Swinburne Guru Consulting System Analysis

This report provides an analysis of the coaching company called Swinburne Guru Consulting, including system functionality analysis, identifying challenges, and proposing solutions.

1Swinburne Guru Consulting System Analysis
SWINBURNE GURU CONSULTING SYSTEM ANALYSIS
By (student names)
[Course Name]
[Lecture Name]
[University Name]
[City where the university is located]
[Date]

2Swinburne Guru Consulting System Analysis
Table of Contents
1 Executive Summary.............................................................................................................................3
2 Introduction.........................................................................................................................................3
3 Company/Organization Background....................................................................................................5
3.1 Company business.......................................................................................................................5
3.2 Challenges of the business...........................................................................................................5
3.3 10 problems faced by the business agree or disagree.................................................................5
3.4 Three major problems which are important................................................................................6
3.5 Opportunities after solving problems...........................................................................................6
3.6 How company will be better off by solving problems.................................................................7
3.7 Current system objectives and constraints..................................................................................7
4 Scope (Current system)........................................................................................................................7
4.1 Functional requirements..............................................................................................................7
4.2 Non functional requirements........................................................................................................8
4.3 Techniques of identifying the use cases.......................................................................................8
5 Documentation....................................................................................................................................9
5.1 Data dictionary............................................................................................................................9
5.1.1 Logical data dictionaries......................................................................................................9
5.1.2 Physical data dictionaries...................................................................................................10
5.2 Process Descriptions..................................................................................................................10
5.2.1 Key processes (top level processes in level 0 DFD) description..........................................10
5.2.2 Lower level process description.........................................................................................10
6 REFERENCES......................................................................................................................................12
7 Appendices........................................................................................................................................13
7.1 Appendix E: Events table...........................................................................................................13
7.2 Appendix F: DFD fragments.......................................................................................................14
7.3 Appendix A: Level 0 DFD diagram..............................................................................................15
7.4 Appendix B: Level 1 DFD diagram..............................................................................................16
7.5 Appendix C: Context diagram....................................................................................................17
7.6 Appendix D: entity relationship diagram...................................................................................18

3Swinburne Guru Consulting System Analysis
1 Executive Summary
This is a report about the analysis of the coaching company called Swinburne Guru Consulting
that is located in the town called and it was started by a the manager called Emily back in 2012
and now she has a vision to expand it to the entire Australia country starting with entire
Melbourne area , this is due to increased customer and clients demand for coaching services by
the company staffs and therefore she wants to ensure that all the company processes are well
streamlined through the use of information technology and also ensuring the employed staffs are
not too busy as she will be able to recruit more staffs as the demand increase.
There are various things that are going to be achieved in this report which includes the system
functionality analysis, data collecting , identifying the proposed system functional requirements,
identifying the proposed system non-functional requirement, identifying the challenges faced by
the company, justifying the problems faced by the company, to identify the system constraints, to
identify the system objectives to analyze and identify the system use cases, describing the
system’s data dictionary and giving better description of the system processes.
2 Introduction
In order to make the positive changes in the current system and to accommodate the proposed
expansion areas the business analysis will be carried and this will enable the implementation of
the information system in order to use the information technology according to the manager of
the company, the business analysis will enable the streamlining process to be efficient and this
will be positive to the company where it will enable the business operations to be cost effective,
have flexibility, have good events management, effective business controlling, low information
and finance loss risks, and delivery of quality services to the coaching clients.
Through the system analysis the managers will be to know the exact amount of the required labor
forces and facility resources required in order to avoid losses and wastage and also it will reduce
the operations costs.
The business analysis will on the other hand will also enable the identification of the new system
functions, developments of new business application system to manage the various operations in
the system, assessment of possible business risks, management of the clients records, easy coach
assignments, effective recruitment process and analyzing the financial gains in the company.

