SYSTEM ANALYSIS AND DESIGN

Information System for a Car Re-sale Center

TRUEVALUE

Submitted to: Prof. Malathi Sriram Date: 21.02.2011 Submitted By:

Group: 9
Amit Kumar Jha Ashish Arora K Swetha Nandana Monalisa Mazumdar Ragunandan V R 10064 10071 10081 10088 10095

Table of Contents
1. 2. 3. 4. 5. Acknowledgement ................................................................................................. 3 Executive Summary .............................................................................................. 4 Overall Business Process ...................................................................................... 5
Existing System DFD ........................................................................................................... 6

New Information System ...................................................................................... 7

Context Analysis Diagram .................................................................................................. 7

Data Flow Diagrams (DFDs) ............................................................................... 8

Purchase Process.................................................................................................................. 8 Checking and Maintenance Process................................................................................... 9 Customer Order Process ..................................................................................................... 9 Delivery Process ................................................................................................................. 10 Report Generation ............................................................................................................. 11

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DECISION TABLE ................................................ Error! Bookmark not defined.

Decision Table for Profit Calculation .............................................................................. 12 Decision Tree for Profit Calculation ................................................................................ 13

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NORMALISATION ............................................................................................ 14
Owner Table....................................................................................................................... 15 Car Table ............................................................................................................................ 15 Customer Table.................................................................................................................. 16 Order Table ........................................................................................................................ 16

Acknowledgement
We would like to thank Prof Malathi Sriram for guiding us and for providing encouragement and much needed moral support.

We are thankful to her for assigning us such an interesting project with a lot of learning involved in it. The development of this project has enabled us to understand the contents of this course in a better way. The project has given us a practical experience, which will prove to be very beneficial in our future corporate life.

Executive Summary
This Project is about creating an Information System for a Car Re-sale Center : Truevalue. The Centre will buy used cars from the owners, will repair and maintain them and then sell them to customers who are willing to buy second-hand cars. We have to study such an existing Information System, find out what are the flaws in that system, and describe the improvements required in terms of automation. Also, we have to describe and structure the functional requirements of a new system. Although the business process tends to be the same in both the cases, the manual process has certain disadvantages: Manual records are very difficult to be maintained safe Manual records are subject to greater human error Business can see itself in fines and penalties if records are lost Manual records are easier to be falsified, modified, altered or vanished, as compared to computerized records which become very safe when using passwords, firewalls, and back-ups.

Having all such disadvantages, there is a need to develop and design the information system for the same in order to ease down the tedious manual process.

Overall Business Process

The overall Business Process consists of the following steps:

Existing System DFD

Request for Car Owner Details Owner personal Details Owner Register Purchase Process Car Details Status Update Checking & Maintenance

Car Register

Customer Register

Status Update

Car Details Status Update

Customer Personal Details

Delivery Process

Order Process

Car Delivery

Delivery Details

Order Register

Order Details

Initiates

Customer

The existing system is a manual system where entries are made in the process registers. The company purchases old cars from the owner and makes entries in the purchase register. Once this is done the cars are sent for checking and maintenance by the employees and an updated entry is made in the car register. Simultaneously the potential customers enquire for the cars. Such an enquiry is followed by the tedious task of searching for the car availability in various registers. This is the biggest disadvantage which calls for a lot of manual work and time. Once a suitable match is found, whether through the registers or through the manual search, the details are then given to the customers. Again the negotiation process is carried out and the final order is taken and updated in the order register. Lastly the delivery is made to the customer and the final update is made in the car register and the order register.

New Information System

The new Information System will do away with the manual process and put in place an automated system. The new system will have a database with separate tables for Car Owners, Car Details, Customer details and Transaction Details. The CAD and DFDs for the New Information System are shown below:

Computer Aided Design

Computer-aided design (CAD), also known as computer-aided design and drafting (CADD), is the use of computer technology for the process of design and design-documentation. Computer Aided Drafting describes the process of drafting with a computer. CADD software, or environments, provides the user with input-tools for the purpose of streamlining design processes; drafting, documentation, and manufacturing processes. CADD output is often in the form of electronic files for print or machining operations.

Context Analysis Diagram

Car Owner

Customer

Sells car TRUEVALUE

Enquires about Cars

Purchases car Generates Reports

Manager

Data Flow Diagrams (DFDs)

A data flow diagram (DFD) is a graphical representation of the "flow" of data through an information system. DFDs can also be used for the visualization of data processing (structured design).On a DFD, data items flow from an external data source or an internal data store to an internal data store or an external data sink, via an internal process.

Purchase Process

Manager

Initiates

Owner & Car Car owner Details Enquiry Process

Car Details Negotiation Process

Car Details Car Details Transaction Car Database Payment Process Date of Purchase Price & Car Details Details

Final Price

Purchase Process

Owner Details

Owner Database

The owner of the car would first enquire about the company and the sale process of the company. As soon as the manager comes to know that there is a prospective seller, there is a negotiation process between the company and the seller. In this stage the negotiation is done on factors such as price and mode of payment. After this stage, the purchase process is carried out, where the owner details are updated in the owner database. The transaction and payment process succeed this stage. Once the entire process is carried out the car database is updated.

Checking and Maintenance Process

Car details Initiates

Manager

Checking & Maintenance

Car Database Car Status

This stage is an intermediate stage where the manager checks the car details in the car database using the car details. He checks the current status of the particular car, if the car is ready to be sold or needs maintenance and assigns tasks to his employees accordingly.

