System Analysis & Design Exercise

Part 1

Southeast Missouri State University

Summer 2018
BA630

By:
Prabha Kiran Poudel
Shannon Wroble
Siera Feketa
MBA class of Summer 2018
Business Case - Introduction

Mark and Becky Robertson, owners of Posh Pooch Day Spa and Bow-Wowtique, are in
need of a customized database system for their business. Their business is geared toward the
high-end market and provide a lot of specialized services. The company is having trouble with
inventory, organization of the reservation book, specialized requests, access to invoices and
accounts receivable and payable.

Business Case - Business Objective

The project of creating a database is needed because the company is growing and
becoming more complex. The owners are having trouble staying up to date with inventory and
staying organized.
The mission for the organization is to provide excellent service by tending to the
individual needs of every client and their parent. This means satisfying every pet and their
owner. The mission for IT is to provide the best support to allow for the organization to meet
their goals. The database will fulfill the missions by allowing for a more organized and efficient
system to track customer details, inventory details, scheduling details, etc. Taking these
measures will provide for more satisfied clients and parents. The organization cannot be
successful in its mission without the support of IT.
The goal of the project is to have a database to stay organized and to keep the business
running efficiently. There still are issues to overcome. For example, getting all of the current
data into the new software system. Since the current data is written it may have to be entered
into the new system manually.

Business Case - Benefits and Limitations

The costs for the project are the initial cost of creating the database, the upkeep for the
database, any additional computers/ipads, and scanners for the QR codes. Benefits financially
will allow the business to take in more dogs and in doing so there will be an increase in costs for
the database. Being up to date and running efficiently will make it easier to keep customers
satisfied. Non-financially, it will be easier to manage. The database will help keep the
information on each dog and help with managing all areas of the business.
Some limitations for this project would include cost and time. The cost of the project will need to
stay within a reasonable range. In addition, time can be a limitation, especially since Mark
wanted the system developed yesterday.

Business Case - Scope, Impact, and Interdepencies

Scope of the system.

In this section we primarily present what is included in the system and what is not
included. The project of adopting the new system will follow the fundamental steps of project
cycles as mentioned in our textbook, including project initiation, project planning, project
execution & control and project closing. For the task of system development, the steps will
accord the process from system analysis, system design, programming, testing, conversion and
production & maintenance.

From the standpoint of Mark and Becky case, the major problem that our team identified
was the daunting work in terms of delivering service, missing several orders due to growing size
of the business while at the same time due to the lack of reliable system at hand, particularly in
areas like human resources, event management, and few other areas concerning business
development, the growing concerns could potentially be detrimental for the business in the
immediate future. Additionally, in order to meet the requirements of the local and neighboring
customers, the technology we introduce to these segments must satisfy the need of accuracy,
agility, and safety. We envision put the system into place for more efficient and swift style of
service in Mark and Becky’s PoshPooch Dog Spa that ensures an error free recording of data,
and enhances more robust staff and customer data management, and conveniency in event
management in the future. Some specific clerical tasks that need repetitive work would be
eliminated by the advanced technology. The following outline specifies the key areas of scope
presented in the format of formal request:

Key areas and scope for the formal request

A. Human Resources Management

B. Event Management (potentially 1-2 annual event that they are doing/could do for
PR promotion). Can Quickbook be helpful?
C. Store -POS Register Software for sale

The above outlined key areas of scope are organized in the following way.

○ Requirement and likely technical solutions (IT/HRM Software/hardware….such

as Quickbook POS, peoplesoft, Zenefits, or SquareUp etc. for employee
management (https://connecteam.com/top-10-employee-management-tools/)
○ Features and functions (detailed as we did in RFP)
○ Costs including investment appraisal (estimated ...with references links)
○ Risk
○ Timescale
○ Impact on operations
○ Organisational capability to deliver the project outcomes
Formal request
A. Human Resources Management
Given the growing nature of Posh Pooch Spa and Bow-Wowtique business, we recommend an
integrated Human Resource Management database system. With such database it will be
convenient to integrate each employee in the future so that they will know key information in
each of their working shifts on everyday basis. It will also help in building more convenient
scheduling for their business which will help as the business keeps growing.
Quickbook POS would be a cost effective and relevant addition to the HRM system of
Posh Pooch Spa and Bow-Wowtique, mainly due to its focus on small scale business,
integration into accounting and scheduling and many other features. The details of the software
can be found here: https://quickbooks.intuit.com/point-of-sale/

