MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

Showtime Sound & Lighting Inc.

MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

2. Contents
2. Contents............................................................................................................ 3. Introduction...................................................................................................... 3.1 Background Information.................................................................... Current problems/opportunities........................................................ 3.3 Minimum System Requirements........................................................ 4. Feasibility Analysis............................................................................................ 4.1 Technical Feasibility........................................................................... 4.2 Economic Feasibility........................................................................... 4.3 Organisational Feasibility................................................................... 4.4 Schedule Feasibility........................................................................... 4.5 Resource Feasibility........................................................................... 5. Current System Specifications........................................................................... 5.1 UML Models............................................................................................... 5.1.1 Use Case Diagram.......................................................................... 5.1.2 Structural Model............................................................................ 5.1.3 Activity Diagram............................................................................ 5.2 Structured Design Models.......................................................................... 5.2.1 A Context Diagram........................................................................ 5.2.2 The Level 0 DFD............................................................................. 5.2.3 One Level 1 DFD............................................................................ 5.3 A Rich picture of the problem solution..................................................... 6. Proposed System Specifications..................................................................... 6.1 UML Model............................................................................................... 6.1.2 Use Case and Description............................................................. 7. Comparison and Analysis................................................................................ 8. Bibliography..................................................................................................... 3 4 4 4 5 6 6 7 9 9 10 11 11 11 13 14 15 15 16 17 18 19 19 20 21 23

MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

3. Introduction:
3.1 Background Information
Showtime Sound & Lighting (SSL) Inc. is a small business owned by Tom Smith. SSL services range from providing DJ services, consultation services, rental and sale of audio, video and lighting equipment. SSL is currently centred on providing services for the local entertainment industry and other organisations which require their services. The company grew from a part-time one man business to a full-time operation with three permanent employees. The company consists of Tom Smith the president, Martha who is in charge of the management functions of accounting, purchasing, & secretary, Burt and Ernie the two field technicians. Business is growing and Tom plans to expand the current workforce in order to cater to growing business needs. He wants to gain and maintain a competitive advantage against his competitors through excellent customer service. However the current system in place which is part computer and part manual does not support this growth, and in fact it cannot even cope with the current volume of business in an efficient manner. This has led to a decrease in the quality of service extended towards existing customers.

Current problems/opportunities
The current system is the system that was initiated when the business was first formed, it is part manual and part computerised. However this system is neither sufficient nor accurate enough to support the growth of the business. The proposals, orders, and invoices are prepared from manually collected information and they are stored in MS-Word format and lot of data is duplicated. There is no proper customer or order base maintained and therefore lot of time is wasted in obtaining previous customer and order details. A change to a customer order will require multiple document changes manually and a human error could affect the accuracy of the information recorded. With the receipt of a customer request it is required to compare with availability of equipment manually. Also need to match time requirements with employee schedules and temporary workers schedule. Again this is done manually while refereeing to schedules and lists stored in the computer. Equipment and personnel needs to be allocated accordingly to the proposals generated, this is also done manually.

MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

Management prepares a list of all the support needed for an event, based on the order from the customer. All order information is provided to the technician. This is also done manually. Creating customer agreements also is a problem since all customer data needs to be pulled from the stored customer file and copied in to the agreement templates. This is time consuming and in some cases with error. Management decisions are hard to make since it is not possible to gather all required information in an accurate and efficient way. Decisions such as what equipment to purchase, what stock to maintain based on previous sales, and which of the temporary staff is more efficient and reliable, what are the market trends based on time of year, returning customer frequency, cannot be accurately determined with the existing system nor it is automated. There is no email for the company and therefore it is not possible to email invoices and other information to the customers.

