C2006 Project: System Development, Part 3 (Analysis)

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C2006 Project: System Development, Part 3 (Analysis)

February 3rd, 2010

Hi All!

This is the third part for C2006 Project: System Development Module. Haven’t read the first part yet? you can find the first part by clicking here. I uploaded my old project proposal for this module in the previous post.

In this post I will upload my old project Analysis Documentation for this module. Feel free to see it for your reference. Basically this Analysis documentation documents your activity to analyze the user requirement or the problem that will be solved by your system. We will try to refine the user requirement for the system by performing fact finding, describing the system, find its scope & constraints, etc.

My old Analysis Documentation is as follows:

C2006

System Development

ANALYSIS DOCUMENTATION

“Clover Company”

Team Member : 1. David Irawan / 018800004337

2. Keith Nishan F / 018800004402

3. Thomas Setiabudi / 018800004137

Table of Contents

Content										Page
Cover Page		___________________________________________								1
Table of Contents			______________________________________							2
I. FACT FINDING				_____________________________________						3
	I.A. Interview			_____________________________________						3
	I.B. Questionnaire					_________________________________
II. NARRATIVE			______________________________________
III. PROCESS FLOW					__________________________________
IV. ILLUSTRATIVE SUPPORTIVE									______________________
V. PROBLEMS & LIMITATIONS								________________________
VI. SCOPE & CONSTRAINTS							__________________________

I. FACT FINDING

The purpose of performing fact finding activities in this project is to get a better understanding of the current system’s problem and limitation and also what is expected from the new system.

Our fact finding activity will involve the staffs of the Clover Company which is the event organizer company. There are two kinds of fact finding technique that we perform here, they are interview and questionnaire. The interview will be conducted to find an in depth information from some staff of the company, while the questionnaire will be given to all the staff of the company in order to get general information from all the company’s staffs.

I.A. Interview

Interview is the first fact finding method that we perform. There are nine staffs from three departments that we interviewed, 3 staffs from each department. The three departments are marketing, financial, and logistic department. Staffs from these three departments are interviewed because these departments will get the biggest impact when the new system is implemented in the future.

I.A.i. Interview for Marketing Department

The staffs that interviewed are:

a) Ujang – Director

b) Andi – Market Research & Analyst

c) Aneng – Advertising

1) Interview with Ujang – Director

2) Interview with Andi – Market Research & Analyst

3) Interview with Aneng - Advertising

I.A.ii. Interview for Financial Department

The staffs that interviewed are:

a) Santoso – Supervisor

b) Fendy – Treasurer

c) Siti – accountant

1) Interview with Santoso – Supervisor

ü Interviewer : Good afternoon Mr. Santoso. We appreciate that you want to spare your time for an interview session with us here.

ü Santoso : Yes, It’s not a big deal though.

ü Interviewer : Mr. Santoso, Is there anything you like to feedback about the system here?

ü Santoso : Yes of course! Currently I feel that the system in this company is a bit slow, especially to support us in the financial department.

ü Interviewer : Oh is that so, can you please explain it to us please?

ü Santoso : Well… you know, this company is dealing with so many people, the customers, the affiliate companies, and also the internal staffs. Sometimes it’s a bit tough to do our job as a financial department to collect information about financial data.

ü Interviewer : What kind of information that you need to collect?

ü Santoso : Information such as payment from customers or payment to the affiliate companies. We need to collect these information from various staffs in the company, and getting information from many people is not as easy as flipping your hand.

ü Interviewer : Do you have any problem when you need to collect this information?

ü Santoso : Yes. Sometimes one of the staff is in MC and cannot be contacted, another time a staff that I need to ask to is not in the office as he/she needs to prepare the event place or to consult with an affiliate company. Things like that happen quite often here.

ü Interviewer : Ok, I get your point. So you feel there is a communication problem here?

ü Santoso : Yes, sort of.

ü Interviewer : Mr. Santoso, what do you think about the internal communication in the company?

ü Santoso : Actually there is no serious problem of communication or relation problem between the staffs here. But, as some staffs especially the marketing and logistic department that needs to go out quite often, it’s not easy to meet them and ask them to update us with the most recent progress of a customer’s order.

ü Interviewer : Why do you need updated information from the staffs?

