Business Analysis: Vendor Selection Process and System Development

This paper discusses the importance of the vendor selection process and system development in business analysis. It covers topics such as activity diagram, organizational change, acceptance criteria, application architecture, and entity relationship diagram.

CIS3002
Business Analysis
Assignment 2
(Semester 1, 2019)
Name:
Student #ID:
Submitted to:

BUSINESS ANALYSIS 1
Executive Summary
Tendering is a very essential process as it determines the quality of the solution and
efficiency of the vendor selected. As such, it was important to first gather and evaluate
business requirements and create a team that has a vested interest to take part in the process
of selecting a vendor. Secondly, the product that the company needs was defined in detail and
the technical requirements documented. Also, the team developed the requirements and
standards that vendors need to meet and published the requirements documents for approval
by the Body and Soul Center Management.
After the requirements document had been approved, the team embarked on searching
and identifying vendors that could meet the requirements identified in the requirements
document. A list of possible vendors was compiled and a more detailed screening process
was done in order to choose the vendors from which to ask for more information through a
request for information document. The responses were evaluated and a short list of vendors
was created. After creating the short list of vendors, the team created a request for tender
(RFT) document which contained the following sections: details of submission, summary,
background and business overview, detailed specifications, constraints and assumptions,
terms and conditions and selection criteria. Vendors were asked to submit their proposals
which were evaluated and used to select the most qualified vendor. The team develops
strategies for contract negotiations and how to deal with contract negotiation mistakes.

BUSINESS ANALYSIS 2
Table of Contents
Executive Summary...................................................................................................................1
Introduction................................................................................................................................3
2.01 To-Be” Design – Activity Diagram................................................................................3
2.02 Organizational change........................................................................................................4
2.03 Screen design.....................................................................................................................6
2.04 Acceptance Criteria............................................................................................................8
2.05 Applications Architecture..................................................................................................8
2.06 Entity Relationship Diagram (ERD)................................................................................10
2.08 Scrum Organization.........................................................................................................11
2.09 Video................................................................................................................................11
Conclusion................................................................................................................................12
List of References....................................................................................................................13
Appendix: Project Journal........................................................................................................15

BUSINESS ANALYSIS 3
Introduction
This paper will attempt to describe the various aspects of the proposed online booking
system for the Body and Soul Wellness Center. The organization offers group sessions for
meditations, Yoga, and Tai Chi as well as one on one sessions for Reflexology, Ohm
Resonance, and Reiki. Currently, the booking process is manual and involve making a
reservation over emails, walk-ins, and phone calls. As a result, there are several challenges
such as duplication, use of outdated records, and double booking causing numerous
inconveniences to the clients, business, and the practitioners. Therefore, the business has seen
it necessary to have an online system that will automate the critical processes within the
business and increase efficiency and effectiveness. This paper will describe the different
business processes that the new system will address including activity diagram, organization
change strategies, acceptance criteria, application architecture, entity relationship diagram,
executive summary detailing how the vendors were selected, and a journal of activities.
2.01 To-Be” Design – Activity Diagram
Activity diagram is an essential diagram, used to define the dynamic functions of the
system (Han and Zhang, 2011). Basically, it represents the flow of activities from one to
another more like a flowchart. In the previous assignment, the paper described the “As-Is”
diagram which illustrated how activities were currently being undertaken within the business.
In this assignment, activity diagram will illustrate how activities will be flowing from one
step to another in a sequential, concurrent, or branched manner (Sulaiman, Syed Ahmad, and
Ahmad, 2019). The diagram will capture the different dynamic behaviors of the proposed
Body and Soul Center booking system (Bai and Xie, 2011). The diagram below illustrates the
flow of the different activities within the system involving the client, booking system, and the
administrator.

BUSINESS ANALYSIS 4
Figure 1: Activity Diagram (Sulaiman, Syed Ahmad, and Ahmad, 2019)
2.02 Organizational change
From the As-Is Process Flow diagram, it can be noted that there is possibility of
double booking. This is because one client may call a practitioner directly to book for a
training session. Also, the practitioner has no access to the schedule spreadsheet and may fail
to contact the receptionist to update the booking details. As such, the receptionist may book
the same practitioner on the same time for another client. This creates a lot of confusion and
inconveniences to the affected parties due to double booking. Additionally, the current
process flow is faced with inefficiency, duplication, and ineffectiveness. This is due to lack of
a standard way of booking a training session and available rooms. The To-Be activity
diagram will solve the various challenges in the As-Is Process flow diagram such as double
booking and duplication. This is because the To-Be diagram provides a standard booking
system and procedures for all the clients. Additionally, it uses a centralized database that is
constantly updated whenever a client makes a reservation, a room is available, or a

