System Analysis and Design for PIBP: An eBook Publishing House in Australia
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The assignment is about system analysis and design for the PIBP, an eBook publishing house in Australia. It covers the current system, challenges, scope, and documentation. The report includes system analysis tasks and system design diagrams. Subject: System Analysis and Design, Course Code: N/A, Course Name: N/A, College/University: N/A.
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Executive Summary The assignment is about system analysis and design for the PIBP, an eBook publishing house in the Australia. The assignment have helped to understand how to explore a case study and find out requirements from the case. System analysis is about understanding a process or a system. As the current process is still manual in the case study. It helped to explore the questions related to the benefits and challenges of the current information system. Various system designs have been developed in this assignment. Those will be required again during the time of development. 1
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Table of Contents Introduction......................................................................................................................................3 Organization Background................................................................................................................4 Scope of the Current System...........................................................................................................4 Challenges........................................................................................................................................6 Documentation.................................................................................................................................7 Data dictionary.............................................................................................................................7 Process descriptions...................................................................................................................10 Appendices....................................................................................................................................10 Event Table....................................................................................................................................10 Context diagram.............................................................................................................................11 Lev 0 DFD Diagrams.....................................................................................................................13 Level 1 DFD Diagram...................................................................................................................14 Entity Relationship Diagram.........................................................................................................15 2
Introduction System analysis and design process is used by businesses to improve overall efficiency of business processes, solving internal issues and challenges and to capture more opportunities. There are direct impacts of the system analysis and design processes on the profitability of a business(Roebuck, 2012). The data processing activities are dependent on the daily business operations and transactions. System analysis and design helps a business to take a customised approach to assess the scope of an organisation(Dennis, Wixom, & Roth, 2012), then in finding out the benefits and loopholes in the business operations. It helps businesses to focus on the strong areas and then improving the weak areas.It also helps to explore the types of usage of different information systems in the business operations that will help to make the business processes more agile and more profitable(Klir, 2013). The purpose of the work is to get experience in system analysis and design projects based on an imaginary case study. The details of the case study have been given and the task is to emphasise on the current system of the business and how that is running. The scope of the work in this assignment is on the current system rather than the any proposed information system. It does not cover the entire supply chain management process. But it covers most of the operations of the supply chain. The report has been broken down into multiple sections and subsections. In the first part there are system analysis tasks like assessment of the scope of the current system in use in the business, the functional and non-functional requirements of the system and so on. Then in the second part of the report there are system design diagrams like the context diagram, data flow diagrams, ER diagrams and event table. 3
I have collected data from relevant sources. Business related data have been collected from the case study itself. Other information I have collected from the books(Roebuck, 2012). Organization Background Printing Incorporated Book Publishing or PIBP is an Australian publisher that specialised on feminist books. They take manuscripts from the authors and then turns the manuscripts into eBooks. Then the eBooks are promoted for sales and sold from the website of the company and other sources. Other sources include major outlets and online stores, Amazon store and so on. The reason is, they want to keep their online presence up to date. The business stresses on the electronic and digital printing formats. It publishes books in popular digital formats including PDF suitable for reading from Kindle like platform, and for printing, they also support MOBI format and ePub format. The main tasks are to publish an eBook online and maintain their e- commerce website so that customers can buy books from there and download after making the payment. At first, an author is approached by a sales person. This is called the lead generation process. Now, more than one sales person reaches to an author. Once the author agrees to publish a book from the platform, then the publishing task begins. In the publishing task, manuscripts are taken from the authors and passed through bins for different phases of a publishing process. Staffs add notes on the manuscripts during the process. If an author asks for the status of a manuscript then the status is found by searching and then telling the author about the information. Sales persons track their own data using their own systems. There is no centralized database covering the sales data from all sales person. It creates data processing overhead while reporting and business decision making. 4