ü Santoso : Yes, we need to get information such as the expenses from an event preparation or recent payment made by a customer faster, so we can prepare the financial report faster too. But that is a bit hard to do now.

ü Interviewer : Ok Mr. Santoso, so… beside the difficulties to collect information, what are your difficulties when preparing a financial report?

ü Santoso : let’s see… For me, I have quite used to this system’s way to make a financial report using pen and papers since we have do it this way for years.

ü Interview : So you are very convenient with this method is it?

ü Santoso : Yes, you can say that. I never feels that this is bad, but when there is a lot of orders and make us needs to make a lot of financial reports for the company, sometimes I feel like I wanted a better system to make the financial report production process become faster.

ü Interviewer : Mr. Santoso, as you know that we developing a new system for this company, so what will you suggest for the company’s new system?

ü Santoso : Yes, I heard about it. Well, of course as I said earlier that we have some problems here in the financial department. So, I hope that the new system will be consider to help our department too so we can have a better work performance. In my opinion, I think the new system should be able to facilitate the communication between staffs here in the company, so we from the financial department can get financial information faster.

ü Interviewer : Thank you Mr. Santoso, that’s all that we want to ask from you.

2) Interview with Fendy – Treasurer

ü Interviewer : Good afternoon Mr. Fendy. We appreciate that you want to spare your time for an interview session with us here.

ü Fendy : No problem.

ü Interviewer : Mr. Fendy, Is there anything you like to feedback about the system here?

ü Fendy : Yes, I think that there are a lot of things that we need to improve from the company’s current system. Because I feel some problems from this system now.

ü Interviewer : Can you please explain to us what your job as a treasurer is?

ü Fendy : Well as a treasurer, I need to manage the income and expenses of the company. I receive the payment money and then distribute it to other department for them to pay the expenses.

ü Interviewer : What is your problem to do your task with your current system?

ü Fendy : There are 2 main problems in my job. First is to receive money from the customer. Second is to get the money from the logistic agent who receives the payment.

ü Interviewer : Can you explain each problem?

ü Fendy : The first problem is to receive money from the customer because some customer late to make the payment and I need to give reminder to them. Or if the customer doesn’t pay the full amount, then I will need to remind them about the rest of the payment and the deadline to make the payment.

ü Interviewer : So you need to make many reminders just for one customer only?

ü Fendy : Yes. It is.

ü Interviewer : Then how about the second problem?

ü Fendy : The second problem is to get the money from the logistic agent who receives the payment because the logistic agent himself needs to go out from the office most of the time to do his/her task.

ü Interviewer : Oh I see, it will be difficult in your side.

ü Fendy : Of course it is.

ü Interviewer : Mr. Fendy, What do you think about the internal communication in the company?

ü Fendy : Oh this is another problem also. A lot of staffs need to work on the field, outside the office, to prepare for the events such as the event place, the foods, equipment, entertainment, etc. So it is a bit hard to keep updated information with them. Even they got hand phone with them, it’s a bit unpractical when you call a lot of people just to ask them to update with the newest information that is needed by our department.

ü Interviewer : Ok, I get your point. Now let’s talk about your job as a staff in financial department, you need to prepare some financial reports for the company right?

ü Fendy : Of course, I need to make some financial reports but I just report to the accountant about the company’s income and expense then he/she will do the complete financial report.

ü Interviewer : So you don’t make all the financial report. Then do you know the difficulties for the accountant to make the financial report?

ü Fendy : All right, preparing a lot of financial report is very hard to be done now as we make it in very slow speed. The use of pen and papers is very tiresome when there is a lot of financial report that needs to be done quickly. So when the deadline is close, sometimes I need to help accountant to make a financial report. The slow information update from another department concerning financial information like income and expenses also adds the problem.

ü Interviewer : I see… Mr. Fendy, as you know that we developing a new system for this company, so what will you suggest for the company’s new system?

ü Fendy : Oh, yes that is very good news that I heard! I really hope that the new system will be able to help us here in the financial department. I suggest that the new system equipped with features that help the internal communication within the company and also help us to produce a financial report faster.

ü Interviewer : We will use your suggestion as our consideration in designing the new system. Thank you Mr. Fendy, that’s all that we want to ask from you.