3.2 Minimum System Requirements

Systems must be able to find existing customer details and if not be able to add a new customer faster and an efficient manner. System should be able to pull out a pervious customer order in order to facilitate accurate servicing for existing customer if their requirement is repetitive. And then based on that generate new order. Once customer requirements are recorded it should be cross referenced with the equipment availability, for lease or for sale. [Each time an equipment detail is entered availability should be verified instantly]. Then it should be cross referenced to employee availability. If Customer requires a proposal the order is categorised as a proposal and resources are allocated until, proposal becomes a order or it expires, it is assumed that a proposal will have valid expiry date.(14 or 30 days from date of proposal). Should generate an order goods check list for the technicians on a daily basis with the order details for loading along with contract worker details linked to the day orders. Should be able to generate customer contracts with cross referencing customer and order files. Technicians should be able to complete order fulfilment details, over time details if any, and contract worker performance review. System should be able to generate reports such as equipment lease details, lease frequency by customer, lease frequency by item, by season, contract employee performance, and customer trends to support management decisions. System should cater to maintain and easy update of price information.
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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

4. Feasibility Analysis 4.1 Technical Feasibility

The company has been using several templates in MS-word, in one stand alone computer. Tom and Martha have been the primary users of this existing system. SSL currently does not possess the required technology to facilitate a new system. For a new system to be implemented while facilitating the companys expected future growth of business and the number of employees, new hardware will be required to be purchased. Up to five (4) new Desktop computers including a DELL edge basic business server running Microsoft Small Business Server 2008R2 as the operating system (which is the latest server software by MS) will be required. A centralised database with MS-Access will be at the back end while the front end will be developed using VB or C#. With the introduction of MS-Access means it can be utilised and manipulated with the use of MS-Word as well as MS-Excel. Microsoft Small Business Server 2008R2 supports remote desktop access, therefore mobile workers can connect to the system and run remote applications. This will enable the technicians to enter information to the system soon as an even is over via remote desktop. SSL currently have a customer base of 50 active customers, therefore it would be relatively easy to enter all customer data into a new data base. Due to the fact the new system will be based on a data entry and reference system it will be easy for the current employees to grasp the new system with proper training. Therefore training will be required for all current employees, but future employees could be trained in house. Considering the availability of the required technology to be purchased and also the level of knowledge in the current employee segment the new system is technically feasible.

MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

4.2 Economic Feasibility (ROI and NPV is not required as per question)
Development cost breakdown of the system is as below

Item

Price / AUD
$2,500

Quantity Total / AUD

1 $2,500

Usage

Server (Dell Power edge T110 with MS Small Business Server 2008R2 operating system + LCD 17 screen) Desktop computers(DellVostro 230 mini tower with 17 LCD screen + wireless) NetBook Dell inspiron 10 laptop Netgear ADSL modem + Wireless Router( n300) Optus Mobile broadband connection unit + 1 year usage.(available from DODO) Brother Colour Laser Multifunction Printer / Networkable Brother Mono Laser printer / Networkable Microsoft office Professional

Will provide means to host centralised database and to run remote desktop applications for the technicians. President , VP and Sec/Acc/Pur

$400

$1,200

$400 $125 $49

2 1 2

$800 $125 $98

Two technicians To set up ADSL connection Wireless network in the office. +

To connect the 2 netbooks via internet to remote desktop application from site. Main network print / scan /copy Backup printer only. installed in server + 2 other computers( 3 user license included ) SSL custom Information system Setting up of network + remote desktop configuration and set up.

$500 $130 $900

1 1 1

$500 $130 $900

Information System software Wireless Network setup + Remote application set up on the netbooks and system readiness Training Staff (per Hour) Total cost

$7,000 $1,000

1 1

$7,000 $1,000

$50

10

$500 $14,753

President + staff

Operational cost is as below

Item Cost per month / AUD $50 per month

Ongoing internet connection / ADSL2+ 50 Gb connection. (from Optus) Technical support on site + phone support $1200 per year Other hardware + software support (security software license fee - $120 from Norton 5 user per year+ ink toner 1500 pages per toner X 4 per year at $100 in total $520) Total per month

$100 per month

$50 per month

$200 per month

MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

Tangible and Intangible benefits Costs Benefits

-Retain current customers expected loss was 5%-10% customers in two years, $40,00 to $80,000 saved. -Proper inventory selection -Proper contract worker selection[more efficient] -Time for employees to improve customer service and increase market share -Improve quality of service -Better customer relations and better service recognition.

Tangible

-Total System costs $14,753 -operational costs $200 per month

Intangible

-Unforseen hardware repairs and upgrades.

