INF60010: System Analysis and Design Report for Swinburne Guru

This document provides a comprehensive system analysis and design for Swinburne Guru Consulting, addressing the challenges of its current manual processes. The report outlines the project background, scope, and requirements for a proposed automated information system, including both front-end (website) and back-end components. It details the system's objectives, constraints, and various data collection techniques such as interviews, surveys, and observations to gather information. Functional and non-functional requirements are specified, alongside stakeholder interests and user stories. The report also includes acceptance criteria, recommendations for development processes (cloud-based or in-house), project feasibility, and methodologies for system analysis, design, and implementation. Furthermore, it incorporates use case descriptions to illustrate system functionalities, culminating in a conclusion and references.

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Swinburne Guru
System Analysis & Design
6/1/2019

Swinburne Guru
Table of Contents
Introduction...........................................................................................................................................4
Project Background...........................................................................................................................4
Significance of System Analysis & Design.......................................................................................4
Purpose of Work................................................................................................................................4
Data Collection for Report.................................................................................................................4
Problems to be solved............................................................................................................................4
Scope & System Requirements (Proposed System)...............................................................................5
Description of Proposed System........................................................................................................5
Objectives......................................................................................................................................5
Constraints.....................................................................................................................................5
Data Collection Techniques...............................................................................................................5
Interviews......................................................................................................................................5
Surveys..........................................................................................................................................6
Observations..................................................................................................................................6
Functional Requirements...................................................................................................................7
Non-Functional Requirements...........................................................................................................7
Stakeholder Interests.............................................................................................................................8
User Stories...........................................................................................................................................9
Acceptance Criteria...............................................................................................................................9
Recommendations.................................................................................................................................9
Development Process........................................................................................................................9
Recommended Option.................................................................................................................10
Steps to Follow................................................................................................................................10
Project Feasibility............................................................................................................................11
Methodology for System Analysis, Design, and Implementation....................................................11
Modelling Approach & Technique..................................................................................................12
Management of Changes.................................................................................................................13
Use Case Descriptions.........................................................................................................................13
Brief Descriptions............................................................................................................................13
Intermediate Descriptions................................................................................................................14
Detailed Use Case Description........................................................................................................14
Conclusion...........................................................................................................................................15
References...........................................................................................................................................16
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Executive Summary
The document covers the system analysis and design aspects for the information system that
will be developed for Swinburne Guru Consulting firm. The document covers the background
to the project and the scope and project requirements for the proposed system. The
information on the methodologies for the project are also included in the document.
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Introduction
Project Background
Swinburne Guru Consulting is a private organization that provides coaching to organization
employees and private clients. The organization is based out of Hawthorn region and was
established in the year 2012. There are a number of challenges associated with the current
system that is followed at the organization. The system that is followed in the organization is
based on the manual processes and activities. There are operational and executional issues
that have been observed as a result. Also, there are issues in the recruitment and hiring of the
coaches. There are also challenges associated with cost management and handling the
competition.
The project includes the development of automated system for the organization to provide
resolution to the current set of issues.
Significance of System Analysis & Design
System Analysis & Design is the one of the significant phases involved in the process as the
system behaviour, properties, and dependencies get highlighted in this phase. Also, the
adequate designing of the system provides the ability to carry out the subsequent phases as
development, testing, and implementation adequately.
Purpose of Work
The purpose of the work is to highlight the project scope, project requirements, and the
implementation details for the proposed system.
Data Collection for Report
The data collection for preparing the report is done by referring to the previous assignment.
Also, the organization information and data was analysed to write the report.
Problems to be solved
There are three major issues that need to be resolved for the organization. These include
providing the customers with an online platform wherein they may book the services rather
than carrying out these booking over phone. The second problem that will be solved will be
the invoice generation system that will be automated. The reduction in the steps of booking is
another area that will be focussed upon.
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Scope & System Requirements (Proposed System)
Description of Proposed System
The proposed system will be an automated information system that will have a front-end and
a back-end. The front-end will be developed in the form of a website and the users will be
able to book for the coaching using the front-end. The invoice generation facility will also be
included in the system that will allow the customers to have the invoices ready and the
associated errors will be avoided as well. The back-end of the system will include the
database that will store the information and data sets and the processing will be carried out at
the back-end (Bhagwath and Math, 2016).
For the front-end of the system, the use of PHP as the programming language will be done.
This is because it will provide the required flexibility and scalability to the system. The back-
end of the information system will be developed using MySQL as the framework.
Objectives
 To gather the client information before the request for coaching assignment is
accepted
 To streamline the storage of the client data and information
 To verify the associated of the client with the organization
 To map the availability of the coach with the timeframe selected by the client
 To collect and analyze the feedback provided by the coach and client
 To manage the payments as per the invoice cycle
Constraints
 The system will shall be developed as per the cost and schedule constraints
 The system shall follow responsive web design methodology
Data Collection Techniques
There will be a number of data collection techniques that will be used to gather information
for the system.
