CIS5200: Systems Analysis Report on ABC Organization's Purchase System

This report presents a comprehensive systems analysis of the purchase management system for the ABC organization. It begins with an introduction to the importance of system analysis in business development, followed by a detailed time management plan outlining a 106-day schedule for project completion, including task durations, start and finish dates, and dependencies. The report then describes the "TO BE" process, which involves developing an online purchase management system to improve business procedures. A comparison between the "AS IS" and "TO BE" processes highlights the benefits of automation, such as reduced response times and labor requirements. An Entity Relationship Diagram (ERD) illustrates the system's structure, including tables for staff, purchase, product, payment, and vendor. Data normalization is explained using first, second, and third normal forms. The report also covers system testing, including functionality and security testing, and discusses employee training and system changeover strategies. Finally, a report to top management summarizes the findings and recommendations for system improvement.

Running head: SYSTEMS ANALYSIS
Systems Analysis
Name of the Student:
Name of the University:
Author Note

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SYSTEMS ANALYSIS
Table of Contents
Introduction................................................................................................................................2
TASK 1: Time Management Plan..............................................................................................2
TASK 2: “TO BE” Process........................................................................................................6
TASK 3: Comparing “AS IS” and “TO BE” Process................................................................6
TASK 4: Entity Relationship Diagram (ERD)...........................................................................7
TASK 5: Data Normalization.....................................................................................................7
TASK 6: Testing........................................................................................................................9
TASK 7: Training....................................................................................................................10
TASK 8: System Changeover..................................................................................................11
TASK 9: Report to Top Management......................................................................................11
Conclusion................................................................................................................................12
Bibliography.............................................................................................................................13

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SYSTEMS ANALYSIS
Introduction
It is very important for any type of organization to analyse their business procedures
regularly and make inroads towards the development of their system. The current scenario
has been used for the analysis and development of the current business scenario of the ABC
organization. The organization deals in the real estate background and founded by Mark
Austin. The organization makes small and big constructions for the other organization
including government projects. The report involves the description of the solutions to the
problems identified in the previous discussion. A detailed solution design has been described
in this report.
TASK 1: Time Management Plan
Time management is the process of scheduling the activities for a certain project. An
effective time management plan would be helpful in the development of a very efficient
project design. The plan also guides the project workers to keep the project schedule aligned
with the project tasks progress. The schedule is an important part of the time management
process and acts effectively in order to end project within the allocated deadline. Time
management also affects the quality of the project and client satisfaction.
Therefore, it is necessary to develop an efficient time management plan for the ABC
organization as well. This would see the organization improving their business efficiency
effectively. The developed management plan involves a schedule of 106 days for thr project
to be completed. The schedule to be maintained for the time management of the project is
provided below:
Task Name Duration Start Finish Predecessors Status

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SYSTEMS ANALYSIS
Deployment of purchase
management system for
ABC organization
106 days
Wed 28-
08-19
Wed 22-
01-20
Future Task
Project initiation phase 25 days
Wed 28-08-
19
Tue 01-
10-19
Future Task
Budget Development 4 days
Wed 28-08-
19
Mon 02-
09-19
Future Task
Schedule management 3 days
Tue 03-09-
19
Thu 05-09-
19
2 Future Task
Literature Review 6 days Fri 06-09-19
Fri 13-09-
19
3 Future Task
Communication Plan
Development
2 days
Mon 16-09-
19
Tue 17-09-
19
4 Future Task
Solution Scope
development
6 days
Wed 18-09-
19
Wed 25-
09-19
5 Future Task
Risk Management
Development
4 days
Thu 26-09-
19
Tue 01-10-
19
6 Future Task
Project planning and
designing
37 days
Wed 02-10-
19
Thu 21-
11-19
Future Task
As-Is Process Flow
Design
5 days
Wed 02-10-
19
Tue 08-10-
19
7 Future Task

