System Analysis and Modelling for Printing Incorporated Book Publishing

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.

Running head: SYSTEM ANALYSIS AND MODELLING
System Analysis and Modelling
Name of the Student
Name of the University
Authors note

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
use case identification techniques, functional and non-functional requirements for the
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
between the different departments which reduces the business performance of the
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.

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 of computerized tracking system Once 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.
The tracking of the manuscripts in different stages of production is also a
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 for the 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 a system 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.

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 of market
and develop the customer lists. This customer list can be used for marketing department. As an
example it can be 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
will require corrective and preventive maintenance. Maintenance might also help in
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 systems at 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.
Event decomposition technique: This technique is considered as more
comprehensive that concentrates on the identification of the events to which the proposed
system is required to respond. In this technique it 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)
Event Trigger Source Use case Response Destination
Order for a
book
placed
New order Member Place new
purchase
order
Order
details,
confirmation
Customer,
Shipping,
bank.

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Transaction
Convert
new
manuscript
Publish
new book
Employee New book
launch
Check
manuscript,
change
status
Author,
employee,
organization.
Calculate
royalty
Sales of
books
Customer Royalty
payment
to author
Check sales
report,
Calculate
total
percentage
author
Find new
lead
New book
publication
Employee Book
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,

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Level 1 DFD
Figure 2: Level 1 DFD for purchase of book by customer process

14SYSTEM ANALYSIS AND MODELLING
ERD for the proposed system
Figure 3: ERD for the system

15SYSTEM ANALYSIS AND MODELLING
Bibliography
Adams, K.M., 2015. Nonfunctional Requirements in Systems Analysis and
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
UML model transformation techniques. In Information Science (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. and Krisper, M., 2018. Facilitating information system
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.