Fall 2014

By: Ahmed Al-own, Felix Beaudoin, Charly Recinos, Malory Espinosa The Williams School of Business Bishop’s University Fall 2014

System Analysis and Design BCS313

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Table of Contents System Request ............................................................................................................................................ 3

Overall Current problem ........................................................................................................................... 3 Expected Benefits ...................................................................................................................................... 4

Feasibility Analysis ....................................................................................................................................... 4

Technical Feasibility ............................................................................................................................. 4 Economic Feasibility ............................................................................................................................ 4

Organizational Feasibility ..................................................................................................................... 5 Project Planning Phase ................................................................................................................................. 5 Initiation Phase ...................................................................................................................................... 6 Analysis Strategy……………………………………………………………………………………………………………………………..7 Detailed Discussion ............................................................................................................................... 8 Project Management ............................................................................................................................ 9 Data Flow Diagrams ................................................................................................................................... 10 Context Diagram of Current Business Processes.................................................................................. 10 Level 1 Diagram of Current Processes ................................................................................................. 11 Level 2 Diagram of Current Payment Process ..................................................................................... 12 Level 1 Diagram of TO-BE Processes .................................................................................................... 13 Level 1 Diagram of TO-BE System ........................................................................................................ 14 Level 1 Physical Diagram ...................................................................................................................... 15 Entities ........................................................................................................................................................ 16 Entities Tables & Attributes ................................................................................................................ 16 Entities Relationship Data Model ....................................................................................................... 17 Description of Relationship between Entities .................................................................................... 18 Database Design Model ...................................................................................................................... 20 Architecture Design .................................................................................................................................... 21 Operational Requirements ................................................................................................................. 21 Performance Requirements ................................................................................................................ 22 Security Requirements ........................................................................................................................ 22 Cultural Requirements ........................................................................................................................ 23 Software & Hardware Specifications .................................................................................................. 23 Interface Design.......................................................................................................................................... 26 Interface Diagram ............................................................................................................................... 26 Structure Chart ................................................................................................................................... 27 Program Specifications ........................................................................................................................ 27 Implemented Database SQL ...................................................................................................................... 30

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The name of the enterprise:

La Brûlerie de café Lennox Coffee Shop

An overall description of the problem:

The coffee shop offers free wifi (no password required) to customers and non-

customers, what has become a problem of uncontrolled internet connection system for

the employees. Some customers who do not purchase enter to the place and sit down

to use the computers or just log in through the wifi connection, saturating the network

and making the connection become slower for everyone. The lower internet speed

create customer to complain about the bad service and to get upset. What makes the

company less competitive within the ranking of good service and product.

This is why employees are often being pressured receiving complaints, when they can

basically do nothing, feeling unhappy, what makes them lose their job performance.

As well, the company is missing a program where customers could contribute some

feedback in order to improve the service, the products, the place, among others. If a

system could be implemented to manage the control of the internet users within the

place joint with an option that allows the customer to answer a brief question or make a

suggestion about the site, would be helpful to improve the internet service quality and to

know the customer opinion to allow an improvement.

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1. System request for the IS Name of requested system

Internet access control system and client data collection tools

Name of the requester

Brulerie FARO Roasting Houses

Quick summary of current situation

- Uncontrolled internet connection system (no password).

- Clients who don’t purchase can sit down on the computers until the employee

(usually alone) realizes that they haven’t purchased anything and kicks them out.

- Low Internet speed & customer complaints.

- No customer feedback is utilized for improvements.

- Outsourced networking company is expensive just to analyze the situation.

- Employees are pressured by clients when they can basically do nothing.

- Wireless and connected internet is faulty in this situation.

Major Expected Functions

- Implement password access depending on the amount purchased. Print

username/password on the receipt.

- Set an access time limit in relation to that username/password with warnings.

Expected Benefits

Tangible:

- Higher turnover of clients or more customers (ex: twice as many tables available

during the day)

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- Faster Wi-Fi speed (From 2mbs/s to 25mbs/s-50mb/s)

- Increased amount of purchases (1150$ in daily sales increases to 1300$)

- Decrease in complaints (From 3 daily to 1)

Non-tangible:

- Happier customers

- More motivated employees (Consequently leads to more tips for them)

- Increased efficiency (More time for employees to complete basic chores, not

necessarily sell more products to increase sales)

Constraints:

- Cost to develop and implement the system

- Some customers might be unhappy with the new system

Feasibility Analysis

Technical:

Application aspect; computer science backgrounds guarantee the possibility of

making the system. If not, outsourcing to a company would be a possibility.

Economical:

Possibility of needing to buy out the contract from network provider.

Outsource the project for about 3000$ one payment with monthly charges of

around 50$.

Update cash registering system for a few hundred dollars per location.

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Organizational:

Makes employees' tasks easier by avoiding the need to kick-out non-paying

customers that are using the Internet network for free.

Employees are used to explaining complicated content (coffee and ingredients)

so explaining to the customers that their login and password is on the receipt

should not be hard.

Employees will be happier because of the reduced amount of complaints

concerning the network.

They can also spend less time on maintenance for the network so they focus

more of their efforts on producing quality service and products.

2. Analysis strategy that will be employed

We will be using BPI to improve the currently implemented processes in the

business, which are the internet security access and client data collecting and storing

management. We are using a BPI strategy in order to improve the logic of the internet

access process that is not protected and because there is already an automated cash

registration system that is not associated with the internet access system which is

something we want to improve. Implementing automatically generated passwords for

each receipt that is printed from the register is the real improvement we want to add so

that every user can have their own login and password that would be associated to a

predetermined timer from the amount spent from the receipt. We are also going to

improve the overall client data collection by improving the current network access with

data forms that will offer the clients more time in exchange for some of their information.

