System Analysis: Enhancing Purchase Management System in ABC Org

This report provides a comprehensive system analysis of the purchase management system within ABC Organization, a real estate business founded in 1991. It details the organization's background, current challenges, and a proposed plan for deploying a new purchase management system to improve efficiency. The report includes a time management plan with a work breakdown structure, PERT chart, and Gantt chart. Fact-finding methods, organizational charts, and an 'AS IS' process description are used to understand the current state. Recommendations are made to top management, emphasizing data integrity and system reliability. The report concludes with a review of the project's objectives, scope, and potential benefits, highlighting the importance of system analysis in achieving a competitive advantage.

Running head: SYSTEM ANALYSIS
System Analysis
Purchase management system of ABC organization
Name of the student:
Name of the University:
Author Note

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SYSTEM ANALYSIS
Abstract
The report provides insights on the efficiency of information system for organization. The
deployment of the purchase management system for ABC organization has been described in
this report. The description in the report has been done with the help of the some illustrations
and tables.

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SYSTEM ANALYSIS
Table of Contents
Introduction................................................................................................................................3
TASK 1: Organisation Background...........................................................................................3
TASK 2: Time Management Plan..............................................................................................3
TASK 2.1: Work Breakdown Structure.................................................................................4
TASK 2.2: Task-Sequencing Approaches.............................................................................6
PERT Chart........................................................................................................................6
Gantt chart..........................................................................................................................6
TASK 3: Fact-Finding................................................................................................................7
TASK 4: Organisation Chart......................................................................................................8
TASK 5: “AS IS” Process..........................................................................................................8
TASK 6: Report to Top Management........................................................................................9
Objective of the project..........................................................................................................9
Background..........................................................................................................................10
Process undertaken...............................................................................................................10
Scope of the project..............................................................................................................10
Recommendations to Top management...............................................................................10
TASK 7: Presentation/Report Structure...................................................................................10
Conclusion................................................................................................................................11
TASK 8: Bibliography.............................................................................................................12

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SYSTEM ANALYSIS

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SYSTEM ANALYSIS
Introduction
System analysis is very important for the organizations looking to thrive for reaching
a stage that would be providing them with a competitive advantage over their competitors in
the market. The report is used for the description of the purchase management system of the
ABC organisation. Purchase is an important process for the organization that would be
helpful for the organization in the utilization the procurement facility so that they can
increase the production efficiency.
TASK 1: Organisation Background
The ABC organization is real estate business organisation founded by Mark Austin in
1991. They are also involved with the construction of building small and big in size. The
organization is based in Australia with their headquarters in Melbourne. They also take up
government building projects.
TASK 2: Time Management Plan
For the time management plan of the project involving the deployment of the
purchase management system, the details of the tasks involved in the project are to be
designed and a schedule within the designed tasks are to be completed. The time management
plan for the deployment of the purchase management system is provided below:

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SYSTEM ANALYSIS
The tools used for the development of the time management plan are a work break
down structure, Gantt chart and PERT Chart.
TASK 2.1: Work Breakdown Structure
The work breakdown structure provides the details of the activities that are to the
performed in the project for the completion of the project and the duration of the project. The
work breakdown structure provided below would be providing details of the start and the
finish date and the predecessors for each tasks to be computed successfully in the project.
Task Name Duration Start Finish Predecessors
Deployment of Purchase
management system for ABC
organization
77 days
Wed 14-08-
19
Thu 28-11-
19
Project initiation phase 13 days Wed 14-08-19 Fri 30-08-19
Project Budget 4 days Wed 14-08-19 Mon 19-08-19
Schedule management 3 days Tue 20-08-19 Thu 22-08-19 2
Developing communication plan 2 days Fri 23-08-19 Mon 26-08-19 3
Developing risk management
strategies
4 days Tue 27-08-19 Fri 30-08-19 4
Project planning and designing 21 days Mon 02-09-19 Mon 30-09-19
Designing project documentation 3 days Mon 02-09-19 Wed 04-09-19 5
Legal constraints development 11 days Thu 05-09-19 Thu 19-09-19 7
Project quality and planning 7 days Fri 20-09-19 Mon 30-09-19 8

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SYSTEM ANALYSIS
development
Project development, integration
and testing
37 days Tue 01-10-19 Wed 20-11-19
Documenting technical
specification
11 days Tue 01-10-19 Tue 15-10-19 9
Documentation of functional and
non-functional specification
8 days Wed 16-10-19 Fri 25-10-19 11
Project implementation 10 days Mon 28-10-19 Fri 08-11-19
System testing 4 days Mon 28-10-19 Thu 31-10-19 12
Database testing 6 days Fri 01-11-19 Fri 08-11-19 14
Project monitoring 8 days Mon 11-11-19 Wed 20-11-19
Checking project objectives in
details
4 days Mon 11-11-19 Thu 14-11-19 15
Final design 4 days Fri 15-11-19 Wed 20-11-19 17
Project closure 6 days Thu 21-11-19 Thu 28-11-19
Post project review 2 days Thu 21-11-19 Fri 22-11-19 18
Project team sign off 1 day Mon 25-11-19 Mon 25-11-19 20
Final project implementation 3 days Tue 26-11-19 Thu 28-11-19 21