4Swinburne Guru Consulting System Analysis
2.1.1.1 The purpose of reports
The main purpose of documenting this report is to do the coaching company business analysis to
identify the various operations, the associated problems, and the possible arising security issues
related to information and processes of the business in the Swinburne Guru Consulting business
company and the possible effects to the company operations and the possible solution to handle
the various business problems.
2.1.1.2 The structure of this report
The Swinburne Guru Consulting business company report will have various arts that will be
forming its structure and these will include the background information, identifying business
problems, analyzing the system functional requirements, analyzing the system non-functional
requirements, finding the various business constrains, finding the various business objectives,
identifying the business system dictionaries, identifying the business system process
descriptions, to draw the system entity relation diagram(ERD), to draw the system context
diagram, to draw the system level 0 flow diagram, and to draw the system level-1 flow diagram.
2.1.1.3 Collection of data and information for the report
The data collection will involve the obtaining of the business stake holders view on the specific
requirements and functions they would like to be implemented into the proposed information
technology system solution , however the collection will be carried out using the various
techniques which includes the observing the processes , interviewing the stake holders , and
administering the structured questionnaires to the target users, the obtained results will then be
analyzed in order to come up with the system requirements.
3 Company/Organization Background
3.1 Company business
The Swinburne Guru Consulting business organization was started by Emily in year 2012 where
she was operating it as home based business in place called Hawthorm, later she employed other
four employees to run the business together due increased number of clients. This business was
started in order to coach the client in the various fields which includes the team working,
leadership skills and personal performance skills, the company since it was targeting various

5Swinburne Guru Consulting System Analysis
clients it had been operating with an online website and the related face book page in order to
advertise and provide some information to the target clients about the training services.
3.2 Challenges of the business
Swinburne Guru Consulting business organization had been facing various challenges in its
various business operations which includes the deficiency in the number of the coaches, lack of
some areas coaches where some clients request to be trained, lack of appropriate client booking
system where they can apply for training online at their convenience, lack of efficient assigning
system where the clients are scheduled the coach manually, lack of enough coaches to train the
clients as individuals, wastage of finances while contacting the clients, lack of good and
advanced invoicing system to send invoices to clients on time, presence of uncompliant clients
who do not pay for the services, loss of finance from the unpaid invoices and delaying in paying
the coaches.
All these challenges will therefore have negative impacts to the company which include the loss
of finances, losing of the clients to the competitors, discouraging and losing the coaches due to
poor and delayed payments and wastage of the resources and time.
3.3 10 problems faced by the business agree or disagree
In the provided report there are a number of problems but I do not agree that all are bad problems
to the Swinburne Guru Consulting business company as some will be beneficial to the company
if are well fixed.
3.4 Three major problems which are important
There are some of the problems that are not bad but can be counted as important and these will
be managed in order to improve the business operations and benefit the company entirely and
they include the following:
i. Selling of bad debts to the debt collection agency.
The debts are one of the major challenge that faces the company and these are incurred where the
clients do not comply to pay according to the invoice sent to them, therefore in order to ensure
the company do not lose much money the company contract the debt correcting agency who get
the amount from the clients, however the best way to overcome this is to ensure the clients start

6Swinburne Guru Consulting System Analysis
by paying for the services before they get training but in case they don’t get training the
company refund the money within a short period (Dick, 2018).
ii. Lacking the on-phone trainings.
The on phone training is a good practice as it will enable the training to be carried out at the
clients convenient place, however this can be more labor intensive and it will require addition pf
the on phone training staffs and this will motivate the clients in far places to seek the training
services and results in the revenue increase.
iii. Increased costs for the one on one training.
Most of the clients who need the one on one training faces the challenge in paying for the
training as most of them consider it to be more costly and to solve this the company require to
increase the labor force and cut on the one on one training costs to attract more clients and
increase company revenue.
3.5 Opportunities after solving problems
Through solving the various problems the following will be the resultant opportunities:
i. Increment of the clients.
ii. Increment in the financial income.
iii. The long distance training will be implemented.
iv. The losses of money will be controlled.
v. The services delivery will be highly improved.
3.6 How company will be better off by solving problems
The company will end up being better after the solving of the problems as follows:
i. The one on one and the on phone training will be made possible to the clients.
ii. The coaches in the company will have a chance of coaching advance categories of
trainings (Tycho, 2014) .
iii. As a result of reduced cost of the one-on-one training the company will receive a
higher number of clients to be trained.
iv. Through the streamlining the scheduling process the company will highly save on
time.

