System Analysis and Design of Mindy Hair: INF60010 Report

This report presents a system analysis and design for Mindy Hair, a business providing hair care products and services. The analysis identifies challenges such as manual processes and paper-based catalogues. The report outlines functional and non-functional requirements, including authentication, authorization, and scalability. It documents the system using techniques like user goal and CRUD methods, with data dictionaries, event tables, DFDs (Context, Level 0, Level 1), and an ERD. The study explores the business background, challenges faced, major problems, objectives, and constraints of the current system. The proposed IT solutions aim to enhance efficiency, improve data integrity, and provide better customer service, including an online information system for appointment booking and product selection. The report concludes by suggesting improvements that could be made to the current system.

Running head: SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
System Analysis and Design of Mindy Hair
Name of the Student
Name of the University
Author’s note:

1SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Executive Summary
The report reflects the process evaluation of a hair service providing organization. The report
only concentrate on finding the issues in the current process and generating IT solutions that can
make the processes accurate and effective. The system analysis shows that manual processes are
affecting the data integrity. The report shows data models of the current system which lets the
analyst identify the gaps like communication issue.

2SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Table of Contents
Introduction:....................................................................................................................................3
Business Background:.....................................................................................................................4
Challenges faced by Business......................................................................................................4
Major Problems for the Business.................................................................................................5
Objectives and Constraints of Current System............................................................................5
Scope:..............................................................................................................................................6
Functional Requirements:............................................................................................................6
Non-Functional:...........................................................................................................................7
Use Case Identification Techniques:...........................................................................................8
Documentation:................................................................................................................................8
Bibliography:.................................................................................................................................11
Appendices:...................................................................................................................................13
Event Table:...............................................................................................................................14
DFD Fragments:........................................................................................................................16
Context Diagram:.......................................................................................................................22
DFD Level 0:.............................................................................................................................23
DFD Level 1:.............................................................................................................................24
ERD:..........................................................................................................................................25

3SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Introduction:
System analysis and design can be defined as a process based on the analysis of
information systems that would be developed for any business system. These systems are being
developed for meeting with the defined scope of the business and a certain set of specific needs.
There are some critical steps that are followed during performing an analysis over the systems
and processes (Dennis, Wixom and Tegarden 2015). The use of system design and processes are
generally being utilized for the purpose of identification of business needs and proposing certain
systems meant to put an influence over the business processes.
In the presently discussed scenario focused over the development of a new system for
Mindy Hair, it can be discussed that the new system would help in structuring the present
business processes. During development of the project, the major responsibilities for the
development approach would be provided to the software engineers and Requirement Analysis
Modeling group who would be developing the systems (Alkhateeb et al. 2017). The basic plan of
the new project is to understand the present system and the areas in which improvements would
be required. Hence, the new system should be made after a primary analysis, designing the future
proposed tasks and develop the new platform. After the development of the system, they would
mainly be helped with understanding the preference of customers and also provide them with
recommendations towards new products.
The following parts of the report would thus discuss the background of the business for
Mindy Hair while also focusing over the challenges faced in the present system. Based on
understanding the present problems, the future prospects of designing of the new system would
be discussed. The research would also focus over the scope and document the different DFDs
based on the workflows for the system. However, the collection of data and information for

4SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
presenting the report have been based on secondary research by understanding the use of
information systems to improve present business conditions.
Business Background:
Mindy Hair as a business provides different hair care products and services to their
customers. The current business systems at Mindy Hair helps in supporting customers by making
appointments for customers. Hair specialists would suggest different hair solutions to customers
based on their suitability (Plinta and Krajčovič 2015). The system employs manual methods for
their catalogue services. Each customer is allocated to a specific time period for treatment and
then a hair stylist would be assigned for them. Customers can make their payment through credit
card, cash or debit card and these would be made after they would leave the salon. The business
also provides loyalty services and special discounts to customers in order to gain their attention
for the future.
Challenges faced by Business
The certain challenges that are faced by the business are discussed as:
i. The catalogue service is entirely paper based and thus creates a challenge for the
customers to list products that would be needed by them.
ii. The system of booking appointments is based on SMS systems, which requires
staff to previously require phoning to customers in order to book appointments
based on their confirmation.
These challenges can be considered as critical as the entire process is based on handling a
manual system (Onsongo and Muturi 2015). Hence, challenges are focused over maintaining

5SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
consistency in maintaining the appropriateness of maintaining customer information and
assigning them with appointments.
Major Problems for the Business
The three major kind of business problems faced by Mindy Hair are discussed as:
i. The process of booking for an appointment is based on making phone calls to the
officials who would then select a date for the customer.
ii. The system of making payments to staff is based on a manual process based on
information gathered within the system (Chen 2015). However, any kind of
wrong calculation could lead to negative impacts towards deduction in salary for
the staff.
iii. The catalogue provided by the salon is paper-based and customer would have to
come to the store for selecting the service (Klievink, Bharosa and Tan 2016). This
system is time-consuming as customers would need to come to the salon, choose
their selected service, book dates for appointment and thus confirm their booking.
Some of the recent opportunities that could be proposed for Mindy Hair is the
introduction of an online information system, which would handle the business systems and
functionality (Gureva et al. 2016). Based on implementing the business solution, the company
would be helped by maintaining an online catalogue of their provided services, helping
customers to choose their particular consultant, better management of the booking for an
appointment and paying off to their staff.
Objectives and Constraints of Current System
The objectives of the current system at Mindy Hair are:

6SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
i. To support employee details based on determining their available status for getting
booked for an appointment.
ii. To generate weekly payroll reports depending the kind of services provided and the
number of clients handled by them. The system would also manage the roster system
for determining the salary and pay off to all employees.
iii. To manage customer booking based on an SMS service for booking confirmation.
The constraints for the current system at Mindy Hair are:
i. The system does not support catalogue of their offered services.
ii. The list of orders required at the salon would need to be emailed by the salon
manager and thus is not handled by the present system.
Scope:
Functional Requirements:
The functional requirements are the set of all the processes that a system execute to
achieve overall objective. Such as authentication, authorization, report generating and more. The
description of the functional requirements are provided in the following section.
i. Authentication: This is essential for implementing basic level security. The
authentication makes sure that only the authenticated people can access the
system.
ii. Authorization: The authorization is the second in the functional requirement list.
It ensures that only authorized people can complete certain tasks. Such as the staff
can only confirm an appointment. A customer can never confirm. The customer
can request for service and confirm date of appointment.

7SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
iii. Service Request: The customers can request for hair services to the staff through
phone or personally coming to the shop. The customer can only get the service
from the shop where they have requested it. For each servicer request, the
customer can either enquire about one or more services.
iv. Schedule Appointment: Each appointment is scheduled for a specific user. In
order to record which user booked the appointment, the staff must record
customer details. Each appointment can have more than one or single service
request.
v. Record Customer Details: The staff have to record customer name, address,
contact number and email address to store each customer’s details. Currently this
is being done manually.
vi. Payment: For each successful appointment, the customer will receive an invoice.
The customer has to pay the amount to the staff. After the payment is payment is
done then appointment is closed.
Non-Functional:
i. Effectiveness: The current system is not effective enough to increase the business
efficiency and profit. The current manual process takes a lot of time and requires
repetitiveness if anything goes wrong. Identifying the mistake is really hard
because the outcomes are most of time biased.
ii. Scalability: The system cannot be performing better than current situation. Some
of the aspects of the business can be made better by recruiting new employees.
However, that can also be an issue because more handing more data is not
possible for the organization.

8SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
iii. Reliability: The management cannot rely heavily on the staff and paper based
information. As everything is done manually, being biased is very common thing.
The organization does not also record many of the essential data. The reports are
not accurate enough to make great business decisions.
Use Case Identification Techniques:
The first technique to be discussed in the report is user goal technique. This approach
involved analyst and end user. Both of them have a conversation to discuss the goals of the
proposed system. The conversation are generally done through interview process. In case of
many people needs to be participating in this method at the same time then group discussion is
great way of doing completing this approach. The analyst can have a good idea of existing
system functions and new requirements.
The second approach is the CRUD method. The CRUD stands for Create, Read or
Report, Update and Delete. The analyst identifies the data requirements of the new system and
then create use cases which uses the data to perform CRUD operations. Taken as an example, if
a new customer is requesting for service then staff will record the customer data. This the create
operation. On the other hand, at the time of confirming the appointment, the user will use the
already stored customer data to record which customer has requested the service. This is a read
operation.
Documentation:
Logical Data Dictionary:
i. Record Customer: Customer Identification Number + Customer Name. + Address
+ Contact Number + Email

9SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
ii. Check Available Dates: Appointment Identification Number + Dates of
Appointment + User Request Date
iii. Check Product Price: Product Identification Number + Product Price
Physical Data Dictionary:
Attribute Name Format Type Size
AppointmentID 101 INT 11
AppDate 26/09/2019 Date
CustomerID 201 INT 11
Status Pending Varchar 200
charge 102.80 Decimal 9,2
Key Processes: The top level processes are as following.
i. Schedule Appointment: The customer contact the staff over the phone or
personally to request for service. The customer determines the service that she
wants and then confirms the service. After that the customer confirm one of the
available dates for appointment.
ii. Check Product: The organization has a static website that showcases all the
products sold by it. The customer visit that website and then check the available
products. If the customer wants to purchase any of the product then she has to
email the staff regarding purchase request.
iii. Payment: For each successful purchase or service, the customer has to pay the
organization. Each payment will be associated with an invoice.

10SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
iv. Generate Report: Report generating is essential requirement of the system. The
management is only allowed to generate reports. The reports are generated on
weekly basis. For each shop, different reports are generated.
Lower Level Process:
If client email product purchase request
{
Check if client is new
If client is new {
Record customer details
}
Check if products is available
If available then {
Generate a purchase request acquisition
Record quantity of products requested
Generate payment
}

11SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Bibliography:
Alkhateeb, A., Nam, Y.H., Rahman, M.S., Zhang, J. and Heath, R.W., 2017. Initial beam
association in millimeter wave cellular systems: Analysis and design insights. IEEE
Transactions on Wireless Communications, 16(5), pp.2807-2821.
Cascetta, E., Carteni, A., Pagliara, F. and Montanino, M., 2015. A new look at planning and
designing transportation systems: A decision-making model based on cognitive rationality,
stakeholder engagement and quantitative methods. Transport policy, 38, pp.27-39.
Chen, L., 2015. Continuous delivery: Huge benefits, but challenges too. IEEE Software, 32(2),
pp.50-54.
Dennis, A., Wixom, B.H. and Tegarden, D., 2015. Systems analysis and design: An object-
oriented approach with UML. John wiley & sons.
Gureva, M.A., Kirillov, A.V., Vinichenko, M.V., Melnichuk, A.V. and Melnychuk, Y.A., 2016.
Management of innovations and innovative process: concept, essence, classification and
diffusion. International review of management and marketing, 6(6S), pp.147-153.
Klievink, B., Bharosa, N. and Tan, Y.H., 2016. The collaborative realization of public values and
business goals: Governance and infrastructure of public–private information
platforms. Government Information Quarterly, 33(1), pp.67-79.
Onsongo, S. and Muturi, W., 2015. Factors influencing the growth of hair salon enterprises in
Kenya: A survey of hair salon enterprises in Kisii Town. IOSR Journal of Business and
Management, 17(3), pp.1-15.

12SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Plinta, D. and Krajčovič, M., 2015, March. Production system designing with the use of digital
factory and augmented reality technologies. In International Conference on Automation (pp.
187-196). Springer, Cham.

13SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Appendices:

14SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Event Table:
Event Trigger Source Use Cases Response Destinatio
n
1 Customer service
request
Request Service Customer Request
Service
Availability of
Service Types and
Service Charges
Customer
2 Customer New appointment Customer Request for
Appointment
Available
Appointment Dates
Customer
3 Confirm date of
appointment
Confirmed Date Customer Select Date Appointment Status Customer
4 Check Catalogue Request to see
catalogue
Customer See
Catalogue
Catalogue Details Customer
5 Check products Check products on
website
Customer Open Online
Site
Product Details Customer
6 Product buying
request
Request for Purchase
Product
Customer Email
Product Order
Form
Quantity of products
required
System
7 Confirm product
quantity
Amount of Products
Required to Purchase
Customer Confirm
Product
Quantity
Product Availability Customer
8 Check invoice Receive Invoice for
Services
Customer Check
Invoice
Payment for service
and product purchase
System
9 Paying amount Payment Customer Make Payment status (either Customer

15SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
mentioned in
invoice
payment failed or successful)
10 Weekly report Tracking of processes Manageme
nt
See Weekly
Report
Sales and Service
related data
Manageme
nt
11 Inform
Management of
Required Products
Email to Management Saloon
Manager
Mail to
Management
Usage of Products Manageme
nt
12 Pay to Stylist Calculated working
hour and payment
System Pay Stylist Payment Amount to
Stylist
Stylist

16SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
DFD Fragments:
Data Fragment 1:
Data Fragment 2:

17SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Data Fragment 3:
Data Fragment 4:

18SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Data Fragment 5:
Data Fragment 6:

19SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Data Fragment 7:
Data Fragment 8:

20SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Data Fragment 9:
Data Fragment 10:

21SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Data Fragment 11:
Data Fragment 12:

22SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
Context Diagram:
Figure 1: Context Diagram
(Source: Created by Author)

23SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
DFD Level 0:
Figure 2: Level 0 Data Flow Diagram
(Source: Created by Author)

24SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
DFD Level 1:
Figure 3: Level 1 Data Flow Diagram
(Source: Created by Author)

25SYSTEM ANALYSIS AND DESIGN OF MINDY HAIR
ERD:
Figure 4: Entity Relationship Diagram
(Source: Created by Author)