Basic cost benefit analysis using cash flow method

2011 $14,753 $2,400 $1,200 $18,353 2012 $0 $2,400 $1,200 $3,600 2013 $0 $2,400 $1,200 $3,600 Total $14,753 $7,200 $3,600 $25,553

Development Cost(one time) Operational costs($200 per month) Other unforseen costs ($100 per month) Total costs Benefits Retain current customers Total benefits

$40,000

$40,000

$40,000

$120,000 $120,000

As per the president of the company Tom, he estimates that he will lose a minimum of 5%-10% of customers over the next two years if he is not able to give them a better service. This would result in a total loss of revenue of AUD 40,000 to 80,000 in the coming two years and may worsen or continue into the next years as well. Also new equipment purchase will be done in a more efficient manner, since the new system will generate accurate information about the usage of the equipment Tom will be able to purchase the correct piece of equipment, which will save company from investing on non profit generating equipment. There will be many more other benefits such as improved customer service, more time to invest on sales development. Taking all these into account will make the system economically feasible.

MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

4.3 Organizational Feasibility

SSL in the past have been renowned for its great quality of service, and it is what the company hope to develop further in the future in order for the business to grow as well as to service the existing customers in more timely and organised manner. The new system will be in align with this company objective, it will give the customers a better improved quality of service and also facilitate the companies expected growth as well as help achieve that goal. Also the new system will be much helpful to the employees since it will address the earlier problematic issues they had in obtaining correct information. Furthermore the new system will not jeopardise the job security of any of the employees it will only enrich and enhance the working conditions of the existing working employees. The management will be able to use the new reporting tools which will be in line with the requirements of the current management in order to make the right management decisions in order to gain the competitor advantage that will propel SSL to be the preferred service provider of its kind. Therefore the new system will be a system much desired by the top management and the current employment.

4.4 Schedule Feasibility

The technology which will be used in this system is basic and the development team is well aware of its systems and capabilities, therefore there will be no learning curve involved for the development team. It is already tested technology and methodology to the development team. The technology used in a hardware perspective will require 3 weeks from project green light to purchase and delivery. However system software will be in production at same time and therefore hardware will be available when required for testing. There are no strict deadlines involved in the project however a realistic timeline would be preferred by the management such as 45 to 60 days. It is very achievable. Process Planning identify project, feasibility study, identify opportunities. Analysis develop strategy for analysis, determine requirements, use cases and modelling. Design design physical system, design architecture, programs and database files. Implementation construct system, install system and migrate system, training Duration(days) 7 10 15 12

MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

4.5 Resources Feasibility

Resources required for the new system from SSL as of current is, adequate space as required. There is adequate furniture to facilitate the new system, adequate power supply and connection are available as per floor plan required. Cabling is not required since it will be a wireless network. The required technical computer literacy is minimal to support the system in a ongoing environment and the additional required training will be sufficient to manage the system. The new system will not interfere with the existing system while been developed and there will be no dependencies between the two systems. Manpower is available in terms of development perspective, required technical knowhow is available. Required hardware and software is available for development team. Since project is a simple one staff turnover should be sufficient.

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

5. Current System Specifications 5.1 UML MODELS 5.1.1 Use Case Diagram
SSL order system
Create new customer

<<extend>> * Customer * Create order or quote

<<extend>>

<<extend>>

Validate item availability

Validate employee availability

* SSL Management *

Generate reports for management decisions Generate event sheet * *

* * SSL tecnician

Update event completion details Database entry maintained manually *

* SSL employee

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

5.1.1 Use case detailed description

Use Case Name: Create order or quote Primary Actor: Customer

ID: 1

Importance: High

Use Case Type: Essential

Stakeholders and interests: customer wants to purchase items and services or need

quote from SSL and SSL wants to sell items and services to the customer.
Brief description: This use case describes how a order or quote is created. Trigger: Customers contact SSL to place sales order or get quote. Normal flow of events:

Sub flows Alternate/Exceptional flows:

1. Customer contacts SSL. 2. If the customer is a new customer the use case is extended by use case ID 2 Add new customer. If customer exists then customer details retrieved. 3. Customers provide order details of items required for purchase. 4. SSL checks stock file to validates stock availability 5. SSL checks staff schedule file to validates staffing availability 6. Records the sales order. 6. Generate invoice / update stock levels. 2.a.If existing customer he is checked against outstanding payments. 4. a. If stock not available, inform customer and modify item and return to step 4 or exit.