7Swinburne Guru Consulting System Analysis
v. The coach training invoices will be well matched by the bookkeeper and payments
are made as per requirements.
vi. There will be timely payment of the coach training money without delay or omission..
vii. There will be no bad debts from the clients who fail to comply.
viii. The company will be able to serve the clients on time to avoid losing them to
competitors.
ix. The matching of the coach invoice by the bookkeeper will be done by ease.
x. There will be smooth operations as the bookkeeper will only handle the invoices and
other staffs to handle the payments and receipting.
3.7 Current system objectives and constraints
The following are some of the constraints and objectives to be observed in the current system.
i. To allow the clients to book training sessions.
ii. To allow the clients to cancel any booked training session.
iii. To allow the various to be assigned their trainers or coach.
iv. To allow grouping of the clients into training groups and assigning them a trainer.
v. To allow the bookkeeper to match the invoices with the respective coaches.
vi. To allow disbursement of the coaches training payments.
4 Scope (Current system)
4.1 Functional requirements
The following are some system’s functional requirements.
i. The system should allow the booking of training sessions by the clients.
ii. The system should allow the recording of the client’s details by the staffs.
iii. The system should allow the assignment of the coaches to the training sessions by the
staffs.
iv. The system should allow scheduling of the coaching sessions.
v. The system should allow the matching of the coach invoices by the bookkeeper.
vi. The system should allow coaches to be paid after submitting the training invoice to
the bookkeeper.

8Swinburne Guru Consulting System Analysis
4.2 Non functional requirements
The following are the non-functional requirements for the current system.
i. The trainers must be staff members of the organization.
ii. All the coaches assigned some groups must confirm they are available.
iii. The clients require to book for nay training session.
iv. To commence training the clients must make full payment.
v. The client’s records must be saved in the system.
4.3 Techniques of identifying the use cases
i. CRUD techniques: The CRUD diagram is used to relate the function of the various
system entities and thus a good tool to extract the use cases.
ii. User’s goal technique: This is the process of identifying the purpose and the aims of the
various users of the system and thus making it easy to extract the use cases.

9Swinburne Guru Consulting System Analysis
CLIENTS
Clientid
Client_Name
Address_Number
Telephone_Number
Email_Address
Client_Availability
Client_Reasons
COACH
Coachid
CoachName
Address_number
Telephone_number
Coach_Skills
TRAININGSCHEDULE
Schedule_id
Training_Description
Training_Time
Training_Costs
Clientid
Coachid
BOOKKEEPING
Invoiceid
Invoice_Description
Invoice_Amount
Invoice_date
Invoice_Duedate
Clientid
Coachid
Scheduleid
5 Documentation
5.1 Data dictionary
5.1.1 Logical data dictionaries
The system is made of various entities which includes the CLIENTS, COACH,
BOOKKEEPING and TRAININGSCHEDULE these are linked together as shown in the below
logical data dictionaries.
The below is the logical dictionary for the proposed system
(Specialist, 2018).

10Swinburne Guru Consulting System Analysis
5.1.2 Physical data dictionaries
Below are the representation of the client’s table physical data dictionaries which indicates the
various entities found in the system and the description of the various attributes characteristics.
Attribute name Required Type Field
length
Default
values
notes
Clientid yes Integer 20 n/a Contain the primary-key
Client_Name yes Text 20 n/a Contain the client name
Address_Number yes Text 20 n/a Contain the client addresses
Telephone_Numbe
r
yes Integer 10 00000000 Contains the client telephone
Email_Address yes Text 20 n/a Contains the client email address.
Client_Availability yes 200 n/a Contains the client availability details
Client_Reasons yes 200 n/a Contains the client availability reasons
(Michael, 2017).
5.2 Process Descriptions
5.2.1 Key processes (top level processes in level 0 DFD) description
There are various processes in the proposed system but the below re the key processes as
described below.
i. Create account: client create account access training services(Paige, 2014
ii. Sign in system: The client sign in to select the course to trained
iii. Making selection: The client then selects the service he needs to receive.
iv. Confirming selections: The client confirms that he wants to proceed with training.
v. Do the payments: The clients receive invoice note and pay the amount.
5.2.2 Lower level process description
the level 0 data flow diagram is used to create the lower level process called level 1 data flow
and below are the processes followed (Stephen, 2013).
i. Sign in system: This process where the clients enter their id and name to access the
system.

11Swinburne Guru Consulting System Analysis
ii. Enter the chosen courses: After accessing the system they make selection of preferable
courses.
iii. Confirm the courses: The clients need to confirm for training to be assigned a coach.
iv. Get the invoices: The client receives invoices from the book keeper in order to do the
payments.
v. Do the payments: The client then pay the required amount to the bookkeeper to enable
payment of the coaches.