Requirement and likely technical solutions

● Quickbook POS Register
● 3 iPads
● A Computer with Internet

Features and functions (detailed as we did in RFP)

● Send and track custom invoices

● Track income and expenses
● Create and manage estimates
● Sync bank accounts and apps
● Manage and pay bills
● Instant sales and profit reports
● Track inventory
● Tax work made convenient
● Track time
● Track project
● Run full reports

Costs including investment appraisal

With a brand new feature of ‘tracking project’, quickbook POS costs $30 per month that can
support to manage up to more than 1000 contractors (which is huge keeping in mind the growth
potential of the business). It also helps track time and scheduling .
B. Events Management

The Posh Pooch Spa and Bow-Wowtique business would be conducting various events for the
customers (mainly dog owners), businesses (such as suppliers and contractors) and
organizations. Keeping in mind the nature of various events (ranging from simple to complex),
we are recommending the same software that was used for the HRM, i.e., the QuickBooks
Online https://quickbooks.intuit.com/.

The online system is convenient due to the payment services which is fast and easy to track
record, including the record of events at the same time. For the low ticket events, we will make
sure not to accept the online payment (rather we’ll use either cash or check). Regardless of the
event type, we’ll make sure that we’ll enter the event name, and date. The labelling will help
track at any time including the profit and loss.

Requirement and likely technical solutions

● QuickBook online registration for the business. The QuickBook account need to be
operated by a dedicated account personnel.
● 1 iPad -iPad 4

Features and functions (detailed as we did in RFP)

● Send and track custom invoices

● Track income and expenses
● Create and manage estimates
● Create and send purchase orders -for the outside vendors and contractors that Posh
Pooch Spa and Bow-Wowtique doesn’t provide with.
● Track inventory
● Track event time and help scheduling
● Track project
● Run full reports

Costs including investment appraisal

With a brand new feature of ‘tracking project’, QuickBook Online costs $30 per month that can
support to manage up to more than 1000 contractors (which is huge keeping in mind the growth
potential of the business). It also helps track time and scheduling .

C. Store -POS Register Software for sale

We decide to implement Square Register software (and hardware for payment registering). The
checkout transactions for Spa based items and other over the counter medications, we offer
Square contactless and chip reader which helps customers to execute orders and transactions
conveniently with the use of debit or credit cards. It is convenient and time saving as well.

Requirement and likely technical solutions

Square Register Point of Sale (POS) is a powerful and helpful software which is quite smart to
operate the business like Posh Pooch Spa and Bow-Wowtique.

Business Case - Impact

The implementation of this system will have a very large impact on this organization. With many
efficient features this system will make daily operations much more manageable. It will increase
the overall organization and efficiency of scheduling, tracking inventory, running reports, and
many other daily operations. The items that have been forgotten before will no longer be
forgotten. The system will prove to be very beneficial and have a positive impact on the
organization. With the increase of efficiency Posh Pooch Spa and Bow-Wowtique will have the
ability to retain more clients and still avoid their current obstacles.

Business Case - Interdependencies

This system will not only have an large impact on the organization, but it will also have an
impact on the other systems and processes within the organization. Most daily processes will be
completed using the software now. Rather than taking detailed notes on a piece of paper and
putting it in a file, the information will be entered into the system. Accounting will be easier and
up to date with the reports generated. The process of checking clients in and out and retaining
new clients will be more efficient and manageable as well. This system will have strong positive
impacts on the other systems and processes in the organization.

Business Case - Risk Assessment

There are risks with the implementation of every project. With this software there are
some specific risks to keep in mind. Costs could increase over time as costs of technology
increase. Technology evolves so quickly that the system could become outdated or require
frequent updates, which is associated the risk of cost. As technology changes it becomes faster,
more efficient, and sometimes, more expensive. Another potential risk would be resistance from
staff. This is a common risk with implementing any new systems. It will be important to be
proactive to prevent these potential risks from becoming a problem. These risks will be
managed by frequently updating the system and training staff accordingly.