Customer Order Process

Manager

Initiates

Seeks Customer Information Enquiry Process

Car Details Final Car Details Price Negotiation Process

Car Details

Car Database

Customer Order Process Details

Customer Database

Customer Details, Price Transaction Car Status Payment Process Details

Order Database

Next is the customer order process, any potential customer enquires about the availability of the cars with the company. This information can be acquired from the car database. Similar to the purchase process, the next stage is the negotiation process with the manger where a mutually

agreeable price is fixed. The agreeable price of the car is based on the profit margin calculated through the decision table (explained below). Once the final price is decided the details of the customer are entered in the customer database. Customer details are also forwarded for the payment process to be carried out. Once the payment is made the transaction details are updated in the order database. After the entire process is completed the status of the particular car is updated in the car database, i.e. from R(ready) to S(sold). The final updating to D delivered is made only after the car is delivered to the customer.

Delivery Process
Status Update

Car Database

Customer Database Customer Details

Car ID

Status

Customer ID

Employee

Initiates Delivery Check Details of Order

Customer ID Check with Customer

Customer Details

Order Database

Delivery Details Delivery

In this stage, the employee checks the current status of the car from the car database and also the proposed delivery date from the order database. If not delivered the employee checks with the customer (gets the customer details from the customer database) and delivers the car. Once the car is delivered the order database is updated to the actual date of delivery. The car status is also updated from the S (sold) to D (delivered).

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Report Generation

Customer Database Customer Details Query about Customers Query about Cars

Car Database Car Details

Enquiry about Customers Seek Customer Information

Enquiry about Cars

Report about Customers

Seek Car Information

Report about Cars

Manager

Seek Order Information

Report about Orders

Reports about Owners

Seek Owner Information

Order Enquiry

Enquiry about Owners Query about Owners Owner Database

Order Details

Query about Orders Order Database

Owner Details

Since the job of the manager is to make sure that all the processes are running smoothly, he can seek information of any process at any given time through the query process. All the databases (Order, owner, customer, and car) can generate reports for the manager as and when required.

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Decision Table
Decision tables are a precise yet compact way to model complicated logic. Decision tables, like flowcharts and if-then-else and switch-case statements, associate conditions with actions to perform, but in many cases do so in a more elegant way.

Decision Table for Profit Calculation

Model >= 2006 2000 < Model <= 2005 Model <= 2000 Owner Number <=2 Profit margin 30% Profit margin 25% Profit margin 15% Profit margin 10% Y N N Y N Y N Y N N Y Y Y N N N N Y N N N N Y N

Here, the profit margin is decided on the basis of the following criteria: If the make of the car is after 2006 If the make is from 2000 2005 If the make is older than 2000 If the number of owner is two or less If the make is after 2006 and the number of owners is less than or equal to two, the profit margin will be kept 30% If the make is after 2006 and the number of owners is more than two, the profit margin will be kept 25% If the make is between 2000 and 2005 and the number of owners is less than or equal to two, the profit margin would be 25% If the make is between 2000 and 2005 and the number of owners is more than two, the profit margin would be 15% If the make is older than 2000 and the number of owners is less than or equal to two, the profit margin will be kept 15% If the make is older than 2000 and the number of owners is more than two, the profit margin will be kept 10%.

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Decision Tree for Profit Calculation

Profit=30% Yes Owner No<=2? No Profit=25% Yes

Model>=2006? Yes Owner No<=2? No Yes No

Profit=25%

Profit=15%

2000<Model<=2005? No Yes Model<=2000? No Profit=10%

Profit=15%

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Entity Relationship Diagram

Ow_ID Car ID Pur_Dt Make Model

Status

Buys

Car

Sells

Checks Cus_ID Ow_Id

Name Customer Address Deliver Employee Owner

Name

Address

Ph_No Manages Ph_No

Emp_Id Car Id Name

Sells to

Manager

Purchases From

Ma_Id Name

Ph_No

An entity-relationship (ER) diagram is a specialized graphic that illustrates the interrelationships between entities in a database. ER diagrams often use symbols to represent three different types of information. Boxes are commonly used to represent entities. Diamonds are normally used to represent relationships and ovals are used to represent attributes. In this ER diagram we have five basic entities namely Manager, Employee, Owner, Customer, Car. All these entities are inter- related The owner sells the car. One owner can sell many cars but a car can have only one owner. The manager purchases car from the owner. A Manager can purchase from many owners but there is only one Manager. A Customer can buy many cars but a car can have only one customer. The manager sells to the customer. One manager can sell to many customers but there is only one manger. A Manager manages many employees but an employee has only one manager. An employee delivers to the customer. One employee caters to many customers but a customer is handled by only one employee. An employee checks and maintains a car. Here a many-to-many relation is established, many cars are maintained by many employees. 14

Normalization
Normalization is the process of taking data from a problem and reducing it to a set of relations while ensuring data integrity and eliminating data redundancy

Data integrity - all of the data in the database are consistent, and satisfy all integrity constraints. Data redundancy if data in the database can be found in two different locations (direct redundancy) or if data can be calculated from other data items (indirect redundancy) then the data is said to contain redundancy.

Owner Table
Owner ID Owner Name Address Contact Number

Pimary key : Owner ID

Car Table
Car ID Owner ID Make Model Owner Number Last Initial Purchase Status* Purchase Purchase Price Date by Date Owner

*status: UM: Under maintenance, R: Ready, S: Sold, D: Delivered;

Pimary key : Car ID, Foreign key: Owner ID

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Customer Table
Customer Id Customer name Address Contact Number

Primary key: Customer ID

Order Table
Customer ID Car ID Date of Selling Selling Price Date of Date of Delivery(proposed) Delivery(actual)

-thank you
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