Information System Report Part B: Eat Organic Food System Analysis

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“Eat Organic Food”
Information System
(Part- B)
2

Contents
An Executive Summary.............................................................................................................4
Fact-finding techniques..............................................................................................................5
Questionnaires............................................................................................................................7
Use-Case diagrams.....................................................................................................................9
Brief Use-Case diagram...........................................................................................................12
Full Use-Case diagram.............................................................................................................13
Activity diagram.......................................................................................................................14
E-R diagram.............................................................................................................................15
Database Schemas....................................................................................................................16
Sample Data.............................................................................................................................17
Codes format............................................................................................................................18
System Sequence diagram........................................................................................................19
Software option and Recommendations...................................................................................21
Conclusion................................................................................................................................22
References................................................................................................................................23
Appendix..................................................................................................................................24
Figure 1 Use Case of placing an order.....................................................................................11
Figure 2 Full use case diagram of system................................................................................12
Figure 3 Activity diagram........................................................................................................13
Figure 4 ERD of system...........................................................................................................14
Figure 5 Sequence diagram......................................................................................................18
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An Executive Summary
To create the new information system it is very necessary to find out the more facts and
information about the existing system. Report A has given the overall system vision
document, organisational chart and work breakdown structure.
This report focuses on the working of each sector in the existing system. The report starts
with describing various fact-finding techniques which can be used to extract information.
Questionaries were conducted with workers of the different sector to know in detail about the
system. Individual use-cases help in understanding the functionality of each actor in the
system. Brief use case takes one of the activity and describes its functionality and full use-
case diagram help in finding the relationship between actor and task. Similarly, activity
diagram, sequence diagram and ER diagram help to understand the task. Database schema
with sample data is prepared to identify the database. Lastly, the report gives a conclusion
with a system recommendation.
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Fact-finding techniques
It is the process of collecting crucial information and gathering data about the project and
system. The responsibility of identifying the actual requirement in the project is of System
Analyst. This process is carried out at the early stage of SDLC so that proper tools which are
drawn from information can be applied. It is tested on the basis of three process facts and data
extracted, functions to perform process and user interface for the designs.
Research - It is a technique which is used for examining the application. Research helps in
investigation and study of sources to identify the problem and establish a new conclusion.
Research is generally conducted in the situation to counter the problem which is already
solved.
Site Visit – It is the part of research fact-finding. In this technique, the use of www and
Internet is taken into use. The analyst takes help of online journal, e-books and online
databases.
Interviews – The most used technique used is Interview, it is generally conducted to verify
the data and information collected. It helps to gather feedback and opinions. The interview
can be conducted in two ways – Structured and Unstructured.
Prototyping - This technique is used when the organisation uses model and prototype during
the execution of the process. System analyst samples the small and distinct working model. It
is used to test the system.
Observation – This technique can be used when the analyst takes part in the activity of the
organization. Observation includes a thorough observation of the day to day activity
happening in the system. They study the overall flow of work process.
Questionnaires – It is a technique in which various questions were put up in front of people.
It is used to cover a large number of participant. It helps in saving time because the analyst
does not interview individual partner just question is presented and the participant has to
answer either open end or closed end questions. These techniques help to analyse and
respond quickly.
Joint Requirement Planning (JRP) - It is a technique in which a group of people meet to
identify and solve the problem. It helps to gather different opinions and the idea of people. It
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saves time and results are listed in tabular form. JRP is conducted between the manager,
client, stakeholders and sponsor.
Sampling and databases – This technique uses the sample to establish the fact. It helps to
organise the documentation. It collects a sample from diagrams and flowcharts
RAD – Rapid Action Development is used to respond very quickly and necessary action. It is
used to create mock-ups and tables.
Examining documentation – It is related to paper works which are used to legalise the
system and organisation. It makes use of forms, reports, various documents and files
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Questionnaires
A) Questionnaires presented to order taking a team
Questions Answer
Do you feel there is a need for a new system for the organisation?
What will be your opinion if the Internet becomes the centre for
handling databases?
What are the new things you want to implement to improve the
system?
B) Questionnaires presented to the production team
Questions Answer
How much production unit is produced on a daily bases?
Is sometimes lack of communication happening due to heavy
workload?
Yes/No
According to you what are the necessary steps should be
implemented to decrease the workload?
C) Questionnaires presented to the delivery team
Questions Answer
Sometimes does it happen you deliver an order to the wrong
customer?
Yes/No
How do you think such mistakes can be improved?
How many packets did you deliver per day?
D) Questionnaires presented to Accountant (Payment handler)
Questions Answer
Which system is better? Existing one or
the new system
To handle payment and keep track of every bill is difficult, Will
you be able to get comfortable if a new system is applied?
Yes/NO
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What are the technical problems you face in the system?
[Interview Plan is shown in the Appendices section.]
Use-Case diagrams
1) The owner (Ian Jones)
2) Customer
3) Delivery manager
4) Labour
5) Machine Operator
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6) Marketing head
7) Order taking team
8) The owner (Ruth)
9) Production and harvesting team
10) Payment handler(Accountant)
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Description of individual use case
Actor Use Case Description
Customer place the order
Customer order the
vegetables according to the
availability
The owner (Ian)
Planting, Harvesting and
watering
Checks the operation of the
machine
Promotion of business
It looks after all the activities
but mainly focuses on the
plantation activity.
It has production, machine
operator and marketing team
under it.
The owner (Ruth)
Take orders
Check the payment status
Delivery of order
Promotion of business
It looks after all the activities
concerning customer relation
Order taking team,
Accountant, Delivery, Labour
And Marketing team comes
under it
Production and harvest team Planting, harvesting and
watering
They are responsible for the
production and answerable to
the owner (Ian)
Order taking team
Take order
Planting, harvesting and
watering
They are responsible for
managing the order of the
customer. They are
answerable to the Owner
(Ruth).
Machine Operator
Checks the operation of the
machine
Delivery of order
They are responsible for
maintaining the machinery
present on the farm. They
report to the Owner ( Ruth
and Ian)
Accountant Check the payment status
Checks the payment made by
customer and answer to
Owner (Ruth)
Delivery Manager Delivery of order
They are responsible for the
delivery of the item to
customer and report to Owner
(Ruth)
Marketing head Promotion of business
Promote business and handles
marketing. Report to both the
owner.
Labour Lift the item They lift the heavy item from
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one place to another. They
are answerable to the delivery
manager.
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Brief Use-Case diagram
Figure 1 Use Case of placing an order
The above use-case diagram is used to understand the order placing activity happening in the
EOF system. The actors involved in the above use case are customer, CRM, Production team,
delivery manager and accountant. First of all, the customer places the order via phone.
Customer relation manager takes the order and checks the availability of the vegetables and
confirms the order to the customer. Next, it checks the status of the customer either they
belong to Regular or Standard for further processing. An accountant is informed about
customer status and regular customer is given a total discount of 20%. After confirmation of
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