INF60010 System Analysis and Design of Swinburne Guru Consulting

This report presents a comprehensive system analysis and design for Swinburne Guru Consulting, an organization providing private coaching services. The analysis reveals that the company relies on conventional manual activities, leading to inefficiencies and scalability issues. Functional requirements, such as the lengthy booking process, are identified, along with security and availability concerns. The system design phase captures and graphically represents the information gathered during the analysis, including an event table, data flow diagrams (DFDs), and an entity-relationship diagram (ERD). The report covers the organization's background, scope, data dictionary, and process descriptions, utilizing online resources and databases for data collection. Ultimately, the study concludes that system analysis and design is an effective approach for identifying the current capabilities and limitations of Swinburne Guru Consulting's business system.

Running head: SYSTEM ANALYSIS AND DESIGN
System Analysis and Design of Swinburne Guru
Consulting Current System
Name of the Student
Name of the University
Author’s note

1SYSTEM ANALYSIS AND DESIGN
Executive Summary
The report reflects the system analysis and design of Swinburne Guru Consulting. The
organization are running their business from 2012 through conventional manual activities. Now,
the organization wants to eliminate the challenges and issues through various changes. The
analysis phase provide information like organizational processes are inefficient, business
processes are not scalable and many more. The functional requirement states that booking
process is lengthy. The current system has issues with security and availability. The system
design captured and graphically presented the information collected in analysis phase.

2SYSTEM ANALYSIS AND DESIGN
Table of Contents
Introduction:....................................................................................................................................3
Organization Background:...............................................................................................................3
Scope:..............................................................................................................................................6
Documentation:................................................................................................................................8
Conclusion:....................................................................................................................................10
Bibliography:.................................................................................................................................11
Appendices:...................................................................................................................................14
Appendix 1: Event Table...........................................................................................................14
Appendix 2: DFD Fragments.....................................................................................................15
Appendix 3: Context Diagram...................................................................................................16
Appendix 4: Level 0 and 1 DFD................................................................................................17
Appendix 5: ERD......................................................................................................................18

3SYSTEM ANALYSIS AND DESIGN
Introduction:
System analysis is the activity of gathering and understanding the facts, recognizing the
problems as well dividing the system into various components. The system analysis allows the
analyst to identify the purpose of the system along with its requirements. The system design, on
the other hand, refers to the process of altering the present system through defining system
components for satisfying the particular requirements. The report is created to understand the
aspects of current system of Swinburne Guru Consulting. The report also provides a good
visualization of current system components through various designs. The report is divided into
two parts mainly. The first part is analysis and second part is designing. The organization
background, current system scope, data dictionary and process description provides adequate
amount of idea to generate models. In the second stage, ERD, DFDs and Event table is created.
In order to create the report, various online blogs, google scholar and similar databases has been
used for collecting data.
The report provides the system analysis and design details based on the case study of
Swinburne Guru Consulting. The organization is currently having a lot of manual process. The
issues of the current system is making the organization slow and inefficient. That is system
analysis and design approach is taken into consideration so that gaps and issues can be properly
identified.
Organization Background:
Business Overview: The business name is Swinburne Guru Consulting and it provides
private coaching to organization employees or individual clients. The organization was
established in January, 2012. Currently the organization is located at Hawthorn region. The

4SYSTEM ANALYSIS AND DESIGN
owner of the business is Emily Sodapop. The main service is provided by Emily herself and a
group of coaches who work based on sessions. There are also various coaches who work as sub-
contractors. The bookkeeper is responsible for handling the payments and invoices. The
organization currently occupies a very basic website. The website has static pages that only
provides predefined information to the user.
Challenges: The first challenge that Swinburne Guru Consulting facing is hiring and
retaining right staff. In case the organization does not have a specific skilled coach, it starts
finding one. In order to satisfy the customer, the organization often hire inefficient or irritating
person. No matter how much knowledge a coach has if the coach is not well behaved then client
is going to be ultimately unhappy of the service.
The second challenge is use of right technologies. This is a huge challenge for Swinburne
Guru Consulting. The organization currently have only manual processes. At present, most of the
organizations are focusing on implementing automated processes within business environment.
Swinburne Guru Consulting will have many issues in implementing the right ICT technologies
because they do not have any knowledge of ICT.
The third challenge is balancing the operational cost with the profit. As the organization
is growing, the processes are getting complex and bigger. More resources are required to
complete a process and thus operational costs are getting higher. However, the manual processes
cannot provide a more cost effective and productive solution.
The fourth challenge is competition. The competitors of Swinburne Guru Consulting are
using ICT for managing business and social media platform for creating strong bond with the

5SYSTEM ANALYSIS AND DESIGN
customer. The conventional processes of Swinburne Guru Consulting are not as productive and
accurate like automated and system monitored processes of competitors.
Issues: All the issues portrayed in the case study are authentic and related to the current
scenario of Swinburne Guru Consulting. The main issue is not having a facility to request
coaching assignment over internet. This issue is important because, the customers prefer booking
service over the internet rather than physically appearing at office or over the phone. The online
service is faster and effective.
The second most important issue is invoice matching. As the whole process is done
manually, there is a high chance of having invoices consisting of errors.
The third issues is lengthy coaching assignment booking processes. Frequent customers
have to go through every step in the booking processes, however, there is scope of reducing the
steps of booking.
Objectives and Constraints: The objectives of the current system are as following.
i. To collect information from client before accept coaching assignment request
ii. To store client data in a spreadsheet if the client is new
iii. Verifying the client data if the client is old
iv. Matching timing between client and coach
v. Collecting feedback from both the coach and client
vi. Making and receiving payments based on invoices
Constraints of the system are as following.
i. The system does not provide access from remote location

