System Analysis and Modelling for Printing Incorporated Book Publishing
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This report discusses the development of an information system for Printing Incorporated Book Publishing to streamline business processes. It covers use case identification, functional and non-functional requirements, data and process descriptions, and more.
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Running head: SYSTEM ANALYSIS AND MODELLING System Analysis and Modelling Name of the Student Name of the University Authors note
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2SYSTEM ANALYSIS AND MODELLING Executive Summary The following report contributes to the discussion about the development of the information system for Printing Incorporated Book Publishing in order to stream line the business processes that are presently completed through manual way. In addition to that, the usecaseidentificationtechniques,functionalandnon-functionalrequirementsforthe proposed system are also discussed in the different sections of this report.
3SYSTEM ANALYSIS AND MODELLING Table of Contents Introduction................................................................................................................................4 Organization background...........................................................................................................4 Challenges faced by the organization........................................................................................5 List of current system problems and explanation......................................................................5 Current systems objective and constraints.................................................................................6 Scope..........................................................................................................................................6 Functional requirement for the proposed system.......................................................................7 Non-functional requirement.......................................................................................................8 Techniques to identify the use cases..........................................................................................9 Data descriptions......................................................................................................................10 Process descriptions.................................................................................................................12 Context level DFD...................................................................................................................12 Level 1 DFD.............................................................................................................................13 ERD for the proposed system..................................................................................................14 Bibliography.............................................................................................................................15
4SYSTEM ANALYSIS AND MODELLING Introduction Requirement analysis and modelling plays an important role in the development of any information system.Through the proper requirement analysis, it is possible to find out the exact specifications for a proposed system as per the different process that are handled manually at present. Any deficiency in this analysis stage leads to the degraded quality of the finally developed. For the Printing Incorporated Book Publishing, it is important to focus on the way the requirements for the proposed system are defined as well as modelled so that the system can help in the streamlining the present manual process.With the growth in the market, tracking of different processes related to the printing, conversion of the books, sales of the books. With the manual and standalone processes, the organization lacks of coordination betweenthedifferentdepartmentswhichreducesthebusinessperformanceofthe organization. The following report contributes to the discussion about the organization background, scope of the proposed system, data as well as process descriptions for the proposed system. Organization background Printing Incorporated Book Publishing is one of the established publishing house that operates in the niche market of feminist book publication. With the more than 50 employees, it has to offices that maintains different departments (one to focus on management, resources and production while another manages the sales and service departments). Due to the lack of a centralized information system as well as database, presently there are different business process issues are affecting the performance of the organization.
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5SYSTEM ANALYSIS AND MODELLING Challenges faced by the organization Each of the sales persons maintains their standalone databases that resembles with a standard template. As all of the databases are standalone thus it becomes complicated to maintain the consistency among the data that are collected by different sales persons. Tedious job of finding the status of a manuscript tracking the production of the books. Due to the lack ofcomputerized tracking systemOnce manuscripts are received at publication house a manual folder is created to maintain and track the progress. For each manuscript that is under processing is attached with the notes from each production worker.In order to depict the progress of a manuscript the created file for the authors manuscript, they move between the multiple plastic bins with different colours to represent the different steps of production process. List of current system problems and explanation The current systems lack of central database and tracking systems that leads to the inconsistent update about the sale of the different books from multiple channels. This also acts as obstacle in monitoring performance of the sales person as well as the authors. Thetrackingofthemanuscriptsindifferentstagesofproductionisalsoa complicated process in the manual way. Moreover, with the lack of customer records the marketing and customer management department also becomes time consuming and complex responsibilities forthe employees of the organization. In addition to that, for an associated author it is also not possible to find out the status of the sales of their books. Lack of asystem that support self-service website in order to help the authors to be capable of checking the status of the books without involving the Printing Incorporated in this process.
6SYSTEM ANALYSIS AND MODELLING Current systems objective and constraints The objective of the current system is to provide data or records related to the sales of the different formats of books published by the organization. In addition to that, the employees of the organization also need to maintain the status of the manuscripts of different authors who have sent those for publication.Presently due to the lack of the lack of the central tacking g system the employees are unable to provide any status report to the authors as they need to find the concerned manuscript to determine its status. Furthermore, the two offices operate with different departments which requires co- ordination between them. But due to the lack of central data base about the records of sales and production the complete process of launching a new book, marketing and sales of the book becomes a tedious job for the employees. The most important and identified constraint is the lack of a centralised system the organization faces issues in data retrieval related to the different processes of the business organization. Scope The proposed information system development project will help in improving the manual processes. This project will be helpful in understanding the business processes as well as requirements for managing and identifying the sales, author and manuscript related records through the proposed information systems; • Developing requirements for in order to meet and complete all the business processes to store records in a design specification of the information system. While
7SYSTEM ANALYSIS AND MODELLING developing the business information system the requirement analysis can help in elicitation of the specifications. • evaluation of the functionalities of the records of existing business systems. Functional requirement for the proposed system Efficient web based book ordering module:As the publishing house depends on different third party vendors (online book stores such as amazon) thus development of dedicated website for customers will be helpful in improving the revenue from the business while reducing the dependency of the organization on third parties. Customers required to register with to the web portal of the Publishing Incorporated by using their credentials (such as address, name, telephone number, email and mobile number. There will be two type of customers: non-member and member. The author tracking module of the system:Presently the publication and author tracking is done manually by creating file bins that makes the retrieval of author data becomes a complicated process which leads to the huge amount of time consumption. In the manual process it is hard to observe the book sales records as well as calculation of the authors royalty for a specific book. In addition to that the salespersons performance measurement also becomes complicated. Human resource management staff need to assemble data from different channels as well as departments through the manual process. It is hard to maintain accuracy in the manual process with the time and effort required for it. Payment management module: The publishing organization accepts payments through three different ways from the registered members, credit card, Cheque and through banks. Each member maintains their payment account. If the members are not able to pay at the instant they can pay it in a certain time period which will recorded in the information system.