3) Interview with Siti – Accountant

ü Interviewer : Good afternoon Mrs. Siti. We appreciate that you want to spare your time for an interview session with us here.

ü Siti : Yes, please feel free to ask.

ü Interviewer : Thank you. First of all, we want to ask, is there anything you like to feedback about the system here?

ü Siti : Do you mean the system for the financial department?

ü Interviewer : Yes it is.

ü Siti : Oh, I’m quite new here but I think that the current system here for the financial department is horrible!

ü Interviewer : Ok, what do you mean by that?

ü Siti : I tell you. The first time I started to work here, I was surprised that I have to work in a financial department without any accounting software! So what we do is we collect all the information that we need then we start to make the financial report by writing it using pen on a piece of paper.

ü Interviewer : Where you keep the old financial reports?

ü Siti : The archive is kept in a big pile of file holders. It is very frustrating to look for a single piece of old financial report, and also we cannot keep too many archive due to limited office space, so we need to throw away old documents periodically. This is very bad for a company with so many customers like this; they really need to improve it.

ü Interviewer : How if you need to see the old documents that have been thrown away?

ü Siti : Ermm…that is the problem. If the document that we look for have been thrown away then there is no way to find it.

ü Interviewer : Do you have any kind of backup?

ü Siti : Of course not. Because the backup will consume double space needed.

ü Interviewer : Ok we note down that. Now we would like to ask you, what do you think about the internal communication in the company?

ü Siti : Well, actually I don’t really know about it, because the other two staffs in the financial company do the information collecting and my job was only to write the reports based on the collected information.

ü Interviewer : Oh I see… but do you think that there is any problem in this area?

ü Siti : Personally I don’t feel any problem in the internal communication between the staffs in this company because I don’t do much information gathering from the other staffs. But I think I remember that my colleague say that it is very slow for them to gather the information from another staffs in this company…yea that’s all I know.

ü Interviewer : Yes, maybe we should get more information about this from the other two staffs in the financial department.

ü Siti : Yes of course.

ü Interviewer : Anyway, let’s move on to the next question. What are your difficulties when preparing a financial report?

ü Siti : My difficulties when preparing a financial report is mainly with the slow manual system. I really need software that helps us, the staffs in the financial department, to do our jobs. It’s very stressful when we have to make a lot of reports using just papers and pen. We need a better system.

ü Interviewer : Yes Mrs. Siti, as you say that the company needs a better system, we would like to ask you, what will you suggest for the company’s new system?

ü Siti : Because I work in the financial department, then I would like to suggest that the new company system will help us to do our jobs to make the financial reports faster. The feature to make the financial report also need to be synchronized with our needs as we need to make the reports for some different types of periods, It can be monthly report, quarterly, yearly, or a financial report just for one particular customer order. I think it will be really good if the company’s new system can do that.

ü Interviewer : If the new system will use computerized system to help you make the financial report, do you think that you will able to use it or you need to get some training?

ü Siti : It’s good if the new system is computerized system, I can use it right away without any training as long as the new system is easy and simple to understand.

ü Interviewer : We will use your suggestion as our consideration in designing the new system. Thank you Mrs. Siti, that’s all that we want to ask from you.

I.A.iii. Interview for Logistic Department

The staffs that interviewed are:

a) Iya – Logistic Agent

b) Ayi – Logistic Coordinator

c) Ajeb – Logistic Assistant

1) Interview with Iya – Logistic Agent

ü Interviewer : Good morning Mr. Iya…How your day today? Thank you for your time here..

ü Mr. Iya : Morning too…Today is great…Sure…

ü Interviewer : That’s good to hear…Ok now let’s start it…First of all I want to ask about what do you think of the current system?

ü Mr. Iya : I am not quite satisfied with current system because I think it’s not effective enough to do it.

ü Interviewer : Ok.. Why do you think it’s not effective?

ü Mr.Iya : Because There are many things that we have to do repeatedly in preparing an event for the customer.

ü Interviewer : Can you mention what are the actions that you need to do in preparing the event?

ü Mr. Iya : Yes, sure. When there is a customer that wants to create a party, they tell us about what they need and then we have to contact our affiliate company that can provide what we need. And we need to do it repeatedly.

ü Interviewer : Ok, so how you contact the affiliate company and the customer about the event?

