System Analysis and Design
ICT310 System Analysis and Design Task 2 ATMC Semester 2, 2018 ICT310 System Analysis and Design Task 2 Page 2 of 13 Assessment and Submission Details Marks: 35 % of the Total Assessment for the Course Due Date: 9:00am Friday, Week 12 The assignment MUST be submitted on time. Assignments are to be submitted by SafeAssign. DO NOT SUBMIT THE ASSIGNMENT TO THE COURSE CO-ORDINATOR OR TUTOR. The assignment will be marked out of a total of 100 marks and forms 35% of the total assessment for the course. Once marked, ALL assignments will be checked for plagiarism and/or collusion between individuals. Refer to your Course Outline or the Course Web Site for a copy of the “Student Misconduct, Plagiarism and Collusion” guidelines. Academic Integrity Information. Note: Each student MUST make a second copy of the assignment and this copy MUST be produced within 24 hours of it being requested by the Course Co-ordinator. Failure to produce the second copy of the assignment when requested may result in loss of marks or a fail grade for the assignment. Assignment submission extensions will only be made using the official Faculty of Arts & Business Guidelines. Requests for an extension to an assignment extension MUST be made prior to the date of submission and requests made on the day of submission or after the submission date will only be considered in exceptional circumstances. https://www.usc.edu.au/learn/student-support/academic-and-study-support/online-study-resources/academic-integrity ICT310 System Analysis and Design Task 2 Page 3 of 13 Case Study: School Supplies Pty Ltd. Background: School Supplies Pty Ltd is a Brisbane based business which supplies stationery (paper, pens, labels, etc.) to business clients but mainly specialises in educational supplies (text and exercise books, classroom aids, etc.) to schools and parents with school age children. School Supplies’ busiest time of year starts towards the end of the school year supplying back-to- school book and stationery packs to parents and schools. School Supplies was bought by businessman and ex school principal Gerry Lane in 2012 and has become well respected for its quality range of educational supplies and the good advice Gerry is able to give teachers and parents. School Supplies is especially well known among the Home Schooling community who value Gerry’s advice and the range of text books that are always in stock and exclusively available at School Supplies. Management and Retail sales processes are managed through the accounting software Quickbooks. Gerry has a small but good team of staff with Rebecca as general manager, Janice is great managing the retail shop floor, Joe manages the warehouse and Bev in accounts keeps the business accounts organised. A big business earner for School Supplies is the annual back-to-school (BTS) process where over 4500 school pack orders are received, packed and delivered to the parents of school children. This starts early November, runs through Christmas and winds up a few weeks after school goes back in early February. The BTS is one of Rebecca’s special areas of expertise where she has many years’ experience in 4 different businesses and knows all the products well (Joe in the warehouse is sure she can read barcodes!). During this BTS time of year Rebecca manages 5 extra people to pack boxes and help with the BTS process. There is a particular skill required in making sure packers are packing the right items for the right people in the right school. There are thousands of different items and each school is very particular about which products they want! However, Rebecca is continually frustrated by the online ordering system which Gerry inherited from the previous owners. It is basically functional but Rebecca has to be very gentle with it and is constantly contacting the support people when things don’t go quite right and something else is broken as a result of a previous ‘repair’. One of its good features is the online systems ability to interface with Quickbooks where it automatically enters an order, adjusts stock levels and generates an invoice. Rebecca knows exactly how the process should work and has worked with a number of very effective (but proprietary) BTS systems, she has been talking with Gerry for a while now about allowing her to work with a good information system designer to redesign the BTS system. The typical (ideal) workflow process for BTS stationery packs starts with parents placing orders. This can be done (and paid for) in-person, over-the-phone or online. Because it is easier to have everything online, School Supplies staff will enter online the in-person and over-the-phone orders. When a person logs on to the School Supplies online site they will select their school along with a ‘passcode’ for that school (Gerry and Rebecca will have negotiated with each school to supply book pack items at the individual school’s particular price and the school will have specified exactly what items it requires and how many of each). The next screen will invite the parent to create a School Supplies online account ICT310 System Analysis and Design Task 2 Page 4 of 13 where they will enter delivery and contact details, and a username (email address) and password. The next screen will present them with a login screen where they will log in and specify book packs for each of their children. Having logged in, parents are presented with a list of the children for whom they are purchasing book packs. They can press on an ‘Add student order’ button and start a new book pack order. After entering the student name they will select the year group (Prep to year 12) and then be presented with an auto filled list of all the items and the quantities for their particular book list for their school and year group. The numbers of each item can be adjusted by the parent and then that book pack can be submitted and added to the of student book packs for that parent. When the parent has entered all the book packs they want to order they can press the ‘Order’ button at which point the totals and details of the order are confirmed with the parent. The parent specifies if they would like the orders delivered or picked up (sibling book pack orders are kept together so parents only pay one shipment fee for up to 3 student book packs). Once delivery details are confirmed, parents are then transferred to the online payment system. When the payment has gone through each of the student orders are emailed through to the parent. Also at this time there is an order and invoice generated in Quickbooks. At the start of each day a report on the previous day’s online orders are automatically printed out and matched with the bank statement (to make sure the payment has gone through) and with the QuickBooks invoice. These orders have a barcode and are scanned at different stages in the process so parents are able to log onto their account and track how their order is progressing. When the order is ready for pickup the BTS System will finalise the order by either creating a courier consignment note or notify the parent for pickup. When the order is despatched to the parent or courier the online BTS order will send an order finalisation email to the parent. School Supplies are wining more and more BTS contracts because of their excellent reputation, and ability to deliver the right items on time. Parents of uncontracted schools are asking if their school’s book packs can be put up online for ordering as well. However, the increasing work highlights the inadequacies of their current online BTS processing system which is increasing staff stress levels in the office. Rebecca is the only person who can manage the current online system because it so brittle and has many fatal errors which only Rebecca knows how to correct. Gerry is making enquiries about his options with a new system. He knows he needs a system which is intuitive for both BTS parents and his staff to use. Gerry likes to be able to provide work for less able people especially in the packing area so the system must also cater for their user needs as well. Gerry knows that his business viability and reputation depends on having effective information systems in order to keep parents happy and coming back. If parents are happy then the school will be easier to negotiate with and Gerry won’t have to compete so much on BTS pack price. Business Processes: A JAD session with Gerry and Rebecca revealed the following information. The business processes described below are the system requirements for this information system solution: • It has been decided to first build and implement the core Online BTS ordering system, the following will NOT be included in the current system design: ICT310 System Analysis and Design Task 2 Page 5 of 13 • The Quickbooks interconnection with the online BTS system. Stock levels in Quickbooks can be adjusted manually for the time being. • Stock control will not be a part of the BTS online system • The payment system will be through the bank online payments process and does not need to be considered as part of this design. There are two parts to this system: The Client BTS Packs and the School BTS Pack item groupings. Although different parts they are connected. The Client (Parent) BTS Packs • School Supplies online clients will be parents or carers of school children. Records kept for each client are as folllows: Client ID, Contact name, Name on invoice, Billing Address, Phone Number, Email, Date of becoming a client, Notes field. • Each client (parent / carer) will have one or more book packs. Each of these book packs hold the following records: Book Pack ID, Student name, Student year and School Name. There are two types of book packs: • Delivery – these book packs will be sent via courier to the client. The following records are recorded: Courier, Courier name, Delivery Address, dispatch date, delivery date, and consignment note id. • Pickup – these