Along with the potential risks come potential opportunities. This system provides a lot of
room for the organization to grow. It will provide them the opportunity to be more efficient, which
might attract more clients. Posh Pooch Spa and Bow-Wowtique will be able to build
relationships with the clients and satisfy both the clients and parents. Along with being able to
attract more clients the organization will be able to effectively manage a larger clientele. Posh
Pooch Spa and Bow-Wowtique can increase business without diminishing the level of custom
service they provide.

Business Case - Assumptions

There were not too many assumptions made. However, one assumption that is made is
that there are going to be three employees using the iPads. This is assumed because Mark
specifically states that he feels there should be three iPads ordered. This does not necessarily
mean they only have three employees, but it does mean he would not anticipate having more
than three people trying to access the iPads at once. Another assumption that is made is that
the company will expand. This is assumed because Mark is discussing purchasing a second
location. In addition, this system will help Posh Pooch Spa and Bow-Wowtique retain more
clients. Outside of these assumptions, this system is pretty versatile and detailed to meet the
needs of what is specified.

System Development Life Cycle (SDLC)

Posh Pooch Spa and Bow-Wowtique used to operate their business basically in a very
traditional approach that would require tedious labor and manual way that in fact negatively
affected their full potential (could not do what they could do otherwise) and also missed some of
the opportunities costing their reputation amongst the clients. The introduction of an entirely new
system to their organization would also be a daunting and possibly drifting as well. Their job
could be easier due to technology, however, their life could be more challenging due to
technology as well because of the complexity of the technology. It could potentially add more
risk and chances of failure as well. Considering these potential risks for the small scale
business, our team apply the System Development Life Cycle (SDLC) approach as a guiding
framework that would help us cope with various situations while applying the new technology
and its various components in the existing system of the the business. SDLC is a highly
structured approach which doesn’t entail the necessity of constant remodelling and major
changes are often the case of prototyping (Source: SDLC Powerpoint provided by professor).

Definition Portion

AS-IS Model
Swim Lane Diagram - checking clients in and out
Checking Clients In

Checking Clients Out

The above two diagrams show the process of checking in and out clients. The client will arrive
and fill out an application regarding the dog information and what services the client would like.
The availability of the application would be looked at and if there are open spots, the dog would
be taken in so long as the payment had cleared. If there is no available spots or the payment
can’t be done, then it would be canceled and the dog wouldn’t be taken in. For pickup, the client
will arrive and inform the front desk of the dogs name. A worker would then go get the dog and
bring it up front for the client to take home.

Context Diagram - Retail Management System

The above diagram is a display of the current retail management system. Currently, inventory is
stocked on an as needed basis. Therefore, the process begins when a customer places an
order or schedules an appointment. Upon placing an order the customer verifies the inventory to
ensure that the items are in stock. Staff checks the inventory levels and orders are placed as
levels get low. Then staff provides the item to the customer. The customer can pay at that time,
but usually customers opt to have the charges added to their account.
Logical To-Be Model

Data Flow Diagram for Checking Customers In/Out

The above diagram is a description of the process of checking customers in and out. It begins
when the customer arrives. Before retaining them as a customer they must complete an
application. Upon accepting staff establishes a QR code. They then scan the QR code so they
can enter the proper information that was entered on the application. By scanning the QR code
they are checking in the client. Then staff will determine if the clients’ parents would like any
additional services If so, those services must be scheduled. After all scheduling is complete the
services are provided. When the customer arrives to pick up the client the QR code is scanned
again. By scanning it a second time they are checking out the client. The customer can then
determine if they would like to pay at the time the service is completed or if they would like it
billed to their account. If they choose to pay now, payments should be collected. If they choose
to have it billed to their account, it will be sent to accounts receivable.
ER-Diagram - Retail Management Database

The ER-Diagram shows the process of retail management. The customer will place a purchase
order which will show the stock of the product they wish to purchase. If the customer purchases
the product their order number will be billed to their account. Based off the stock of the product,
the vendor information will be provided for when new product needs to be ordered.
Construction
The system will be tested by inputting the information of some customers to test the
system. After entering full files on a few customers the processes will be tested by running mock
tests. Basically pretend there are different scenarios to see if the system operates effectively.
When pulling different customer files to enter their information it will be important to pull clients
with different scenarios to ensure that the system will work in different situations.
The data and database will be kept secure with usernames and passwords. Only people
with the proper authority will have access to certain areas of the database. Each staff member
will have their own username and password. With that, transaction that is performed by an
employee will be tracked. This way even if there is suspicious activity it will be easier to
determine who it was and relinquish their rights to the database.

