Strategic Information for Bell Studio: Business Analysis Report

This report, prepared for Holmes Institute's HI5019 unit, analyzes Bell Studio's strategic information systems. It details the company's purchasing, cash disbursement, and payroll systems through data flow diagrams and system flowcharts. The report identifies internal control weaknesses within these systems, such as dependence on a single purchasing clerk, slow processes, and manual documentation, along with associated risks like inventory shortages, errors in financial records, and delays in payments. The analysis also addresses weaknesses in the payroll system, including inefficiencies in payment processes and potential data entry errors. The report concludes by summarizing the identified weaknesses and risks, emphasizing the need for Bell Studio to develop strategies and implement preventive measures to mitigate these issues and improve the efficiency and security of their operations.

Running head: STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
Strategic Information for Business and Enterprise
Name of Student-
Name of University-
Author’s Note

1STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
Executive Summary
This report deals with the case study of Bell Studio and the system of the Bell Studio
are explained from the perspective of the business analyst of the organization. Three
systems of the organization are described in this report along with their data flow
diagrams and the system flowchart diagrams. There are also weakness in the system
and those weakness are also identified along with the related risk that might occur
because of the weaknesses.

2STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
Table of Contents
Introduction........................................................................................................................3
Data Flow Diagram of Purchases and Cash Disbursements Systems.............................4
Data Flow Diagram of Payroll System...............................................................................5
System Flowchart of Purchases System...........................................................................6
System Flowchart of Cash Disbursements System..........................................................7
System Flowchart of Payroll System.................................................................................8
Internal Control Weakness and Risk Associated..............................................................9
Conclusion.......................................................................................................................10
Bibliography.....................................................................................................................11

3STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
Introduction
Analysing a business is the work of business analyst, and a business analyst
analyses the domain of business in an organization as well as documents the
processes and the system that are included in the organization. The business analyst
also helps to access the model of business along with the integration of the technology.
This report deals with the business process of Bell Studio who deals with the art
supplies. The company is a wholesaler for supplying art materials. The organization
imports their materials from different countries. As a business analyst of Bell Studio, this
report is to be presented to the Chief Operating Officer so that the processes of the
business can be evaluated and also the risks and the of the processes can evaluated.
This report deals with different processes that are carried out in Bell studio and are
structured as data flow diagram and system flowchart. All the details are reported in the
section below.

4STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
Data Flow Diagram of Purchases and Cash Disbursements Systems
Figure 1: Data Flow Diagram of Purchases and Cash Disbursements Systems
(Source: Created By author)

5STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
Data Flow Diagram of Payroll System
Figure 2: Data Flow Diagram of Payroll System
(Source: Created By author)

6STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
System Flowchart of Purchases System
Figure 3: System Flowchart of Purchases System
(Source: Created By author)

7STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
System Flowchart of Cash Disbursements System
Figure 4: System Flowchart of Cash Disbursements System
(Source: Created By author)

8STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
System Flowchart of Payroll System
Figure 5: System Flowchart of Payroll System
(Source: Created By author)

9STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
Internal Control Weakness and Risk Associated
System Internal Control
Weakness
Risk Associated
Purchasing System 1. Dependent on the
purchasing clerk.
1.1 Takes much time to
complete the work and as
the system is dependent
only on the purchasing
clerk, absence of clerk
might stop the process
totally (Hockerts 2015).
2. The process is too slow. 2.1 The risk associated
with slow process is that
the inventory of the
business might remain
empty for large interval of
time and that might lose
customer.
3. Contains many
documentation (Haynes
2015).
3.1 As all the processes
are done manually, there
might be some mistake in
documenting the system or
completing the system.
Cash Disbursement
System
1. There might be mistake
in writing the cheques as it
is done manually.
1.1 Risk of monetary loss
for the organization.
2. Encashment of cheque
is a long time process
2.1 Cannot satisfy
employees as paying
salary in this company is a
long time process (Upward
and Jones 2016).
3. Files might get
misplaced that are related
to cheques paid (Woerkom
et al. 2016).
3.1 Leger might not be
matched while calculating
yearly expense and that
will lead to wrong budget
calculation.
Payroll System 1. Check is also to be paid
to the bank for imprest
account. This is an extra
burden.
1.1 Extra-long time taken
to complete the payroll
process (Korableva and
Kalimullina 2016).
2. Making copies of
voucher and payroll
register might result in
mistake (Wellin 2016).
2.1 Human risks of
conducting traditional
approach of business
operations (Safari, Faraji
and Majidian 2016).
3. The employee’s entry 3.1 Risk of not completing

10STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
time and the exit time in
the system might not be
correct (Quirke 2017).
the time of office hours in
the company. This might
result in low productivity
(Luftman, Lyytinen, and Zvi
2017).
Conclusion
The above stated report details the different systems that are carried out in Bell
Studio. The above report is to be presented by the business analyst of the organization
to the Chief Operating Officer so that the processes of the business can be evaluated
and the risks can be identified. The processes or the subsystems that are identified in
this report are the purchase system, cash disbursement system, and the payroll system.
The above report states the data flow diagram of the purchasing system, cash
disbursement system and the payroll system. This report also shows the system
flowchart of the above stated systems. There are internal weakness in the subsystems
and those are also identified in this report along with the risks that might occur with the
weakness in the subsystem. All the details of the risks, the details of weakness that are
carried out in the system of Bell Studio are explained in a tabular form. From the stated
weakness and risks identified, the organization can make strategies to mitigate them
and take preventive measures accordingly.

11STRATEGIC INFORMATION FOR BUSINESS AND ENTERPRISE
References
Haynes, P., 2015. Managing complexity in the public services. Routledge.
Hockerts, K., 2015. How hybrid organizations turn antagonistic assets into
complementarities. California Management Review, 57(3), pp.83-106.
Korableva, O.N. and Kalimullina, O.V., 2016, September. Strategic approach to the
optimization of organization based on BSC-SWOT matrix. In 2016 IEEE International
Conference on Knowledge Engineering and Applications (ICKEA) (pp. 212-215). IEEE.
Luftman, J., Lyytinen, K. and Zvi, T.B., 2017. Enhancing the measurement of
information technology (IT) business alignment and its influence on company
performance. Journal of Information Technology, 32(1), pp.26-46.
Quirke, B., 2017. Making the connections: using internal communication to turn strategy
into action. Routledge.
Safari, H., Faraji, Z. and Majidian, S., 2016. Identifying and evaluating enterprise
architecture risks using FMEA and fuzzy VIKOR. Journal of Intelligent
Manufacturing, 27(2), pp.475-486.7
Thompson, J.D., 2017. Organizations in action: Social science bases of administrative
theory. Routledge.
Upward, A. and Jones, P., 2016. An ontology for strongly sustainable business models:
Defining an enterprise framework compatible with natural and social
science. Organization & Environment, 29(1), pp.97-123.
Van Woerkom, M., Mostert, K., Els, C., Bakker, A.B., De Beer, L. and Rothmann Jr, S.,
2016. Strengths use and deficit correction in organizations: Development and validation
of a questionnaire. European Journal of Work and Organizational Psychology, 25(6),
pp.960-975.
Wellin, M., 2016. Managing the psychological contract: Using the personal deal to
increase business performance. Routledge.