6SYSTEM ANALYSIS AND DESIGN
ii. The system cannot handle huge amount of data
iii. Processes are inefficient
iv. Back processes are done manually
Scope:
Functional Requirements: The functional requirements refers to the functions of the
system. The functional requirements of Swinburne Guru Consulting system are as following.
i. Booking Assignment: The client books coaching assignments through phone,
email or letter. The coaching assignment is booked based on the requirement of
client. Before confirm a booking, the representative must check if client is
blocked.
ii. Match Coach with Customer Requirement: The receptionist will analyze the
customer requirements and provide a concise requirement list to coach specialist.
Ahmed, coach specialist, will start matching the requirements with the existing
coaches. This match will include gender, cost, skills and more. If any coach with
required skill is not present, the request if put on hold.
iii. Recruiting: The organization recruit new coaches when specific skilled coaches
are not available. These recruitment process starts with advertisement mainly. The
coaches can also apply for job at the organization.
iv. Advertisement: In case coach with a specific skill is not available at Swinburne
Guru Consulting, the organization prints advertisements. The advertisement
consist of skills required and potential payment. The coach specialist will
interview the applicants and select the eligible ones.

7SYSTEM ANALYSIS AND DESIGN
v. Collect Payment: The bookkeeper sends invoices to the clients after the service is
complete. The client will verify the invoice and can contact if any issue remains
in the invoice. In case client never pays the amount, the organization contact debt
collectors and mark the client as blacklisted.
vi. Make Payment: The bookkeeper of Swinburne Guru Consulting makes payment
to coaches after client pays the service fee.
Non-Functional Requirements: The non-functional requirements, on the other hand,
entails how the functions are executed by the system.
i. Performance: The performance of the current system heavily impacts the
business. The system includes only manual processes, therefore the performance
is not efficient and accurate.
ii. Scalability: The current system is not scalable. If the organization experience
huge increase in client requests, the current resource and infrastructure would not
be able to handle the situation. In case, the request amount gets low then resources
are wasted.
iii. Availability: The system can be accessed from the office only. In case any of the
key staff is not available, then assignment booking request cannot be completed.
The system availability is very low as the system does not have any back system.
iv. Security: The security of the system is limited to office only. As the system does
not have any online transaction, the risk of threats is zero. However, the system
can have internal threats because if any file is stolen no one can know that.
v. Usability: The usability of the system is very low. The current system has very
low interaction quality.

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Techniques of identifying the use cases: Recognize candidate system actors is the first
step to identify use cases. The analyst will read the documentation of requirements and recognize
all the actors. It is important to consider external systems as actors. The actors of the use case
will interact with the system of Swinburne Guru Consulting.
Identification of goals of actors is the second step to the process. The use cases represents
the functionalities of the system. The actors has the goals of completing these functionalities. In
this step, the analyst may identify that many actors have the goal of completing a functionality.
The third step is recognition of candidate use cases. The use case may include various
scenarios, not just system functionalities. The analyst will select an initial name for describing
the candidate use case.
Identification of use cases within the case scenario is the fourth step. In this step, the
analyst recognizes the users of the system (actors) along with the roles of these actors. This way
the analyst can identify the use case list of the proposed system.
Documentation:
Logical Data Dictionary:
Attribute Aliases Definition Formula Update Frequency Range of
Values
coach_name Name The name
of the
coach
None 1. Unknown
2. The name will be
updated when coach
will provide proper
Not
defined

9SYSTEM ANALYSIS AND DESIGN
documentation
discounted_price Price The
payment to
be made
after
discount is
applied
Total cost
–
(Discount
percentage
* total
cost)
Daily $120 -
$1000
client_credit_amount Price The credit
amount
allocated
to each
employee
None New customer
registration
$200 -
$1000
Physical Design:
Entity Name: Client
Attribute Data Type Data Value Integrity
Constraint
Example
client_id int 11 Primary Key 101
client_name Varchar 100 None James Ronaldo
client_address Varchar 150 None 2/3, Main
Street,
Queensland
client_contact Varchar 50 None [phone]

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client_profession Varchar 100 None Floor supervisor
client_salary decimal 12,2 None 1500.00
client_credit_amount decimal 12,2 None 600.00
Key process Description: The key processes are described in the following section.
i. Book Coaching Assignment: The customer will inform the receptionist to book
coaching assignment of a particular skill. The receptionist and coaching specialist
will allocate a coach to the client.
ii. Make Payment: The customer will pay Swinburne Guru Consulting for the
service and Swinburne Guru Consulting will pay coach. All the payments are
done based on the invoices.
Lower Level Process Description: One lower level process is search for coach. This
process states that coaches with required skill will be searched. The coach specialist is
responsible for this task.
Conclusion:
From the above study, it can be concluded that the system analysis and design is a very
effective approach for identifying current capability of a business system. The proposed detailed
description of business analysis provided an in-depth understanding of current system. The
functional and non-functional requirements made the whole system scenario extremely clear.
The challenges and issues has been provided with concise description. The functional and non-
functional requirements covered most of the current system but it could not catch the reason of

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system inefficiency. The use case identification method has been properly described in the
report. The steps are very easy to understand. Each step has been elaborated with adequate
amount of information. However, the designs makes the analysis complete. The event table,
DFDs and ERD provided great information about the system.