMARY, COPNCLUSIONS AND RECOMMENDATION

This chapter contains the summary of the problems, the condition and the recommendations as well.

Summary

The main purpose of the study is to determine how the customers make an order to a company and how the company approaches about their customers order. Especially it sought to answer the following question: 1. What are the products produced by Fortunate Foods Trading? 2. How far the product’s quality can complete?

3. What kind of materials the company products are made of?
4. How does your customer make an order to the company?
5. What are the problems encountered by Fortunate Foods Trading regarding in their order system? 6. What proposal can be made in order to eliminate if not to minimize the problem?

Conclusion

Based on what had studied about the order system of Fortunate Foods Trading, the researchers concluded that the propose online order system must be used if not must to consider in order to give the company the best solution for the problems they encountered in their current system.

Recommendation

By this study, ordering through online is the best system that the company needed. The recommend online order system with all the information being presented provides the company in terms of accuracy, efficiency and speed.

Bibliography

Appendix A

Transmittal letter

1. What are the products produced by Fortunate Foods Trading? 2. How far the product’s quality can complete?
3. What kind of materials the company products are made of?
4. How do your customers make an order to the company?
5. What are the problems encountered by Fortunate Foods Trading regarding in their order system? 6. What proposal can be made in order to eliminate if not to minimize the problem?

Location map

USE-CASE

Log in/Log out

Update Files

Print Order Slip

Fig. 1 Employer

Verify Users

Customer Order

Request Order

Approval

Fig. 2 System

Log in/ Log out
Verify order
Input Orders
Request O.R #

Fig. 3 Customer 

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