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Scope of the Current System The current process is semi-manual process where computers are underutilized. Rather than using the standalone computers for different sales representative, the centralised database could be beneficial by connecting all data from a single data store. The current system is manually processing manuscripts. On the other hand, there are multiple online sales channels. The company earns from different channels, but there is no centralised solution to connect all sales figures and processing the same. The scope of the system is limited within the manual manuscript publication, sales data analysis and managing online order processing systems. Rest of the operations of the business are not included in the project. In this case, there is no information system available for the business. They use semi-manual process. So, the functional requirements will be the functionalities being followed by them without any help from an information system. At the same time, the non-functional requirements are the features and attributes that are used to represent the non-functional requirements of the current system of the organisation. A functional requirement is related to some activities involving data processing, calculation etc. on the other hand, a non-functional requirement is related to the attributes and features of the current system. The functional and non-functional requirements are, Functional Requirements: ï‚·A sales person approaches to an author for lead generation ï‚·Author submit manuscripts to a staff ï‚·Staff adds handwritten notes to a manuscript 5
ï‚·Staff is searching for the status of a submitted manuscript ï‚·Publish an ebook ï‚·Promotional events starts for an eBook ï‚·Customer purchases an eBook ï‚·Customer searches for an eBook ï‚·Prepare all sales report ï‚·Submit sales data ï‚·Prepare accounts details Non-functional requirements : ï‚·Security ï‚·Portability ï‚·Scalability ï‚·Accessibility ï‚·Integrity Use cases will be generated from the even table attached in the appendix section. Challenges Currently, PIBP is facing a number of challenges related to their business. The challenges are, ï‚·Themanualprocessofmanagingtheoperationshasbecomeout-datedandtime consuming. At the same time, it is lowering the productivity of the staffs and the business process is taking longer time. The business process need more agility, efficiency and accuracy. Due to the manual process, incidents of wrong data entry, data loss etc. are 6
very common. For example, manuscripts may get lost from one of the bins, or the notes added by the staffs may get lost. In that cases, the product will be developed with some errors. ï‚·Lack of integration among the databases and lack of suitable information system has become challenging. There are data collected from different sources but there is no suitable business analytics platform that can use a centralised database to answer business management related queries like assessment of the performance of the sales staffs, automated tracking of the sales activities and so on. Without business analytics, it is difficult to gain competitive advantages and the business should focus on this area. Documentation Data dictionary The data dictionary is developed in relation to the ER diagram given in the below section. TableAttributeData TypeKey BookBook_IDINTPrimary TitleText SubtitleText Num_pgINT TypeText ISBNText Sales_priceDecimal Sales_freqDecimal Unit_costDecimal 7
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Purchase_priceDecimal Offer_priceDecimal PaymentPay_IDINTPrimary Order_IdINTForeign key AmtDecimal Process descriptions The processes in the system are manual processes. The description of the processes based on the level 1 DFD are, ï‚·Staffs will manage manuscripts by placing those in the bins, adding notes on those, passing the manuscripts through the bins. ï‚·Book is published when it is ready. ï‚·Orders are managed by the staffs when come from online sources. ï‚·Sales records are managed by staffs who collect and processes the information ï‚·Sales persons are supposed to generate leads. ï‚·Reporting are managed to provide critical support to business reports. Appendices Event Table An event table is like a catalogue for the underlying system. The event table for the current business process and operations is given below. Each row represents an event. Each event must 10
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be triggered by some other event, external or internal. Each event has a source and a use case. Each event has some destination also. EventTriggerSourceUse CaseDestination A sales person approaches to an author for lead generation Lead generation call Sales personLead GenerationAuthor Author submit manuscripts to a staff Submission of manuscript AuthorSubmit Manuscript staff Add handwritten notes to a manuscript Addition of noteStaffAdd NoteStaff Searching for the status of a submitted manuscript Request StatusStaffUpdate statusAuthor Publish an ebookManuscript travels through all bins AuthorPublish a bookCustomer Promotional events starts for an eBook eBook is publishedStaffsPromote eBookAuthor Customer purchases an eBook eBook purchaseCustomerPurchase eBookAuthor Customer searches for an eBook Search queryCustomerSearch a bookSystem (website catalogue ) Prepare all salesSales performanceSales personsPrepare SalesManagement 11
reportreport requestedReport Submit sales dataSubmission of sales data Sales personSubmit Sales dataManagement Prepare accounts details Fetching of accounts data started AccountantPrepare accountsManagement Context diagram Context diagram is a special type of data flow diagram. It defines the boundary between the system and the external world. The entities from the external world interacts with the system bt exchanging data. And the system is represented by a single process. 12
It does not reveal any complexities of the internal processes of the system, or how it is implemented or any other technical details of the system. It gives the high level view of an information system. In system analysis, a context diagram is often used to understand the system boundaries and the context of the system. In the context diagram given above, a single process 13
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represents the current system of the company. There are external actors like the author, customer, manager, accountant, staff etc. All of them exchanges data with the system. Lev 0 DFD Diagrams This is the top level data flow diagram created from the context diagram. It shows the primary processes of the system. Rather than showing the details of the processes it shows the processes, the data store and the external actors of the system. The external actors exchange data between processes, data stores, and other external actors. 14
Level 1 DFD Diagram Level 1 diagram comes after the level 0 diagram. It breaks down the main processes in smaller sub processes that interacts with the external entities and exchange data. Entity Relationship Diagram The entity relationship diagram of the current system has been given below. It shows a high level overview of the conceptual database design for the current system. There are primary entity sets like Book, channel, task, category, author, employee, payment, order customer and member. Each has its own primary key. The entities are related to one another using one to one, one to many and many to many relationships. 15
The referential integrity of the entities and relationships have been represented using the foreign key concept and respective keys are added to the entity sets. 16
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References Coronel, C., & Morris, S. (2016).Database Systems: Design, Implementation, and Management. Cengage Learning. Dennis, A., Wixom, B. H., & Roth, R. M. (2012).Systems Analysis and Design.NY: John Wiley & Sons. Klir, G. (2013).Facets of Systems Science.New York: Springer . Ramez Elmasri, S. B. (2016).Fundamentals of Database Systems.Pearson. Roebuck, K. (2012).Systems Development Life Cycle (SDLC).Aspley: Emereo Publishing. Shelly, G. B., & Rosenblatt, H. J. (2012).Analysis and Design for Systems.NY: Cengage Learning. 17