Improving Efficiency at Eat Organic Food: An Information System Report

Desklib provides past papers and solved assignments. This report details the development of a new information system for Eat Organic Food.

ASSIGNMENT COVER SHEET
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Tutor’s name:
Assignment No.:
Assignment Title:
Due date:
Date submitted:
Declaration:
I have read and understand the Rules Relating to Awards (Rule 3 Section 18 – Academic
Misconduct Including Plagiarism) as contained in the SCU Policy Library. I understand the
penalties that apply for plagiarism and agree to be bound by these rules. The work I am
submitting electronically is entirely my own work.
Signed:

Contents
Report A:.........................................................................................................................................3
Summary..........................................................................................................................................3
Background Information..................................................................................................................4
Organisation Chart:......................................................................................................................5
Business Functions..........................................................................................................................6
Project Management........................................................................................................................7
Gantt chart...................................................................................................................................7
PERT/CPM chart.........................................................................................................................8
Critical path:................................................................................................................................9
Total duration...............................................................................................................................9
System Vision Document..............................................................................................................10
Problem Description..................................................................................................................10
System Capabilities...................................................................................................................10
Business benefits.......................................................................................................................10
Policies...........................................................................................................................................12
Risk Analysis.................................................................................................................................13
Cost Benefit Analysis....................................................................................................................14
References......................................................................................................................................15
List of figures:
Figure 1: Organisation chart............................................................................................................5
Figure 2: Gantt Chart.......................................................................................................................7
Figure 3: Part Chart.........................................................................................................................8
Figure 4: PERT chart.......................................................................................................................8
Figure 5: Critical Path......................................................................................................................9
Figure 7: Cost benefit analysis......................................................................................................14
List of tables:
Table 1: Policies table for customer and empoyee........................................................................12
Table 2: Risk analysis table...........................................................................................................13

Report A:
Summary
The report presented here is made for the Eat Organic Food. The report contains the brief
discussion of the history of the Ian’s organic fruit and vegetable business. The report explains the
organisational chart of the Eat Organic Food explaining the organisational hierarchy of the Eat
Organic Food. The business functions presented explains the business process of the same and
the Project management chart of the organization discusses the project development plan for the
new Information System that will be developed in order to support the business and reduce the
handling complexities of the business. In the next part, the system vision document is displayed
explaining the system problems, capabilities and other factors. The document also contains the
business benefit and cost benefit analysis, the risk analysis related to this project development.

Background Information
The Eat Organic Food is a farm that deals with the farming of the organic fruits and vegetables
that are sold to the customers on the prior orders. The business of the Eat Organic Food is
handled by Ian and Ruth. The business was originally belonged to the grandfather of the Ian and
now he is taking care of the business. The business is very much growing in the current situation
as the business originally started from the backyard of Ian and now is having large number of the
customers. The fruits and vegetables grown in the Ian’s farm are grown using the natural
products and no other synthetic products are used in the farming. As the business grew the
complexities grew along with it, it became really complex to handle the orders via phones,
handle all the bills and manage the complete customer database manually and now the Farm is
looking forward for a system that can help Ian and Ruth in managing their business.

Organisation Chart:
Figure 1: Organisation chart
The organisation chart made here is of the Eat Organic Food. The organisational chart is often
made to depict the hierarchy of the organisation. The chart presented here is the hierarchy chart
or the organizational chart for the given case study.
The Eat Organic Food is headed by Ian and Ruth. Ruth handles the customer side and Ian
handles the farm and production side. Ian has six people directly reporting to him: Joh who is the
son of Ian handles the marketing, Neol, Mick, Netta and Neolette handles production team and
Tim who is the managing in charge of the machinery. Tim is assisted by Tina and Terry.
Ruth is the wife of Ian and she handles the customer support and customer related activities like
billing, orders, etc. Ruth has four people reporting to her regarding the order & gardening named:
Chris, Cathy, Charlie and Christina. The account handlers Sam and Samantha report directly to
Ruth. The delivery and pick-up are handled by the Mark and Marsha who are assisted by Dirk in
the process of Pick-up and delivery.

