system analysis and desighn
...ture. Technique It produces the diagram to explain the information e.g. Data Flow diagram, ERDs. Documents This is to fill the forms and there is another step to complete this process. Structure This is the hardest part of this process because first we have to know that which task we need to be performed. If we know the task then we have to arrange the task in several categories like in what order, in each steps, in each stage and in each module. The SSADM module involves the following steps to collect the information and the steps are 1. Feasibility Study (FA) To study the whole system of the company. 2. Requirements Analysis (RA) To investigate the system and find the advantages of the system. 3. Requirements Specification (RS) To find the requirements of the system. 4. Logical System Specification (LS) To design the system and use the technical system option. 5. Physical Design (PD) To design the system physically The diagram helps to understand the whole process because it shows the links of the system which is related in this process. The forms are also is a part of the SSADM because it helps to collect the information about the process. The hardest part of the project to put the various tasks into the various but particular steps. The advantages of the SSADM are that we can find a lot of detail about the project which is very useful in the future to create the new system. This detail is very good because it gives very less chance to make the mistakes. The analyst should not forget any aspects of the project so it means to avoid the errors. In this system a lot of check points which confirms that everything is perfect. The disadvantages of the SSADM are that because it consumes a lot of time and this is so expensive as well. The another problem is that if we require to do some changes then we have to look each and every aspects of the of the system which also takes along time, so it is not easy to change something. Fact Finding Method Fact-finding is also used to collect the information but the way is collecting the information is different than others. The steps are involved are 1. Interview 2. Documents 3. Questionnaire 4. Observation Interview It is the direct system to collect the information. This is the instant response system as well. The bad about this system is that it takes along time. Documents We can collect the information by daily report. Also we can collect the information by annual reports. We can collect the information of the company by organisation charts, pay roll, invoices and orders forms. But we have up to date these documents to collect the right information other wise the report which based on these documents goes to wrong. Questionnaire It is also good because we have to ask the wide range of questions. It is quick way to gather the information because we can collect the information from different people in a very short time. It is quick way but it is still slow because first we need to think about what we need to ask the questions and then we have to print out the question forms and to send it to the people and get it back because it takes a long time. If there is any mistakes we have to change the form, print the form, send it to the people and waiting for to get it back all the forms because some people takes along time to fill the form. Observation It is also good because we can stand and watch everything that whats going on and what the staff need, so we can write our own report. But the bad thing in this process is that might be the points which we noticed is not perfect because the staff working in front of us good but after when we leaving the place the change their mind. Current system Finance Director Dr X Chequer Sales Officer Mr I Runnit Order Office staff 5 people Ware Office staff 4 people Despatch staff 3 people Customer calling to place an order. The order staff taking the calls and writing down the order and the customer details. They also checking the customers discount but these are all paper work and they checking all the information in the documents and the customers have to wait to get all the information. It takes a long time so because of this reason they losing order. After the confirmation of orders, these orders go twice a day to the ware house department. They taking the order and typing and coding the orders. After this step they have to complete the customers order and if there is something is not available they have to ring the customers and to inform them. So they have to reconfirm the orders and then complete the orders. After confirming the orders, this order sheet goes to the despatch department and they have to type one copy for the customer and one for the accounts department and it takes half a day to type it up. After typing the sheet then they have to supply the order. Disadvantages of the current system Because a lot of paper works customers have to a long wait on the phone. Because of along wait the lines of the phones are busy. The information about the products are in the papers, so the staff spend along time to finding the information and sometime they mistake to getting the right information. Sometime the staff has no chance to pick up the calls because they are busy to collecting the information. Sometime they mistake to writing the orders, customers name and address which cause another problem. The warehouse checking the orders and if there is any thing is missing they have to reconfirm the order by informing to the customer. There is no perfect information about the stock to the order office. The despatch staff have to type the copies of receipts and it takes half a day. Requirements of the new system Office order staff A staff has to pick up the call A staff has to take orders on the computer Store the customers details in the computer system Check the product detail with the computer system which has to be already stored in the computer and is linked with the CCM-Stock. Give discount to the customers according to the record stored in the computer system. Send this information sheet to the warehouse department through computer system. Warehouse department Coding the orders according the computer system. Prepare the orders according the sheet. After preparing the order the product should be deduct from the computer system. Send the information sheet to the despatch department through computer. Despatch department Print one despatch note and invoice for the customer. Print one invoice for account department. A company staff has to take the customers signature. Cost and benefits Central server CCM-ORD software (version 5.1) Network hardware + software + allowance for cabling 7 networked PCs for users in the various offices (additional PCs + network cards + cabling available at about £900 each) A laser printer for each office All of these estimated cost: about £56,000 The maintenance of the hardware and software is 10% of the total cost of the system per year. The cost of education about the new system to the staff is £1,500. The cost of training about the new system to the staff is £7,000. Total cost to add it up all of the above figures are £56,000 + £1,500 + 7,000 = £64,500 The 10% maintenance charges is 5,600 per year. For two year 11,200 + 64,500 = 75,700 Total cost is £75,700 Benefits 2 staff is cut it down from order office 1 staff is cut it down from warehouse 1 staff is cut it down from despatch No chance to lose the order. Chances of less mistakes in orders. Easy, save and quick way for the staff to receiving and supplying the order. Overall saving Saving Annual Two years 2 staff order £18,000 £36,000 1 staff ware house £9,000 £18,000 1 staff despatch £9,000 £18,000 Customer order lost £5,000 £10,000 Order error £3,000 £6,000 Total saving £44,000 £88,000 Report The company has different departments and all these departments are working together. The company has finance director Dr X Chequer and sales office manager Mr I Runnit. Meeting with Dr X Chequer The meeting we had with finance director then we know that there are three main departments. The departments are the order office, warehouse and despatch department which are taking the orders and supplying the order. There are 5 staff in order office, 4 staff in warehouse and 3 staff in despatch department. These departments needs improvement and he provides the some documents which they want to improve the current system in the company and looking for benefits because they have very poor system at the moment. The staff is fails to attend the customers call and some times fails to complete the customers order because they take the order but they dont know the order they taking is in the stock or not. They wasting a lot of time on completing the order and despatching it. These all make to loss the company and losing customers. Because these reasons he want the computerised system in the company which help to achieve his target and he has unlimited budget but the system pay itself after two years because he is looking the benefits after 2 years not now but they need the system in June/ July. Meeting with Mr I Runnit After Dr X Chequer meeting then we had the meeting with Mr I Runnit then gave us the information about the company and provide some documents. He also gave us the information about the staff wages, how much is the cost of losing customer order and the order errors. He also mentioned how all these d...