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8SYSTEM ANALYSIS AND MODELLING Customer order or transaction management module: This module will be responsible for maintaining the lists of registered members, their purchases history of ebooks from the organization over a specific time period (quarterly or annually). The ebook title, purchasing ID/code, date, cost would be recorded. This records can be generated as report which will be helpful in the analysis ofmarket and develop the customer lists. This customer list can be used for marketing department. As an example it canbe said that the customers/members who have not bought any of the publication (eBook/pdf/mobi) for a certain period of time will be mailed to offer them a special discount on their purchases. Non-functional requirement Security:As the proposed information system will help in co-ordination of the different departments thus the proposed system will have multiple access levels to maintain the security of data. Security. In addition to that, the payment related data will be transmitted through a secure communication channel. Concurrency:As the proposed information system will be used by different departments thus it is expected that it will handle multiple data request simultaneously and potentially interacting with different other modules. In order to maintain thee system stability it is desired to manage the maximum, average and minimum number of concurrent users. In addition to that it is also important to determine what kind of data will be stored for how much time to manage the data storage efficiency. Maintainability:Any information system is meant to be up and running for a specified period of time after which it will require maintenance. Thus the proposed system willrequirecorrectiveandpreventivemaintenance.Maintenancemightalsohelpin scalability of the information system as well as improving the system features.
9SYSTEM ANALYSIS AND MODELLING Techniques to identify the use cases User goal technique: This is commonly used and one of the obvious use case identification. This technique includes the stages like communicating with the probable users in order to know and discuss responsibilities and their desired goals for proposed information system.In this technique the list of all stakeholders are prepared who are likely to use and interact with proposed information system. After this their roles and responsibilities are identified to have an understanding about what they need to get accomplish their goal. Through the analysis of the existing systemsat Printing Incorporated Book Publishing and asking the employees in which way they like to use the proposed system and what new functionalities they need. In this way the use cases for the proposed system can be derived. In this technique the use cases become a grouping of functions of the existing system and proposed system functions. Eventdecompositiontechnique:Thistechniqueisconsideredasmore comprehensivethat concentrates on the identification of the events to which the proposed system is required to respond.In this techniqueit is also determined the way proposed system would respond. Following are the stages that are used in this technique; Determining the events that may require response from the system. Events that triggers inside the system. This kind of technique is primarily used for the following kind of events, Temporal events- This kind of event occurs due to consequence of reaching a specific point in time. External event-This events occurs outside of system, typically initiated by some external actor (in this case the employees of the organization).
10SYSTEM ANALYSIS AND MODELLING State event- This kind of event occurs when some specific trigger is generated inside the system which in turn initiates some process. Such as reaching a targeted sales point by a sales person. Data descriptions In case of the customer ordering process of book the most important data entity is the customer table. Following is the data description for this entity. Customer id (number) Customer name (text) Customer address (text) Customer zip (number) Email (text) Contact number (number) Customer status (boolean) EventTriggerSourceUse caseResponseDestination Order for a book placed New orderMemberPlacenew purchase order Order details, confirmation Customer, Shipping, bank.
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11SYSTEM ANALYSIS AND MODELLING Transaction Convert new manuscript Publish new book EmployeeNew book launch Check manuscript, change status Author, employee, organization. Calculate royalty Salesof books CustomerRoyalty payment to author Checksales report, Calculate total percentage author Findnew lead Newbook publication EmployeeBook author lead Check manuscript Production department
12SYSTEM ANALYSIS AND MODELLING Process descriptions Context level DFD Figure 1: Level 0 DFD for the proposed information system. Now, for the ordering process of a book the following is the level 1 DFD,
13SYSTEM ANALYSIS AND MODELLING Level 1 DFD Figure 2: Level 1 DFD for purchase of book by customer process
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14SYSTEM ANALYSIS AND MODELLING ERD for the proposed system Figure 3: ERD for the system
15SYSTEM ANALYSIS AND MODELLING Bibliography Adams,K.M.,2015.NonfunctionalRequirementsinSystemsAnalysisand Design(Vol. 28). Cham, Switzerland: Springer. Dennis, A., Wixom, B.H. and Tegarden, D., 2015.Systems analysis and design: An object-oriented approach with UML. John wiley & sons. Jacob, P.M., Jose, J. and Jose, J., 2016, August. An Analytical approach on DFD to UMLmodeltransformationtechniques.InInformationScience(ICIS),International Conference on(pp. 12-17). IEEE. Laudon, K.C. and Laudon, J.P., 2016.Management information system. Pearson Education India. Lavbič,D.,Lajovic,I.andKrisper,M.,2018.Facilitatinginformationsystem development with Panoramic view on data.arXiv preprint arXiv:1807.04998. Long, J.E., 2018. Relationships between common graphical representations used in system engineering.INSIGHT,21(1), pp.8-11. Prakash, N., Rolland, C. and Pernici, B., 2014.Information System Development Process. Elsevier Science. Valacich, J., George, J. and Hoffer, J., 2014.Essentials of systems analysis and design. Prentice Hall Press.