Business Functions
Business functions are the high-level combinations of the process of the business and system
capabilities that are utilised in defining the business at the highest levels. The system
implemented for the Eat Organic Food will help in managing the business through various ways.
There are four major functions of any business and they are management, planning, leading,
organizing and controlling. The following are the business functions for the Eat Organic Food
Information system:
1. Management:
The data of the customers will be managed using the system the system used till now is
the manual system in which order are placed and received using the phone call method.
The billing is done in cash and sometimes the cash received at the time of delivery. The
data management requires keeping track of what orders received and how many are paid.
The system will help in managing all this data and will allow to keep the records of the
customer history and the bill payments.
2. Planning:
the system will also help in planning. The main benefit that the information system will
provide that the planning for the coming orders can be done according to order history.
The system will store the data of the order placed and the demands of the customers for
specific variety of the fruits and vegetables. From this type of data, the coming orders can
be predicted and the farming and harvesting can be done accordingly. The data will also
help in visualising the marketing needs and the marketing strategy can be visualised
accordingly.
3. Organizing:
Organizing is the main business function that will be provided by the new system, as per
the order received Ruth will be able to organise and handle the complete process of
customer order placing and order delivery. The resources related to this like the delivery
and pick-up handlers Mark, Masha and Dirk will be instructed to manage the order
deliveries. The farm production & harvesting team will be informed in prior according to
the order received.
4. Controlling:
The controlling is the function that is the measurement of the achievements in
comparison to the set aims or guidelines. The system development will help in the
controlling of the business and achieved targets. The achieved goals like the management
of the business at higher level, non-complex management of orders and deliveries, hustle
free bill and payments handling. This will be provided by the new information system.
5. Leading:
The process of leading involves the work of motivating and encouraging the employees
to work better and smartly. This process also involves the supervision of the works of the
employees. The system will help the Eat Organic Food in leading in better way as the
system will keep data of the work of the employees and their rate of success and work
(Fuller, 2010).

Project Management
Gantt chart
ID Task
Mode
Task Name Duration Start Finish Predecessors
0 Project:Eat
Organic Food
19 days Mon
15-04-19
Thu
09-05-19
1 1 Arrange Meeting2 days Mon 15-04-19Tue 16-04-19
2 1.1 Arrange
meeting with
Staff
2 days Mon
15-04-19
Tue
16-04-19
3 2 Arrange
Interviews
5 days Wed
17-04-19
Tue
23-04-19
1
4 2.1 Arrange
Staff
Interview
5 days Wed
17-04-19
Tue
23-04-19
2
5 3 Collection of data4 days Wed 24-04-19Mon 29-04-193
6 3.1 Record all
data
2 days Wed
24-04-19
Thu
25-04-19
4
7 3.2 Collect
Different
Busniess
operation
2 days Fri 26-04-19 Mon
29-04-19
6
8 4 Arrange
Interview
1 day Tue
30-04-19
Tue
30-04-19
5
9 4.1 For Customer1 day Tue 30-04-19Tue 30-04-19
10 5 Analysis
Records
6 days Wed
01-05-19
Wed
08-05-19
8
11 5.1 Manage
Accounting
processes
2 days Wed
01-05-19
Thu
02-05-19
7
12 5.2 Analysis
sample of
orders
2 days Fri 03-05-19 Mon
06-05-19
11
13 5.3 Work
Status
2 days Tue
07-05-19
Wed
08-05-19
12
14 6 Final Report 1 day Thu
09-05-19
Thu
09-05-19
11,10
15 6.1 Report 1 day Thu 09-05-19Thu 09-05-19
13 18 23 28 03 08 13
April 2019 May 2019
Figure 2: Gantt Chart
The Gantt chart is the chart that displays the time and task schedule that are done for a particular
project. In the Gantt chart displayed above all the activities related to the project of Eat Organic
Food are listed in logical sequence and the time required to complete that work is also
mentioned. The time line showed above displays the no of tasks to be performed and the time
decided for each activity (PMBOK, 2017).