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SYSTEMS ANALYSIS
Designing project
documentation
3 days
Wed 09-10-
19
Fri 11-10-
19
9 Future Task
Solution to the problem 7 days
Mon 14-10-
19
Tue 22-10-
19
10 Future Task
To-Be Process Flow
Design
4 days
Wed 23-10-
19
Mon 28-
10-19
11 Future Task
Legal constraints
development
11 days
Tue 29-10-
19
Tue 12-11-
19
12 Future Task
Project quality and
planning development
7 days
Wed 13-11-
19
Thu 21-11-
19
13 Future Task
Project development,
integration and testing
38 days
Fri 22-11-
19
Tue 14-
01-20
Future Task
Documenting technical
specification
11 days Fri 22-11-19
Fri 06-12-
19
14 Future Task
Identification of
functional requirements
5 days
Mon 09-12-
19
Fri 13-12-
19
16 Future Task
Identification of non-
functional requirements
4 days
Mon 16-12-
19
Thu 19-12-
19
17 Future Task
Project
implementation
10 days
Fri 20-12-
19
Thu 02-
01-20
Future Task
System testing 4 days Fri 20-12-19
Wed 25-
12-19
18 Future Task

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SYSTEMS ANALYSIS
Database testing 6 days
Thu 26-12-
19
Thu 02-01-
20
20 Future Task
Project monitoring 8 days
Fri 03-01-
20
Tue 14-
01-20
Future Task
Checking project
objectives in details
4 days Fri 03-01-20
Wed 08-
01-20
21 Future Task
Final design 4 days
Thu 09-01-
20
Tue 14-01-
20
23 Future Task
Project closure 6 days
Wed 15-01-
20
Wed 22-
01-20
Future Task
Post project review 2 days
Wed 15-01-
20
Thu 16-01-
20
24 Future Task
Project team sign off 1 day Fri 17-01-20
Fri 17-01-
20
26 Future Task
Final project
implementation
3 days
Mon 20-01-
20
Wed 22-
01-20
27 Future Task
It can be seen from the description of the time management schedule that the project
has shifted from the course of the previous schedule as some additional requirements have
been identified during the construction of the to-be process. The new plan for the
organization has been adjusted accordingly.

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SYSTEMS ANALYSIS
TASK 2: “TO BE” Process
An online purchase management system would be developed for the ABC
organization for the improvement in the business procedures of the organization. In the To-be
process, the purchase analyst would be researching the vendors on the internet and providing
the information to the purchase management system. The purchase management system
would then take the order and create a purchase order and the order would be stored into a
card. The purchase within the limit of the organization would be forwarded automatically to
the vendors.
TASK 3: Comparing “AS IS” and “TO BE” Process
The As-Is process has an involvement of purchase manager and the purchase clerk.
The procedures of both these departments would be automated for the organization. This
would be saving the time required for the authorization of the purchase. In additionally the
process would be reduce both the response time from the system and the labour required for
performing a certain task. Hence, the business efficiency is improved considerably.

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SYSTEMS ANALYSIS
TASK 4: Entity Relationship Diagram (ERD)
The above ER diagram is developed for understanding the functionality of purchase
management system for ABC organization. The ER diagram has included 5 major tables
namely staff, purchase, product, payment and vendor. Each table contains a primary key for
storing the data uniquely. The staff table includes staffID as a primary key, the purchaseOrder
plays the role of primary key in Purchase table, ProductID is the primary key in product table,
and vendor contains the VendorID as primary key and InvoiceID as the only primary key in
payment table. Each table contains a foreign key so that they can maintain proper relationship
among the entities.
TASK 5: Data Normalization
Normalization is an important process used for the description of the database. The
procedure is used for the arrangement of the data in the database in a certain way that would

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SYSTEMS ANALYSIS
be preventing the expansion of data, insertion error and the delete and update errors for the
systems. The normal forms used for description in this report are:
 First normal form or 1NF
 Second normal form or 2NF
 Third normal form or 3NF
According to the rule for first normal form, a column for a table would be consisting
of atomic values only. The data redundancy for any table in the database can be reduced with
the normalization of the database tables to the first normal form. Additionally, any column
that is a non-prime attribute that is not a candidate key for any table in the database.in
addition to this column, which are not prime are not dependent on any type of sub group of
candidate keys. In situations such as this, the table can be considered in second normal form.
Additionally, if none of the fields for a particular table in the database display partial
dependency then the tables in the database is considered to be in the third normal form.
The decomposition of the database for the organization is described below:
Unprocessed data:
StaffID, StaffName, StaffSalary, PurchaseOrder, ProductID, ProductName, ProductPrice,
VendorID, VendorName, VendorContact, Quantity, Purchase Date, InvoiceID, Amount,
PurchaseDate
First normal form:
Purchase (PurchaseOrder (primary key), StaffID, StaffName, StaffSalary, ProductID,
ProductName, ProductPrice, VendorID, VendorName, VendorContact, Quantity, Purchase
Date, InvoiceID, Amount, PurchaseDate
)