Interviews
The interviews will be conducted with the employees and stakeholders of Swinburne
Consulting and the customers of the consulting firm will also be included.
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The interview process will take place in a series of steps. In the first step, the identification of
the candidates for the interviews will be done. The identification will be done as per the
system areas and needs. The perspective and needs of the customers will be different from the
employees of Swinburne Consulting. The representatives from all the user groups will be
selected along with the market experts, senior management of the organization, and internal
and external stakeholders. Once the identification process will be done, there will be
interview questions that will be designed. These questions will be designed to determine the
user perspective for all of the system modules and areas. The interview location and time will
be finalized followed by the communication to the concerned parties regarding the interview.
There will also be reminders sent to these parties before few days of the interview sessions.
The interviews will take place as per the location and time finalized and the interviewer will
ask the questions from the interviewee. The response will be recorded with the aid of
automated recorders and the information will be analysed thereafter.
Surveys
The second technique that will be used to collect the data sets will be surveys and
questionnaires. There will be surveys conducted to determine the perspective of the
customers and the employees associated with the consulting firm. The customers will include
the coaches as well the clients willing to attend the sessions. The use of the technique will
allow the collection of the data sets from a large number of users in a short span of time.
The surveys will include the set of questions that will be designed to cover the customer
expectations along with the requirement areas, such as user, business, functional, and non-
functional requirements. The customers will be required to provide a score for each question
and the cumulative response will be determined to understand the customer requirements.
These details will be used in the system design and development phases.
Observations
The third technique that will be used to collect the data sets for the system will be
observations. The observation of the current system followed at Swinburne Consulting firm
will be done to understand the workflows. There are manual processes that are followed at
the organization. However, the observations will provide the ability to understand the
associated flaws and weaknesses and the system design and development activities will be
carried out accordingly.
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The development of the requirements will be done as per the information gathered using
these three information collection techniques.
Functional Requirements
The following requirements will be included for the system:
 The users shall be provided with the ability to log in to the system with the user types
as client, coach, and admin.
 The system shall allow the clients to book a coaching session online by selecting the
details online.
 The system shall assign a coach to the session booked by the client as per the coach
availability and the timeframe selected by the client.
 The system shall provide automated invoices as per the payments made by the clients.
 The system shall determine the availability of the coach and shall accept the client
requests accordingly.
 The website shall display the advertisements posted by the organization and the
coaches shall be able to contact the organization as per the advertisement details.
 The system shall provide an option to the users to submit the feedback.
 The logout functionality must be included in the system.
Non-Functional Requirements
There are a number of non-functional requirements that shall also be met in the system.
 The system shall provide enhanced security to the data and information of the users
and the system itself. There are numerous security and privacy risks that these
systems will be exposed to. The system shall have the security controls and tools
integrated so that the risks and attacks do not occur (Lakshmi and Begum, 2011).
 The system shall be reliable and it shall provide the valid and updated information to
the users at all times.
 The system shall remain available and accessible to the users 24x7.
 The system shall display enhanced performance and the system response time shall be
low at all times.
 The system shall show enhanced usability.
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Stakeholder Interests
Stakeholder Interests Interest Level Impact Level Contribution
Level
Project Sponsor
– Swinburne
Consulting
Project progress,
end-product,
distribution of
funds, project
deliverables
High High Moderate
End-users of the
system – clients
and coaches
End-product and
working sets of
product
High High Low
System Admin End-product and
working sets of
product
High High Moderate
Vendors and
Suppliers
Project
requirements –
tools and
materials
Moderate Moderate High
Project Manager Project
requirements,
project funds,
customer
expectations,
project data,
business case,
customer
comments
High High High
Project Team Project
requirements,
project funds,
customer
expectations,
project data,
business case,
Moderate Moderate High
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customer
comments
User Stories
The system users will be classified in three types as clients, coaches, and admin. The client
will be the users that will wish to book a coaching session through the system and will pay
for the same. The coaches will be the ones that will provide these sessions to the clients. The
admin will be the super user that will have access to all of the client data and information.
The user stories for the three user types are listed below.
 As a client, I would like to have the ability to book a session through the system so
that the time spent in booking is reduced.
 As a coach, I would like to view the sessions and requests assigned to me so that I
may plan my schedule accordingly.
 As an admin, I would like to have access to the user accounts and information so that
I can grant permissions and access rights accordingly.
Acceptance Criteria
 The system shall provide secure login and logout functionality to all the users.
 The system shall protect the user information and shall include authentication
measures.
 The system shall be in sync with the back-end.