ü Mr. Iya : We have to contact them by phone or email and sometimes these two ways got delay to get reply. That is why I say that this system ineffective.

ü Interviewer : I see…so can you tell me about the detail the communication between you and the affiliated company?

ü Mr. Iya : Ok sure… if we get an order from customer, we immediately contact the affiliated company to ask about the availability then we will wait for the reply from the affiliated company. But the problem is that we have to wait for the reply. Sometimes the affiliated company is not reply to us immediately because they are busy with other things.

ü Interviewer : Do you have any idea or suggestion to make the communication faster?

ü Mr. Iya : Well, maybe the company needs to change the procedure of the communication with the affiliate company.

ü Interviewer : I see…I will write down that…And what do you think about the company’s working procedure?

ü Mr. Iya : There are several people in this department so we have to work together to do the task. Actually we often get some trouble when we have to contact the other person. That’s pretty annoying for me.

ü Interviewer : Why it’s so annoying for you to contact the other person in this company?

ü Mr. Iya : Because they usually busy doing their own tasks, so they will be late to respond when we need to contact them.

ü Interviewer : I see that you have a coordinator in this department. Do you think that the coordinator can solve this problem or we need to change the whole system?

ü Mr. Iya : I’m not quite sure about this. Maybe you can ask her directly.

ü Interviewer : Ok, sure I will ask her later…The last question is what will you suggest for the new system?

ü Mr. Iya : I think it will be great if there is a machine or something that can help us with the communication and make it more effective.

ü Interviewer : Ok then…That’s all for the interview…Thank you for your time and have a nice day!

ü Mr. Iya : Thank’s bro… Have a nice day too…

2) Interview with Ayi – Logistic Coordinator

ü Interviewer : Good afternoon Mrs. Ayi…How are you today? Thank you for your time here…

ü Mrs. Ayi : Morning…Fine…

ü Interviewer : Shall we start our interview?

ü Mrs. Ayi : Sure. Go ahead.

ü Interviewer : What do you think about the current system in the company?

ü Mrs. Ayi : I will tell the truth here…The system very annoying…

ü Interviewer : Why do you think like that?

ü Mrs. Ayi : Ok I give you a picture…If the order came, we have to contact the affiliated company, and my duty is to choose staff to come to the affiliated company to give a call or send an email to the affiliated company.

ü Interviewer : I see…then how do you choose the staff to do that task?

ü Mrs. Ayi : ok, I will explain to you. So, we have some staffs in this logistic department, and I will choose the most reliable staff to be the agent who is responsible for certain task. And also an assistant to help him/her to do the task.

ü Interviewer : Can you describe the detail about the communication with the affiliated company?

ü Mrs. Ayi : We have to contact the affiliate companies by calling them or send a staff to go to their place. Then they will reply to us.

ü Interviewer : Usually, how fast the respond from the affiliate companies?

ü Mrs. Ayi : Well some of them give a fast response but some other companies are very slow to respond us. This slows down our works.

ü Interviewer : Oh I see, and then what you will do if the respond is slow?

ü Mrs. Ayi : We cannot wait forever, so I will send some staff to go to the affiliate company’s place again, but that also not guarantee that they get the response at that day because the affiliate company itself sometimes confuse with their own schedule.

ü Interviewer : I see…that way will cost a lot of money…because we have to go back the same twice just for one reason…Am I correct?

ü Mrs. Ayi : Yes…you got the point…

ü Interviewer : What do you think about the company procedure?

ü Mrs. Ayi : I think it is fine but you know…some people often do mistakes and they give wrong information to me and when there is an update about something, they late to inform me.

ü Interviewer : If let’s say there is a staff that make mistake in preparing the event, then what you will do?

ü Mrs. Ayi : That’s bad, but if it happens then I will need to inform the customer that the preparation is having a problem, and we need to discuss with the customer about the solution

ü Interviewer : Ok…That one is very troublesome…if there will be new system to replace the current system, what will you suggest?

ü Mrs. Ayi : Ohhh…that would be nice…I think I will recommend a system that can do the update more quickly and I can check the update directly.

ü Interviewer : I note down that…Do you think that there is something else that I missed out?

ü Mrs. Ayi : I don’t think so, but I think that it will be nice if the new system can be finished as soon as possible.