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SYSTEMS ANALYSIS
Second normal form:
Staff (StaffID (Primary key), StaffName, StaffSalary)
Purchase (PurchaseOrder (primary key), StaffID (foreign key), ProductID (foreign key),
Quantity, Purchase Date, InvoiceID, Amount, PurchaseDate
)
Product (ProductID (primary key), ProductName, ProductPrice, VendorID, VendorName,
VendorContact)
Third normal form:
Staff (StaffID (Primary key), StaffName, StaffSalary)
Purchase (PurchaseOrder (primary key), StaffID (foreign key), ProductID (foreign key),
Quantity, PurchaseDate)
Product (ProductID (primary key), ProductName, ProductPrice, VendorID (foreign key))
Vendor (VendorID (primary key), VendorName, VendorContact)
Invoice (InvoiceID (primary key), PurchaseOrder (foreign key), Amount, PurchaseDate)
TASK 6: Testing
System testing is the method that helps in understanding the performance of the
system. This also helps in detecting the bugs and errors within the system. This ensures that
proper performance is obtained from the software. The purchase management system mainly
focuses on describing the working that takes place within the organization related to the
payment process. Purchase is one of the important features for every organization thus it
becomes essential to have proper control over it so that it can work for achieving proper
benefits. System testing is considered as the complete testing proper that helps in ensuring

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SYSTEMS ANALYSIS
effective working of the system. It is important to test the management systems effectively so
that it can determine the bugs and errors early at the launching time and will ensure that the
developed system is able to withstand the needs of the customers. With the help of system
testing the organization will be able to ensure that the developed system is free from errors
and will provide users with best experience. The main components that are needed to be
tested thoroughly includes the functionalities associated with the system.
Functionality testing
The functionality testing is mainly performed over the system for the purpose of
analyzing the activities that takes place within the system. With the help of functionality
testing it will become easy to determine the performance that is offered with purchase
management system.
Security testing
The main functionality of the system is associated with making the payment and
handling the purchase order. Hence it becomes essential to implement proper security
measures that will help in ensuring that the system has performed its functions effectively
without any security breaches.
TASK 7: Training
Training is mainly provided towards the employees for the purpose of enhancing the
skills and knowledge associated with the development process of the system. Training
focuses on providing knowledge regarding the technical skills. This will help the employees
in handling the technical challenges that are faced while developing the system. Training will
help the old employees to perform effectively as per the business needs. The different types
of training that can facilitate the employees of an organization are induction, job training,
internship training, soft skills training and safety training.

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SYSTEMS ANALYSIS
TASK 8: System Changeover
With the implementation of new system in organization there is a high need to
understand the benefits and features offered with the system. The effective implementation
strategy is needed for ensuring better performance of the system. The main reason behind
addressing the systems effectiveness is that the whole processing of the organization depends
on this system. Thus it becomes essential to implement proper measures that will ensure
effective performance of the system.
TASK 9: Report to Top Management
To
The CEO,
ABC organization,
Australia
Dear Sir/Madam,
We have conducted yearly performance analysis for our organization ABC. While
analyzing the current performance some drawbacks were identified and hence several
solutions were analyzed for rectifying this. With the implementation of purchase management
system it is expected that the errors can be resolved. Several analyses were carried out for the
purpose of providing optimum solutions. The suggestions for ABC organization are described
below:
 The implementation of system will enhance the performance
 Training towards the employee will provide better support
 The system must implement better process of analyzing the purchase system

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SYSTEMS ANALYSIS
 The organization needs to have better employee base who will be able to meet the
demands of the newly modified system.
Conclusion
For conclusion, it can be said that the analysis conducted in the previous assignment
has helped us in gaining important insights on the processes of the organization that are
lacking popper efficient methods. As a solution to the problems identified in the previous
assignment a To-Be model has been developed for the improvement of the business process
of the organization. The To-be process involves the development of an automated purchase
management system. This system would be resolving many issues such as time consumption,
response delay and consumption of the workforce for the organization. The report contains
the details of the system implementation for the organization and the discussions on the effect
of the system on the organization. The report even consists of a letter to the management
stating the major criteria for the developments that would take place in the organization. The
discussions made in the report has been aided with some significant illustrations that would
help in a better visualization of the system for the organization.

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SYSTEMS ANALYSIS
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