5.1.2 Structural Model

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

5.1.3 Activity diagram

Customer contacts SSL

If existing customer

[NO] [YES]

Customer provides customer details

Add customer

Evaluate customer history for payment details

[YES] If past payment due [NO]

Discuss payment

Customer provide order details

[YES] [NO] If alternative ok

Check availability for stock and manpower

[NO] If availability ok [YES]

Discuss with customer for alternative

confirm order

Update records and generate invoice or proposal

Print event support sheet

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

5.2 Structured Design Models 5.2.1 Context Diagram

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

5.2.2 Level 0 Data Flow Diagram

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

5.2.3 Level 1Data Flow Diagram

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

5.3 A Rich picture of the problem solution

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

6. Proposed System Specification

6.1 UML MODELS 6.1.1 Use Case Diagram 5.1.1 Use Case Diagram SSL order system
Create new customer

<<extend>> * Customer Order process system *

Update availability * * Contract worker

* SSL Management *

Generate reports for management decisions

* * SSL tecnician

Update event completion details

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

6.1.2 Use Case Detailed Description

Use Case Name: Generate reports for management decisions Primary Actor: President ID: 4 Importance: High

Use Case Type: Essential

Stakeholders and interests: President wants to generate reports to make management

decisions.
Brief description: This use case describes how an order or quote is created. Trigger: Customers contact SSL to place sales order or get quote. Normal flow of events:

Sub flows

1. president invokes required report function 2. System generates required report 3. President makes decision based on results. 3. a Initiate purchase request for new stock. 3. b Hire more efficient contract workers.

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

7. Comparison and Analysis

The main business process of the company is the order processing system, from initiation to the point where it is confirmed and all the required information is generated. Both the diagrams will reflect that. However the differences are on the way they interact with each other elements and how and what information is recorded at what point and when. Based on this there will be less data duplication hence less subjected to error. The context diagram shows data flow between customer and order processing system. They interact with the customer. Our level 0 data flow diagram (DFD) upgraded the same context diagram by keeping customer as the external entity as it was in the context diagram and the data flows are the same. Analysis team has considered a balance between the context and level 0 DFD. The availability feedback to the customer is better because of this system. With the structured design model we have tried to consolidate by reducing data duplication and at the same time capture much information as possible in a manner they can be processed in a more efficient manner. The more data the system capture in a normalised manner the better. One of the key problems with the earlier system was that although a customer base was maintained it was not done in a efficient manner and therefore the real potential could not be utilised, with the new system they can pull out information about existing customers and same data will be relayed to auto generate the required customer contracts when required. Also in the earlier system they had to manually check if items requested by customer was available, with the new system the way the data is stored it will be easy to manipulate the data get the availability automatically by the system in real time. Using same search methods the availability of workers will be checked to see if customer order can be serviced properly. Once these are confirmed order is placed and the required documentation is generated. The event support document is auto generated therefore all required information is included in the sheet which will result in fewer mistakes. The way the data will be maintained and segregated it will be easy to analysed to get required reports for the management to make important management decisions. It will be possible to generate reports to see which equipment is leases or purchased more, which items are on more demand based on yearly festive seasons, which employees are more efficient, which customers are more repetitive, which equipment gives a better return, which equipment should be discontinued and so on. All this means in a customer perspective is that they will get a better and a quality service on a timely manner, which will in turn result in more revenue for the
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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

company, all the extra time in the hands of the employees and management means they can pursue new customers and new opportunities which will give the company the much anticipated enhanced better reputation and by doing so get an competitive advantage over the competition.

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MSC228 - Information Systems Analysis & Design

Group Assignment SSL inc

8. Bibliography
Alan Dennis, Barbara Haley Wixom, Roberta M. Roth, 2010, Systems analysis and design , 4th edition, John Wiley & Sons, New Jersey.

Andrew S. Tanenbaum, 1996, Computer Networks, Third Edition, Prentice-Hall, New Jersey. James F. Kurose, Keith W. Ross, 2010, Computer Networking a Top Down Approach, Fifth Edition, Pearson, Boston.
Link to details on Windows small business server 2008 R2 http://www.dell.com/content/topics/global.aspx/sitelets/solutions/software/business/en/us/server_soluti ons?c=us&cs=04&l=en&s=bsd

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