BUSINESS ANALYSIS 5
practitioner is available. All these processes are automated and updated in real time and
clients can be able to view the available sessions, times, and practitioners.
However, it is important to prepare the business and the employees on the possible
impact that the new system will have in advance. This is to ensure that they are ready to
accept and use the new system (Lindberg, 2013). This can be achieved by constantly
engaging and informing the employees on the importance that the new system will have on
the business. Also, the new system should not threaten the employees on the possibility of
losing their jobs. Rather it should be about how the system will improve efficiency and their
productivity within the business. Additionally, the Body and Soul Center should ensure that it
has an effective training program to equip the employees with the necessary skills that are
needed to use the system easily and with minimum supervisions (Wooding, 2013). The
diagram below illustrates organizational change and the different aspects involved.
Figure 2: Organizational Change (Will, 2015)
Additionally, it is important to ensure that the new system does not affect the culture
that already exists within the Body and Soul Centre. Change usually involves three aspects:

BUSINESS ANALYSIS 6
people, processes, and culture as shown in the figure. Some of the baselines that should be
captured in organizational change include communicating the scope of the system,
communicating and managing project scope, clarifying myths and misconceptions, and
showing proof of activity improvement (Will, 2015). This will go a long way in ensuring a
smooth transition.
2.03 Screen design
The two must stories that the new system should be captured by the system include:
 A Body and Soul client should be able to register and check available schedules and
book a training session
Figure 3: Client Registration Page (Thomas and Daruwala, 2018)
 A Body and Soul Client should be able to view the availability of practitioner and
timelines and allow booking a convenient time and preferred practitioner.

BUSINESS ANALYSIS 7
Figure 4: View Available Practitioners (Thomas and Daruwala, 2018)
Business Rules
Client ------------------ Creates------------------ User Account
Client ------------------ Checks ------------------ Available Practitioners
Admin ----------------- Confirms --------------- bookings
Practitioner ----------- Updates ----------------- Availability

BUSINESS ANALYSIS 8
2.04 Acceptance Criteria
Acceptance criteria for the identified user stories involve describing the conditions of
satisfaction which defines every possible condition that should be met including the process
and the expected results.
User story:
 A Body and Soul client should be able to register
 Check available schedules
 Book a training session
Acceptance criteria (Pandit and Tahiliani, 2015):
 The client able to register and login successfully with username and password.
 The client dashboard is displayed showing the different packages and activities
 Booking details are displayed
User story:
 A Body and Soul Client should be able to view the availability of practitioner
 Check available timelines
 Book the convenient time and preferred practitioner.
Acceptance criteria:
 Available practitioners are displayed
 Available timelines are displayed
 Successful booking process
2.05 Applications Architecture
Application architecture describes how a system operates and interacts with other
systems within an organization (Thomas and Daruwala, 2018). In this case, an application
architecture will describe the various interfaces that will be operating on the client side. Some
of the interfaces that will be available on the client side include a booking system, availability
checker, payment gateway, and itinerary generator. The figure below illustrates how these
systems integrate and operate seamlessly.

BUSINESS ANALYSIS 9
Figure 5: Application Architecture (Thomas and Daruwala, 2018)

BUSINESS ANALYSIS 10
2.06 Entity Relationship Diagram (ERD)
ERD diagram is another important diagram in UML because it shows how the different system entities relate within the scope of the
system (Al-Btoush, 2015). Entities, in this case, refer to business objects such as roles and people including the administrator, client, practitioner,
booking, room, billing, among others. The ER diagram below illustrates the client booking process.
Figure 6: ER Diagram (Al-Btoush, 2015)