ü Interviewer : thank you for the interview…have a nice day Mrs. Ayi!

ü Mrs. Ayi : You are welcome…Have a nice day too…

3) Interview with Ajeb

ü Interviewer : Good Afternoon Mr. Ajeb…How are you today? Thank you for your time here…

ü Mr. Ajeb : Good morning too…I am fine…No problem..

ü Interviewer : Ok let’s start the interview…

ü Mr. Ajeb : Ok sure.

ü Interviewer : Let’s start with your opinion about the current system?

ü Mr. Ajeb : In my opinion, the current system is a bit not satisfied because we have a problem when we have to contact the affiliated company.

ü Interviewer : Do you think that there are some advantages of using the current system?

ü Mr. Ajeb : hmm… I don’t think there is a significant advantage from the current system.

ü Interviewer : Then, what are the disadvantages of the current system?

ü Mr. Ajeb : In my opinion as logistic assistant, the current system is having problem to support our communication with the affiliate company.

ü Interviewer : Hmm…okay…can you explain about the problem with the communication with the affiliated company?

ü Mr. Ajeb : Hmm…like this… if you want to contact the affiliated company there are two ways to do it, by phone or email from the company and go to the affiliated company itself.

ü Interviewer : Oh I see, and then who do that task?

ü Mr. Ajeb : That’s the job of the logistic agent, and I as the assistant just need to assist the agent to do the job.

ü Interviewer : What do you do to assist the logistic agent?

ü Mr. Ajeb : Sometimes we need to contact many affiliate companies and its hard to that by just one person. So I assist the agent to give a call or send an email to the affiliated company.

ü Interviewer : Do you have any problem when assisting the agent?

ü Mr.Ajeb : Yes.. The affiliated company sometimes late to give a reply to us.

ü Interviewer : How if the affiliate company late to give respond until deadline is getting nearer?

ü Mr.Ajeb : It is still not a problem if the deadline is still long enough but the problem is when the time almost reaches a point that is the affiliated company must give reply now or else the project will be delayed. When that time comes, we got stressed because after that we have to do everything rushed.

ü Interviewer : Ok…I got your point…What do you think about the company’s working procedure?

ü Mr. Ajeb : Hmm…I’m not so sure about it but I will tell you what I know…The procedure is simple that is to give the order to the affiliated company then they will give us their availability then we can confirm it with the customer. But sometimes the affiliated company already gives an answer to the one of our person in this department but that person is forgot to tell the other staff that the affiliated company already gives an answer, so the other staff will ask a reply from the affiliated company. This is one of example for wasting our energy. So the company’s working procedure is not effective for me.

ü Interviewer : I take a note from that…What will you suggest if there is a new system to replace the current system?

ü Mr. Ajeb : Hmm…Maybe I will suggest a system that can give us an effective way to communicate and update the information more quickly so we don’t have to waste our time and energy. That is all.

ü Interviewer : Thank you for your suggestion and time Mr. Ajeb…Have a nice day!!

ü Mr. Ajeb : Sure…Have a nice day too..

I.B. Questionnaire

The questionnaire that we spread to all the Clover Company’s staffs is:

Clover Company New System Project
QUESTIONNAIRE

Please Answer these questions by ticking in the appropriate boxes
1. Gender :	Male							Female
2. Which department are you in?
Marketing				Financial
Logistic				Management
3. How long have you work in this company?
0 – 2 years				5 years
2 – 4 years				> 5 years
4. Are you satisfied with the current company system?
Very satisfied				Not Satisfied
Satisfied				Very unsatisfied
5. Do you think that there is a lot of problem in the current system that limits your job productivity?
Yes				No problem at all
I’m not sure
6. If you answered “yes” for question 5, how serious is the current system’s problem?
Very serious				Common system problems
Serious				Only minor problems
7. What do you think about the company’s service to the customer in terms of receiving the orders?
Very good				inadequate, placing order should be easier
Good, but need to be improved
8. Currently the customer need to come personally to make payment, what do you think about it?
It is good enough				I don’t know
Should be changed and improved
9. What is your opinion about the current company’s advertisement?
It’s enough
Need to be improved with new advertisement media
10. Is the current system helpful in facilitating communication or coordination among all the staffs in the company?
Very helpful				Not so helpful
Helpful				Not helpful at all
11. How is the company’s coordination with it’s affiliate companies?
Nice coordination between companies				Not good enough, need improvement
Good, but sometimes got problems				Very bad, the system doesn’t support it
12. If there is a request for a report, how fast is it can be made?
Fast and satisfying				slow, but still acceptable
Fast enough				very slow
13. Do you think that the company system should be upgraded?
Not right now
Yes, as soon as possible
No
I’m not sure about it
14. If there is a new system, which aspect of the company that need to be emphasized?
Financial Department				Logistic Department
Marketing Department				Others, please specify________________
15. How do you describe the need of new company system in a 1 to 5 scale (1 unimportant, 5 important)?
1				3
2				4
5
16. Which Type Of New System That You Prefer?
Offline System				Online System