12Swinburne Guru Consulting System Analysis
6 REFERENCES
Stephen,H.(2013) Management Information Systems with student CD and MISource.3rd edn.
New York:McGraw-Hill.
Paige,B.(2014) Business Driven Information Systems with MISource 2007 and Student CD.1st
edn New York: McGraw-Hill.
Specialist,I.(2018) CISSP Certified Information Systems Security Professional Study Guide
2018. 1st edn.New York:Independently published
Michael,J.(2017) Human Resource Information Systems: Basics, Applications, and Future
Directions. 5th edn.New York :SAGE Publications, Inc.
Dick,B.(2018) IT Project Management Essentials: Information Systems Project Methodology
Kindle Edition. 1st edn.New York:Amazon Digital Services LLC.
Tycho,p.(2014) Personal Finance Simplified: The Step-By-Step Guide for Smart Money
Management Paperback. 2nd edn.New York:Tycho Press.

13Swinburne Guru Consulting System Analysis
7 Appendices
7.1 Appendix E: Events table
Event Typ
e
Stimulus Sources Essential
activity
Response Destinations
Clients to register Ext Require to
login
Clients Creating
account
Created
successfully
Coach Administrator
Clients to sign in Ext Require to
login
Clients Sign in Sign in
successfully
Coach Administrator
Client’s selecting
course
Ext Require
coaching
Clients Selecting
course
Selection
successful
Coach Administrator
Client confirming
course
Ext Require
coaching
Clients Confirmation
of course
Courses
confirmed
Coach Administrator
Coaches offering
training
temp Require
coaching
Coaches Coaching the
clients
Client coached
successful
Clients
Coaches submitting
invoices
Ext Need to
receive pay
Coaches Coach send
the invoice
Invoice
received by
bookkeeper
Book-keeper
Book-keeper
matching the invoices
temp Need to
receive pay
Book-
keeper
Matching the
invoices
Book keeper
matched
invoice to the
coach
Coaches
Book-keeper sending
the client’s invoice
Ext Need to pay
coaches
Book-
keeper
Sending
invoice to
clients
Invoice
received
successfully
Coaches
Client make payments temp Need to
send pay
Clients Send payment
to book keeper
Book keeper
received
payments
successfully
Book-keeper

14Swinburne Guru Consulting System Analysis
Users
Clients
Clients
Clients
Clients
Bookkeeper
Confirmed courses
Client
Coaches
Bookkeeper
Sign in Clients
Selected courses
Coaching clients
Payments made
Paid_coaches
Select the course
Confirming the selections
Pays for coaching
Sign in to select course
Registering to access system
Receives payment
1.0
Registration
2.0
Sign in
3.0
Selection of courses
4.0
Confirmation of selection
5.0
Doing the payments
7.2 Appendix F: DFD fragments
Sign in

15Swinburne Guru Consulting System Analysis
Create account
1.0
System databases
Clients Coach
Authenticate sign in
Saving course data
Saving confirmation data
Getting the invoices payments
Making payments to coaches
Sending
Coaching payments
Get the invoice amount
Confirm course
Choose
a course
Entering sign in details
Sign in system
2.0
Making selection
3.0
Confirming selections
4.0
Do the payments
5.0
7.3 Appendix A: Level 0 DFD diagram
Bookkeeper
Save users data
Receiving the coaching payments

16Swinburne Guru Consulting System Analysis
Sign in system
1.1
System databases
Clients Bookkeeper
Authenticate sign in
Saving course data
Saving confirmation and data
Getting the payment invoices
Making payments to coachesSending coaching payments
Get the invoice amount
Confirm course
Choose a course
Entering sign in details
Enter the chosen courses
2.1
Do the payments
5.1
Get the invoices
4.1
Confirm the courses
3.1
7.4 Appendix B: Level 1 DFD diagram

17Swinburne Guru Consulting System Analysis
Bookkeeper
Client Coach
SWINBURNE GURU CONSULTING SYSTEM
Create an account
Sign in, select and Confirm course and make payments
Coaches and submit invoice
Get the coaching payment
Send invoice to client, and payment to the coaches
Receive invoices from coaches, payment from client
7.5 Appendix C: Context diagram

18Swinburne Guru Consulting System Analysis
CLIENTS
Pk Clientid
Client_Name
Address_Number
Telephone_Number
Email_Address
Client_Availability
Client_Reasons
COACH
PkCoachid
CoachName
Address_number
Telephone_number
Coach_Skills
TRAININGSCHEDULE
PkSchedule_id
Training_Description
Training_Time
Training_Costs
FkClientid
FkCoachid
BOOKKEEPING
pk Invoiceid
Invoice_Description
Invoice_Amount
Invoice_date
Invoice_Duedate
Fk Clientid
Fk Coachid
Fk Scheduleid
7.6 Appendix D: entity relationship diagram