BUSINESS ANALYSIS 11
2.08 Scrum Organization
A scrum is a practical approach to the development of a system. It employs an
iterative method with an MVP (minimum viable product) which is always tested after each
process of iteration (Sachdeva, 2016). This development approach allows the addition of
features ad removal of unnecessary features and functions to allow the development team to
refine the product more effectively. The product owner is involved throughout the process, as
such, he responsible for checking if the product has met the business requirements or needs
more reining (Singh, 2018). Scrum master is responsible for ensuring that requirements
provided by the owner are implemented while ensuring that the purpose of the project does
not deviate. Scrum approach helps in saving money and time, encourages teamwork, easily
adapts to the business, and is easy to use (Larionov, Nikitin and Filimonova, 2017). It also
allows fast response to requirement changes, direct collaboration with the product owner,
functional tests are carried out at every iteration process, and ensures responsibility and
motivation of teams involved in the development process.
2.09 Video
In your talk about the following:
Assignment:
 Work breakdown structure
 System Vision Statement
 Stakeholder analysis
 Elicitation
 AS-IS process flow diagram
 Product backlog
 Use cases
Assignment 2:
 Activity Diagram
 Organizational change
 Acceptance criteria
 Application Architecture

BUSINESS ANALYSIS 12
 Entity relationship diagram
 Vendor selection process
 Advantages of Scrum methodology
Conclusion
In conclusion, this paper has attempted to describe the importance of the various
aspects that are required in the development of the new system for the Body and Soul Center.
The paper has presented the activity diagram which described the flow of the different
activities within the booking system. Also, it has described the need to have a proper
organization change through change management and user training. Acceptance criteria has
also been discussed to ensure that the user requirements have been met by the system.
Application architecture of the different interface on the client side has been illustrated and
entity relationship diagram describing the booking process.

BUSINESS ANALYSIS 13
List of References
Al-Btoush, A. (2015). Extracting Entity Relationship Diagram (ERD) From English
Sentences. International Journal of Database Theory and Application, 8(2), pp.235-244.
Bai, H. and Xie, Y. (2011). Process of workflow exception handling based on extended UML
activity diagram. Journal of Computer Applications, 31(1), pp.277-280.
Han, Z. and Zhang, L. (2011). From UML 2.0 Activity Diagram to YAWL: The Control flow
Aspect. Energy Procedia, 11, pp.1751-1758.
Larionov, G., Nikitin, A., and Filimonova, A. (2017). The role of the project team in Scrum
methodology. VESTNIK OF ASTRAKHAN STATE TECHNICAL UNIVERSITY. SERIES:
ECONOMICS, (2), pp.59-65.
Lindberg, D. (2013). Change Management Tools for Systemic Results. Change
Management: An International Journal, 12(3), pp.1-6.
Pandit, P. and Tahiliani, S. (2015). Agile UAT: A Framework for User Acceptance Testing
based on User Stories and Acceptance Criteria. International Journal of Computer
Applications, 120(10), pp.16-21.
Sachdeva, S. (2016). Scrum Methodology. International Journal Of Engineering And
Computer Science.
Singh, B. (2018). Comparative Study and Analysis of Scrum and Lean
Methodology. International Journal for Research in Applied Science and Engineering
Technology, 6(3), pp.3441-3448.
Sulaiman, N., Syed Ahmad, S. and Ahmad, S. (2019). Logical Approach: Consistency Rules
between Activity Diagram and Class Diagram. International Journal on Advanced Science,
Engineering and Information Technology, 9(2), p.552.
Thomas, W. and Daruwala, R. (2018). Application-aware Scalable Architecture for
GPGPU. Journal of Systems Architecture, 89, pp.73-83.
Will, M. (2015). Successful organizational change through win-win. Journal of Accounting
& Organizational Change, 11(2), pp.193-214.

BUSINESS ANALYSIS 14
Wooding, S. (2013). A Psychodynamic Approach to Change Resistance. Change
Management: An International Journal, 12(1), pp.17-22.

BUSINESS ANALYSIS 15
Appendix: Project Journal
Number Date Activity Explanation Status
01. 20/05/2019 2.01 Identifying the
different system
activities form
the case study
was a challenge
Completed
02. 21//05/2019 2.02 This was quite
an easy task
Completed
03. 22//05/2019 2.03 Completed:
designing the
screen was very
challenging
Completed
04. 23/05/2019 2.04 Describing
acceptance
criteria was
easier
Completed
05. 24/05/2019 2.05 Choosing the
correct drawing
software was a
big challenge
because most of
them were
commercial
Completed
06. 27/05/2019 2.06 Determining
entity
relationships
was difficult
Completed
07. 28//05/2019 2.07 identifying the
different aspects
of vendor
selection
Completed

BUSINESS ANALYSIS 16
strategies was
quite difficult
08. 29/05/2019 2.08 This was quite a
straightforward
task
Completed
09. 27/05/2019 2.09 It was quite a
challenge to
identify the
correct video
editing software
Partially
done
Table 1: Project Journal