 The system shall include the functional requirements and specifications.
Recommendations
Development Process
There are different development processes that the organization can follow for the proposed
system.
Cloud-based system is one of the recommended options. In this case, the system will be
available on the cloud platforms and the cloud services will be used to provide the users with
the system functionalities and features. There are numerous delivery and development models
included in the system as Software, Platform, and Infrastructure as a Service for delivery and
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private, public, and hybrid clouds (Caelli, 2012). The IaaS and hybrid cloud platforms can be
used for this case. There will be numerous advantages that will be provided in terms of
sharing of resources, cost-effectiveness of the process, and enhanced scalability. Security is
one of the major risks that may occur.
Another option that may be considered is the development of the system from scratch and the
use of in-house development for the same. There will be numerous advantages that will be
provided in this case as the requirements will be included as per the specifications and the
adherence to the internal policies and protocols will also be maintained. However, there will
be more time that will go in the development process. Also, the organization does not have
the skills and infrastructure to carry out the development work. As a result, the overall costs
associated with the process may go up.
There are also customized off the shelf software available which may be used. These will be
ready to deploy with certain minor changes. Also, the costs associated with these packages
will be low as compared to the in-house development. However, there may be ownership
issues and security issues that may emerge in this case.
The development process may be carried out internally as suggested in the in-house
development approach explained above. The pros and cons of the method are also highlighted
above. In the case of external development, there are security and privacy risks that will
increase.
Recommended Option
The option recommended for the organization is to make use of cloud-based system with
external development by the cloud vendors. The option is recommended as the technology is
in-trend and will support the emerging technological concepts. There will be enhanced
scalability and flexibility that will also get associated with the system as a result.
The security and privacy concerns can be controlled with the integration of security tools and
controls. There shall also be security audits and reviews that shall be conducted to keep a
check on the security and privacy issues (Jenkins, 2014).
Steps to Follow
The steps that the organization shall follow to incorporate cloud-based system is the use of a
phased approach. As per this approach, the initiation process shall be conducted in which the
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needs of the system shall be determined. The cloud vendors shall be analysed and selected in
the next stage.
The procurement and contractual processes shall be completed with the cloud vendors. It
shall then be followed by the development and implementation of the cloud services and
platforms. The validations and verification processes shall be synced so that the customer
expectations are met.
Project Feasibility
The project feasibility is carried out on different aspects.
The first is the technical feasibility. The option that is recommended for the system is the
incorporation of the cloud-based system. The system will be managed and developed by the
cloud vendor and it will be deployed for the organization. The technical compatibility,
configurations, and installations will be done by the vendor. Therefore, the system will be
feasible from the technical point of view.
The next is the operational feasibility. The resources will be provided with the trainings on
the system that will be developed for the organization. The operational continuity will be
maintained as a result and the associated errors will be avoided. Therefore, the system will be
feasible.
The economic feasibility has been determined on the basis of project costs and cost-benefit
analysis. The costs will be distributed in such a manner that the project sponsor, that is,
Swinburne Consulting firm manages to handle the same. Therefore, the project will be
feasible from the economic aspect also.
Methodology for System Analysis, Design, and Implementation
There are numerous methodologies that are available for the development, analysis, design,
and implementation of the system.
The methodology that is recommended for this case is the agile methodology using Scrum
development. This methodology is recommended as it is an adaptive methodology. Currently,
there are manual systems and activities used at the organization. The requirements and
specifications currently provided by the sponsor may change in the later stage. It is because
this is the first such system that is being implemented at the organization. The agile methods
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will provide the required degree of flexibility and adaptability to handle the project changes
(Jindal, 2016).
Also, the end-users, that is, the clients and the coaches will be kept involved in the system at
all times. There will be interactions done with the end-users and the improvements will be
made accordingly.
The traditional approaches, such as the Waterfall approach for system analysis, design, and
implementation does not offer this feature. It provides a sequential set of steps that are
followed and the customer interaction is done in the last stages of the process. The
implementation of the changes is also difficult in this case. On the other hand, the agile
methods will provide the ability to keep a track of the changes and will incorporate the same
(Rajasekaran, 2015).
The Scrum method of design, development, and implementation will carry out iterative and
incremental developments. These will be done in a series of sprints. These sprints will
include the sub-sets of the system requirements and the short-term goals will be set up.
Modelling Approach & Technique
There are a number of different techniques and approaches that can be used for system
modelling and analysis. The modelling approach that is recommended for this case is object-
oriented modelling and analysis. In this case, the modelling will be done in an incremental
manner and there will be iterations allowed during the process. The use of object models and
collaboration models will be done.