For Each Department
Please answer according to your department.
This part ask about the level of satisfaction on current system’s services/procedure (1 lowest, 5 highest)
Marketing Department
System Service/Procedure		1	2		3	4	5		Comment
1. Receive Order from customer									______________________
2. Customer payment method									______________________
3. Company Advertising									______________________
4. Communication with customer									______________________
Financial Department
System Service/Procedure		1	2		3	4	5		Comment
1. Collect financial information from staffs									______________________
2. Manage customer’s payment									______________________
3. Produce financial report									______________________
4. Archiving old financial history									______________________
Logistic Department
System Service/Procedure		1	2		3	4	5		Comment
1. Communicate with affiliate companies									______________________
2. Synchronize schedule									______________________
3. Confirm orders with affiliate company									______________________
4. Report changes to order specification									______________________
Management
System Service/Procedure		1	2		3	4	5		Comment
1. Time needed to make report									______________________
2. Availability of old data									______________________
3. Customer data management									______________________
4. Affiliate company data management									______________________

II. NARRATIVE

1. System’s narrative

Clover Company’s Online System

This online system will be able to facilitate the company’s customer to place their order online. So virtually the customer will be able to access the system anywhere as long as the customer has an internet access. Before a customer can place their order, he/she has to register first by filling the registration form. After the customer submits the registration form, the system will send an e-mail to the customer’s e-mail to verify the registration. After the registration is verified, now the customer can place their order. While filling the order form, the customer will get many options to customize his/her order specification, such as options for catering company, event documentation, event place, etc. The customer will also able to make online payment for their order.

All the data and information inputted in this system will be stored in a database. Data about the customer registration, order data, online payment data, company’s financial data, and also data about the affiliate companies is stored in the system’s database. Besides storing data, the database will also used to generate various reports according to the company’s need.

Another system’s features for the customer are order tracking feature and customer feedback feature. Firstly, the order tracking feature allows the customer to get up to date information about the progress of his/her order. The customer will also be able to make changes to his/her order specification or get informed by the company if the order’s specification must be changed. Secondly, the customer can give a feedback to the company through the system if the customer is not satisfied by the company’s service or system or if the customer sees a room for improvement. This customer feedback will be reviewed by the company and be considered as suggestion to improve the company’s system or service.

Besides providing services for the company’s customer, the online system will also helps the company’s relation with its affiliate companies such as food Supplier Company, logistic company, event documenter company, printing company, etc. The online system will provide feature for a representative of each affiliate company to login into the system. After the affiliate company’s representative has login to the system, now he/she can use the system’s features for the affiliate company. There are some system feature for the affiliate company, they are: User Profile Module, Update Availability Schedule, Booking Status Module, and Feedback Module. The User Profile Module is used to display the detail information about the affiliate company, the user can edit or update some of this information if there is any changes in the affiliate company’s profile like contact number or address. Update Availability Schedule is a module where the affiliate company can keep their schedule synchronized with the Clover Company’s schedule. For example, Company A that provide event documentation service enter that it is available on 20 August 2008, then when a customer that want to order for an event on that date, the customer will see company A is in the option and can be chosen. The third module is booking status module, this module will be a reminder for an affiliate company to remind it about what are the dates that it is booked. And then the affiliate company can confirm the booking if they can do it. A confirmed booking from an affiliate company will update the order status that can be checked by the customer via order status tracking module.