Implementation
As far as implementation, cutover will probably work the best. There isn’t a software or
process that is really in place to begin with. They could run a parallel system if they want to. Run
their normal system along the new system incase something happens. That would allow a
backup if things for the new database does not function properly. However, with the proper
testing it should not be necessary. Phasing, pilot, and combo would not be efficient because it
would add to the amount of manual data to be added once all of the processes were converted
to the new system. In addition, it will probably be best to change all habits of employees at once
so there is not any confusion between the “old” way and the “new” way.
The system would be backed up frequently to prevent a loss of information in case the
database went down. Back ups will be performed on a daily basis. Backups will be kept for a
minimum of one year. This prevents any issues with the backups. If the situation of recovery
being necessary would arise, staff could insert the backup information back into the system.
Staff would keep a close watch on the information that was restored to ensure that it was done
properly.

Data Dictionary/Directory (DD/D)

The data dictionary/directory below will provide additional detail about the customer table in the
ER- Diagram. It is important because it gives additional detail about each field.

Data Dictionary Entry for Customer ID

Definition Unique identifier for an individual. The letter C followed by 5 numbers.
Example C28732
Field Name Customer ID
Required Each purchase order and A/R must include a Customer ID.

Data Dictionary Entry for Customer Name

Alternate Name Cust Name
Example John Smith
Input Format Only Letters with one space allowed to separate first from last name.
Storage Type Alpha

Data Dictionary Entry for Address

Example 1645 Smith Road, St. Louis, MO, 45678
Field Name Address
Input Format Numbers & Letters allowed. Comma separates street, city, state, zipcode.
Output Format Same as input

Data Dictionary Entry for Phone #

Alternate name Phone Number, Phone Num
Example 314-555-9876
Input Format Numbers only with dashes.
Additional Notes No area code needed.

Data Dictionary Entry for Email

Definition A way of contact for the customer. Used after phone number.
Example JOHNSMITH@GMAIL.COM
Field Name Email
Edit rules Must use all CAPS.
2. Develop the underlying design and descriptions to develop the database. follow the Systems
Development Life Cycle approach
a. Definition

1. Swim Lane Diagram Diagram for the integrated system (Prabha)

In the above diagram supplies /store (where clients could buy shampoos, hair products for dogs,
and other stuff) and the services based transaction (where clients can get the services they
order) are the two major segments in which Posh Pooch Spa and Bow-Wowtique operates.
Staff will be deployed into those two segments to serve as sales or operating staff. When clients
visit in the Spa store, purchasing or checkout takes place through the register by the sales or
operating staff. When the clients visit for services that takes certain time/hour and expertise
(such as training to the dogs or behavioral therapy, etc.), the operating staff will serve the clients
while other staff will do check-in check out the clients (for the check-in and check-out, pls see
another visual diagram done below by Shannon for this)-thus all the jobs will be done according
to the order or requests. Then all the information of sales including the product/service ID and
quantity are recorded to the notebook placed at the register which will finally be transferred to
the general database of the company. For the purpose of checkout, a follow up is conducted by
collecting customer’s email and/or phone number in a spreadsheet which will help us to remain
in contact with the customers or to send them future newsletter or discounts, if available.

2. Context Diagram for the Store><Supply/Warehouse

The above diagram describes the process from the entry of customer and the placement of
order in the register by bringing the necessary store goods/supplies to the counter. Register will
forward the order and fulfill the order by scanning the goods and receives the payment. For the
services like dog training etc., register will send service order to operations staff who provides
the services as requested by the client. At the sametime, the register records the inventory and
places order for the items to be refilled from warehouse.