PERT/CPM chart
Figure 3: Part Chart
Figure 4: PERT chart

Critical path:
Figure 5: Critical Path
The critical path is the shortest way through which the complete process of project can be
completed with effectiveness. The image above displays the critical path for the Eat Organic
Food critical path in red colour.
Total duration
The total duration of the project was 19 days. The compete process will be completed along with
the tasks and subtasks.

System Vision Document
Problem Description
The problem faced by the Eat Organic Food is the problem of manual handling of the data of the
clients and the food ordering. The system followed right now is the manual system in which the
order is placed through the phone calls and the order are conformed through the phone calls only.
The system is completely manual and the orders, phone calls, customer data, employee data, bills
are handled only by Ian and Ruth. As the business is growing the data is increasing data by day
and the complexity of handling and managing that data is also increasing accordingly. There is a
need of new information system that can help in handling all the data, managing all the data, can
help in visualising the data and can reduce the error and efforts by humans.
System Capabilities
The following will be the system capabilities of the new information system for the Eat Organic
Food:
 The system will allow entering the data of new customer and will keep track of the
related data.
 The system will allow to modify the data according to need.
 The insertion of new data and deletion of old data will also be permitted by the system.
 The system will be able to sort the data according to the region of supply, product needed
and date of order.
 The system will also allow the user to register a new employee/customer.
 The data entered in the system can be visualised using the system
 The new information system will provide the logical arrangement of the data.
 The data retrieval will also be provided by the system,
 The system will allow the staff to manage and schedule the deliveries according to the
requirement,
 The system will also keep track of the stock of fruits and vegetables.
Business benefits
In this section of the system vision document, the business benefits will be analysed and listed.
These benefits will be result of the system capabilities and problem description. The following
will be the business benefits:
1. The ability of system to keep track of stock will allow Eat Organic Food to manage their
production and harvest accordingly.
2. The ability of system to visualise data will help in predicting business for future which
will ensure the business marketing plan.
3. The ability of the system to manage the payments and bill allow the business to keep the
track the of the revenue generated and if this is low then the required measures to
enhance revenue can be implemented on time (s 2014).
4. The ability of the system to insert data, deleted data and modify data according to need
will increase the easiness of data handling.

5. The ability to retrieve data according to need will make the organisation more responsive
to customer.

Policies
The following are the policies for the employees and customers:
Table 1: Policies table for customer and empoyee
S. No. Customer Policy Employee Policy
1. Customer is king: the customer
should be treated and the benefits of
the customer should be kept on top
priority.
Sick and vacation leave- the organisation will
provide two paid sick leaves to employees and
no paid leave for vacation. The leave will only
be considered when informed in prior.
2. Provide help: the customer should be
provided help whenever needed to
make sure the customer had great
shopping experience.
Employee conduct- this will be the set of
guidelines describing what is approved as right
behaviour and what is not.
3. Pre-order: the customer at Eat
Organic Food should be allowed to
order fruits and vegetables around a
week before of delivery.
Misconduct rules- this will be provided to the
employee as the set of guidelines that will
display what will be done if the employee does
not follow code of conduct.
4. Refunds: the customer should only be
provided with refunds only when the
delivered fruits and vegetables are not
adequate.
Employee compensations- these policies will
define how the salary of the employee will be
generated and what are the allowances that will
be provided.
5. Treat customer with respect: the
customer should be treated with utmost
respect and should be listened
carefully.
Policies for health benefits- the organisation will
offer a health allowance that can be withdrawn
only at the submission of appropriate document
(Arseneau, 2015).