The other methodology that may be used is the structured method. However, that is based on
the sequential process and may not be able to handle the changes. The methodology will be
good at database and program implementation; however, the object-oriented approach will
provide the ability to implement the classes and the database implementations will be carried
out for the objects (Casella, 2009).
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Management of Changes
There will be a number of changes that will come up for the organization, technologies, and
the human resources involved with the organization. The management of these changes will
be essential as the ineffective management will lead to the emergence of the situations that
may not be possible to be controlled.
The changes in terms of techniques and technologies will include the replacement of the
manual systems with the automated systems. The workflows will be modified and there will
be introduction of new tools and techniques that will emerge. The changes shall be managed
by introduction of technical audits and reviews along with maintenance cycles. The technical
feasibility and compatibility checks shall be conducted at the initiation stage itself.
The next will be the management of the changes for the people. These changes shall be
managed and handled using numerous phases. The phases shall include the identification of
the changes in the first step. The planning of the changes shall be conducted next followed by
their treatment and management (Martinsuo and Hoverfalt, 2018).
The changes will appear for the employees and management of the organization and there
shall be trainings organized for the employees and the managers. These training processes
shall focus on the operational and managerial aspects.
Use Case Descriptions
Brief Descriptions
 Login: The user shall be able to log in to the system in a secure manner. The user
types shall be client, coach, and admin.
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 Book an assignment: The client shall be able to book a session through the system.
 Generate Invoice: The system shall generate invoices as per the client payments.
 Assign Coach: The system shall assign coach as per the requests placed by the client.
 Search for coach: The system shall search a coach matching with the skills requested
by the client.
 Cancel an assignment – The client cancels an assignment.
 Verify coach – The verifier verifies the details of the coach.
 Make Payment – The client makes payment after assignment is done.
 Generate payment reminder – If payment has not been done then system shall
generate a reminder.
Intermediate Descriptions
 Book a session
o The user shall be able to access the system by logging in.
o If the user enters valid credentials then the user shall be provided with access
to the home screen.
o The user shall be able to access the session details
o The user shall be able to book the session
 Generate Invoice
o The user shall be able to access the system by logging in.
o If the user enters valid credentials then the user shall be provided with access
to the home screen.
o The user shall be able to access the session details
o The user shall be able to book the session
o The system shall generate invoice as per the payment made by the user.
 Assign coach
o The system shall check the availability of the coach as per the client request
o If the coach is available then the coach shall be assigned to the request
o Else another coach shall be approached
Detailed Use Case Description
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Use Case Book a Session
Summary The client shall be able to book a session through the system
Associated Use Cases Login, Generate Invoice
Pre-Conditions The user is already logged in the system.
Post-Conditions The invoice shall be mailed to the user.
Steps 1. User enters the required skills.
2. System searches for the matching coach (A1).
3. System assigns a coach to the user.
4. System creates an assignment record.
Exceptions A1: If suitable coaches are not available, then system asks for a
pre-defined time to search a coach. If client agrees then system
keep the request on hold else client cancels the request.
Activity diagram
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Sequence diagram
Conclusion
The project includes the development of automated system for the organization to provide
resolution to the current set of issues. The proposed system will be an automated information
system that will have a front-end and a back-end. The front-end will be developed in the form
of a website and the users will be able to book for the coaching using the front-end. The
option recommended for the organization is to make use of cloud-based system with external
development by the cloud vendors. The option is recommended as the technology is in-trend
and will support the emerging technological concepts. There will be enhanced scalability and
flexibility that will also get associated with the system as a result.
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References
Bhagwath, S. and Math, D. (2016). Distributed Systems and Recent Innovations: Challenges
Benefits and Security Issues in Distributed Systems. Bonfring International Journal of
Software Engineering and Soft Computing, 6(Special Issue), pp.37-42.
Caelli, W. (2012). Security in Open and Distributed Systems. Information Management &
Computer Security, 2(1), pp.18-24.
Casella, F. (2009). Object-Oriented Modelling of Power Plants: a Structured Approach. IFAC
Proceedings Volumes, 42(9), pp.249-254.
Jenkins, R. (2014). Hybrid Public Private Cloud Computing for the Media Industry. SMPTE
Motion Imaging Journal, 123(3), pp.56-59.
Jindal, D. (2016). Review of Agile Project Development Technique. International Journal Of
Engineering And Computer Science.
Lakshmi, V. and Begum, S. (2011). Security Issues & Controls in Cloud Computing. Indian
Journal of Applied Research, 1(5), pp.38-40.
Martinsuo, M. and Hoverfalt, P. (2018). Change program management: Toward a capability
for managing value-oriented, integrated multi-project change in its context. International
Journal of Project Management, 36(1), pp.134-146.
Rajasekaran, V. (2015). Issues in Scrum Agile Development Principles and Practices in
software development. Indian Journal of Science and Technology, 8(35).
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