The last part of the system is the administrator area, this part is used by the staffs of the Clover Company and no unauthorized person can access this area as this area is secured using password and the login page is not appear in the website’s main page. So, the staff of the company will need to open the login page, enter the user id and password, and then login to the system. After the staff login in the system, then he/she can use the features of the system that are: order management module, customer management module, affiliate company management module, company schedule and reminder, report generator, and finance report module.

Using the order management module provides ability for the Clover Company’s staff to manage all the orders from the customers. The staff can see each order detail and update the order preparation progress when it’s necessary. The Clover Company can tell the customer if there is any change to the order specification through this module. Customer management module will help the company to manage its customer data. The availability schedule from each affiliate company can be checked using affiliate company management module. The Clover Company also can check which companies available are for a certain date. Additionally, the Clover Company can check the status of an affiliate company about how many order that request its service, whether all the request have been confirmed, etc. The Clover Company also can send e-mail to any affiliate company if there is something urgent to ask. Moreover, the company can see its schedule and get reminded for upcoming events by the system too. While, for report generation there are report generator module and finance report module. Report generator module is used generate many kind of reports from the system database. It can produce reports like customer data report, affiliate companies report, report about the orders received in a certain period, etc. These reports can be used for an onscreen viewing only or printed to be used as meeting materials. And finally, The Company’s finance department can use finance report module to generate the company’s financial report. It has many categories of what period of time should the report show and also report for general condition or report on per case basis (e.g. report for each order).

2. Hardware Requirements

The minimum hardware specification to operate this system is:

1. Intel Pentium IV processor or better

2. Minimum 512 Mb RAM

3. Color Monitor

4. Keyboard

5. Mouse with scroll button

6. 160 GB hard disk

7. DSL Internet connection

8. Laser Printer or Dot Matrix Printer

For the web server itself, we will host the website on another commercial web server, so we don’t need to buy the expensive web server computer for the company.

3. Software Requirements

Ø Development Software

The software that is used to develop this new system:

1. Notepad ++

2. PHP editor

3. PHP (Personal Home Page)

4. phpMyAdmin

5. FileZilla

6. Apache HTTP server

7. MySQL

8. Adobe Dreamweaver

9. Adobe Photoshop

10. Core FTP

Ø Operational Software

The minimum requirement of the software to operate the system:

1. Windows XP or Windows Vista

2. Internet Browser (Mozilla Firefox v.2 or Internet Explorer 7)

III. PROCESS FLOW

The DFD (Data Flow Diagram) of the system is as follows:

1. Proposed System Context Diagram

2. Proposed System 1^st level Data Flow Diagram

3. 2^nd level Data Flow Diagram (1.0 Receive Order)

4. 2^nd level Data Flow Diagram (2.0 Sales Process)

5. 2^nd level Data Flow Diagram (3.0 Update)

6. 2^nd level Data Flow Diagram (4.0 Report)

IV. ILLUSTRATIVE SUPPORTIVE

	INPUT	OUTPUT	PROCESS	CONTROL
CONTENT	üRegistration Form üOrder üPayment üSchedule üOrder Confirmation üFinancial Data üReport request (financial) üFinance data adjustment üManagement data adjustment üReport request (management)	üReceipt üOrder Confirmation üOrder üFinance report üUpdated finance data üUpdated management data üManagement report	üRegister new customer üIssue order confirmation üReceive payment üGenerate payment receipt üSelect payment method üCheck Payment Method üCheck availability schedule üIssue order to affiliate company üReceive confirmation üReceive financial data üReceive financial report request üUpdate financial data üGenerate financial report üReceive management report request üGenerate management report üReceive management data adjustment üUpdate management data	üValidate customer registration üLog in, user ID and password üConfirm schedule üPayment reminder üValidate order detail üValidate financial data üValidate finance report üValidate management data adjustment
VOLUME	üAbout 3 orders per month üAbout 10 payments per month üAbout 10 customer registration per month	üSame volume as customer registration üSame volume as payment
TIMING	üAs and when customer register üAs and when customer make order and payment	üAs soon as possible, timing is crucial to customer registration, order, and payment üGenerate monthly financial report üGenerate monthly management report	üReal time processing üBatch Processing
FREQUENCY	üDaily – customer registration, order, and payment üMonthly – Report Request	üDaily – customer order confirmation and receipt üMonthly – financial report and management report		ü Performed on demand
EQUIPMENT	üRegistration form üOrder form üPhones üE-mail	üE-mail üPhone üPrinted Hardcopies	üPCs üPrinters	üForm with verification code
LOCATION	üClover company’s website	üClover company’s website	üRespective areas (Customer, affiliate, and administrator area)	üRespective areas (Customer, affiliate, and administrator area)
PEOPLE	üCustomers üFinance Staff üLogistic Staff üManagement üAffiliate company’s staffs	üCustomers üFinance Staff üLogistic Staff üManagement üAffiliate company’s staffs	üCustomers üFinance Staff üLogistic Staff üManagement üAffiliate company’s staffs	üDepartment managers üSystem administrator