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SYSTEM ANALYSIS
TASK 2.2: Task-Sequencing Approaches
PERT Chart
The pert chart provides the details of the tasks that are to be performed in the project
and the expected time required for the completion of the project. With the help of the pert
chart the project can be completed within least time and the details of the tasks for the
purchase management system deployment project is described in the pert chart designed
below:
Gantt chart
The Gantt chart provides the details of the tasks to be completed weekly and the
quarterly. The chart provides the details for the achievement of project millstones so that
project team would be able to keep track of the progress of the project from the Gantt chart.
The Gantt chart of for the purchase management system deployment project is decribed.

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SYSTEM ANALYSIS
TASK 3: Fact-Finding
Fact-finding is very important for the development of the project. This helps the
project developers in understanding requirements of the project. For the current project a set
of questionnaires have been developed and the employees of the purchase department have
been made to answer them to gain information of the business of the organization. The set of
questionnaire defined below has are directed towards the employees of purchase department:
 What the current problems in the organization?
 How will the automated system benefit the organization?
 What are the data integrity facility that would be implemented in the system?
 How will the employees of the department benefit from the deployment of the
project?

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SYSTEM ANALYSIS
TASK 4: Organisation Chart
The organizational chart provides the details of the hierarchy in the organization and
it is important for the project team members and the staffs of the organization to have
knowledge of the organizational chart of their organization. The project approval is
performed according to the organizational chart. The organizational chart of ABC
organization is provided below:
TASK 5: “AS IS” Process
The As-IS process is used for the description of the current procedures followed in the
organization.

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SYSTEM ANALYSIS
The process starts with the analysts performing a research on the vendors from whom
the raw materials for the development of a system is done. After the vendor is identified, the
purchase manager approves the purchase. After the purchase is approved by the purchase
manager the balance for the organization is checked. Again the purchased manager is
requested for approval for proceeding with the purchase. After the approval the purchase is
continued.
TASK 6: Report to Top Management
Objective of the project
The main objectives of the project are:
 To provide an easy procurement method
 To make the procurement process automated

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SYSTEM ANALYSIS
 To reduce the time taken for the procurement process
Background
The current process of procurement involves repeated approvals from the purchase
manager and the higher authorities and a lot of time is wasted. Hence the organization is
looking for a solution that would reduce the time and increase the overall efficient of the
business of the organization.
Process undertaken
For the improvement of the business, process of the organization is to done with the
implementation of a purchase management system.
Scope of the project
The scope of the project are:
 Provide information of the vendors currently in contact of the organization.
 Provide searching options for the purchasing analyst
 Provide balance information to the staffs of the organization.
Recommendations to Top management
The following recommendation are provide to the top management:
 Data integrity: It is recommended to the organization that the data integrity is
maintained so that the organization does not lose any data also keep track of their data
so data theft can be prevented.
 Reliability: The system developed should be reliable enough so that they performance
of the business process is not hampered for the organization.
TASK 7: Presentation/Report Structure

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SYSTEM ANALYSIS
The report contains the details of the organization and provides information on the
current problems faced by the organization. As a resolution a purchase management system
deployment project has been suggested to the organization and the plan for the deployment of
the project has been provided in the report.
Conclusion
For conclusion it can said that the report has been used for the description of the
importance of system analysis and information system. The case study of ABC organization
has been selected here. The organisational background and problems with the current system
of the organization has been described in the report. Additionally, recommendations have
been provided for the organization for the maintenance of the system.

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SYSTEM ANALYSIS
TASK 8: Bibliography
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learning system, skill evaluation method thereof, and storage media storing the method. U.S.
Patent Application 14/536,624.
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handbook of expertise and expert performance. Cambridge University Press.
Kempton, T., Sullivan, C., Bilsborough, J.C., Cordy, J. and Coutts, A.J., 2015. Match-to-
match variation in physical activity and technical skill measures in professional Australian
Football. Journal of Science and Medicine in Sport, 18(1), pp.109-113.
Li, H. and Chen, H., 2017. Research on Skill Testing Standard of Marketing Major of Wuhan
City Vocational College. Creative Education, 8(02), p.202.
Ma, J., 2017, September. Design and Implementation of Mobile Learning System for
Soldiers’ Vocational Skill Identification Based on Android. In IOP Conference Series:
Materials Science and Engineering (Vol. 242, No. 1, p. 012119). IOP Publishing.
Noe, R.A., Hollenbeck, J.R., Gerhart, B. and Wright, P.M., 2017. Human resource
management: Gaining a competitive advantage. New York, NY: McGraw-Hill Education.