IV. ILLUSTRATIVE SUPPORTIVE

V. PROBLEMS & LIMITATIONS

There are some problems faced by the Clover Company with their current system:

Ø Problem to Get order

The customer can only place their order in office hours, because the customer needs to manually call the company to speak with a staff.

Ø Ineffective communication

Because the EO team consists of so many persons who have different tasks, the head will need to get report from each person by calling them one by one.

And if there is any changes of requirement from the customer (e.g. changes of place), the head will need to call the person who is in charge of it.

Ø Problem with payment tracking

The payment is made and written manually, so it will take a bit long time if the company needs information about it and also the customer needs to meet the staff personally in order to make the payment.

Ø Inadequate financial report

The financial report is on per case basis. So the company doesn’t have detailed information of all the transaction that has been made.

Ø Difficult to evaluate all the company’s activities

The current system will discard all the information about the previous events and order, so at the end of working year it is difficult to analyze all these information in order to improve the company’s productivity.

Ø Unsynchronized information with affiliation companies

The Clover Company affiliated with several other companies such as food supplier, printing company, decorations, etc. Every time the Clover Company gets an order, it needs to contact each of these companies asking for their availability for a certain date. This is ineffective because they have to do it for each order.

Ø Lack of publication and advertising

The current system doesn’t help the Clover Company to advertise its business and to expand their business range. Because they just depend on the events like wedding exhibition and also mouth to mouth publication.

VI. SCOPE & CONSTRAINTS

Here we will describe the scope and constraints of this project.

a. Project Scope

This project will develop an online system to help Clover Company as an event organizer company, to make their working procedure more effective in certain areas. These areas include:

1) Order management

2) Customer management

3) Receive online payment

4) Schedule synchronization with affiliate companies

5) Generate reports for financial and management

So, this system won’t help the company to do its technical works on the field, such as surveying the event place, choosing the right persons to do certain things, etc.

b. Project Constraints

There are some constraints for this system:

i) Time Constraint

There are two types of time constraints, present and future. Present time constraints are requirement that must be met as soon as the system is developed or implemented, while future time constraints are the requirements that will be necessary at some time in the future.

The present constraint of the system is that the system must be able to take over the old manual functions from the current system. Example: manage orders, manage customers, receive payments, and synchronize schedule with the affiliate companies. These constraints must be met as soon as the system is implemented because these requirements are crucial for the company’s daily operation.

On the other hand, the future constraints of the system are to make synchronization between the main office with the branch offices, which is not important now because the company haven’t had any branch yet.

ii) Internal & External Constraint

Most of the system’s constraints come from internal company’s requirement because the company’s staff demands a better and more efficient system to help them to do their works and also from the management in order to make the company performs better.

The external constraint will affect just few things about the online payment feature that implemented in the system. Because the security matter of the online payment such as to protect the privacy of the customer and to secure the transaction, the system needs to follow standard requirement from outside the company such as the bank requirement and also how to implement secured site for payment using PayPal, e-NETS, Visa, etc.

iii) Mandatory Constraint

The mandatory constraints of the system are constraints that are absolutely essential to be met because if these requirements is failed to be satisfied, then the company’s operation will be suspended.

Examples of these mandatory constraints are:

ü Order Management

ü Customer Management

ü Synchronization with affiliate companies

iv) Desirable Constraint

Desirable constraints are constraints that are less important than the mandatory constraint. The system still able to do its main purpose for the company without these constraints, but if these constraints are met, the system will be better.

Examples of these desirable constraints are:

ü Online payment

ü Generate report for Finance and Management department

Feel free to ask me about this module using the comment section below.