Every time a user connects to the network from the provided logins and passwords,

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what the user does with the network will also be tracked for legal and practical

purposes. At this present moment, there is not client data collection whatsoever so this

would be a major improvement for the company because of all the data that will be

collected to better serve the client in the future and to also ensure that every client is

using the provided service properly. This overall improvement will lead to a better client

management process, a better network service being offered and client data collection

and utilization that would also lead to a better service towards the Internet connection. It

will also facilitate the employees’ tasks by letting them do their work instead of spending

time on the maintenance of the network and handling complaints and non-paying

clients.

3. Detailed discussion on the project initiation step of the project

planning phase

For the initiation step of the project planning phase we will need to provide an in

depth analysis of the four stages of that phase to be capable of initiating the project.

The four steps which are identifying opportunities, analyzing the feasibilities, developing

the work plan and staffing the project will all be done consecutively for a better

development of the overall system improvement.

The opportunities that we have identified were to improve the internet connection of

the coffee shop by limiting the amount of connections possible to that network as well

as control the flow of clients throughout the day automatically without taking time away

from the employees who need to focus on the quality of their tasks. Both of these

combined would lead to an overall improvement of client satisfaction which is the most

important assessable opportunity because it consequently reduces client complaints.

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The steps taken to identify these opportunities would be to take measurements of

connectivity speed as well as information in regards to all the daily connections taken

place.

The feasibility analysis made us realize that there would be no problem whatsoever

within the organization because the workers would actually need to work less to have

this system be implemented and has even been demonstrated by current employees.

Technically speaking, we would take the outsourcing approach which means that there

definitely is an organization that would take this contract and complete it with ease.

Approaching the current network company would be an option but looking at other

companies for improvement would also be wise. The economical aspect would be

dependent on the quality, reliability, time and scope of the system we want to implement

and if the owners of the shop would actually be willing to invest around five thousand

dollars to develop and implement the idea. We would need to approach the owners

directly as the manager does not have decisive power over such projects which would

at the same time define the other desired variables of the system.

Developing the work plan will not be a problem in this situation because the

approach and documentation associated to it will be already completed as part of a

project for a class. Therefore, there will be no cost for developing the work plan besides

the outsourcing budget that has already been calculated and the documents can be

overviewed by the managers and owners of the coffee shop at no cost.

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This is beneficial for them in this type of situation since they do not even to utilize

resources before coming to a decision of whether or not this system should be

implemented.

Staffing the project will not be a problem because the staff developing the tools that

would be implemented will be part of the company which receives the outsourced

project. The coffee shop itself has a representative, manager or even an assigned

employee that could take the project to the development company. So staffing is not a

concern in this situation, it all comes to whether or not the owner wants to invest in the

project and if a suitable company is found during the initial approach of the demanded

project. This all comes to direct interaction with the employees of the involved

companies to resolve this issue.

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4. Details on the project management step of the project planning phase

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5. Context DFD of the AS-IS business processes

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6. Level 1 DFD for the AS-IS processes

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7. Level 2 DFD for the AS-IS processes

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8. Level 1 DFD for the TO-BE processes

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9. Level 1 DFD for the TO-BE system

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10. Level 1 physical DFD

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11. Entity tables and corresponding attributes

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12. Relationships between the entities of the diagram

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13. Description of Relationship between Entities

Many clients may be attended by many employees, the minimum required for this

to be logic, is to have one client attended by one employee, and the maximum

would be 5 clients attended by one employee.

One bill can have many payments method; because sometimes the client does

not have the exact amount so it may divide the bill in many payment methods

(cash, credit card, debit card, carte voir, gift card). The maximum would be one

bill having five different types of payment.

One employee can have many orders, because the place just have two

employees attending the coffee shop, so they need to split the orders among

them.

One client can have many bills. The minimum is once client having one and there

is no maximum of bills.

One order can have many bills. The minimum would be one order in one bill and

there is no maximum for an order being in several bills.

One order can have one internet session in order to have a control in the access

and to ensure that only that customer will be able to access with that internet

session, avoiding non clients to use the service.

Many products can be to many clients, because there is a great variety and

quantity of products that can be served for many clients. The minimum is one

product for one client, and the maximum is the number of the physical inventory

for number of clients asking for them.

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Many employees can handle many products. The minimum is one employee

handling one product. The maximum is two employees handling as many

products as the inventory suggests.

Many products can be in many orders. The minimum is one product in one order,

and the maximum would be the number of products register on the physical

inventory in the number of orders suggested.

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14. Database design model

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15. Architecture design of the system

Operational Requirements:

1.1 The system will work over a network server environment interconnected to all coffee

shops.

1.2 Customers will only need Internet Browser access, document management and

audio player.

1.3 The computer system will read in the login information provided by the user and

then demand the user’s personal information to provide an extension of time-allowed on

the computer.

1.4 The network system will read in the login information provided by the user and then

demand the user’s personal information to provide an extension of time-allowed on the

computer.

1.5 The computer system will read and write to the main network server (client & usage)

database of the coffee shops.

1.6 The network system will read and write to the main network server (client & usage)

database of the coffee shops.

1.7 A new module for the cash-register systems will be required to provide random login

information associated to the size of the produced receipts.

1.8 The system will be required to be to remain current with evolving web standards

especially those pertaining to internet usage.

1.9 The system will need to have constant maintainability requirements provided by the

network and system provider.

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Performance Requirements:

2.1 Login authentication must take less than 3secs.

2.2 The client database must be updated in real-time when login occurs.

2.3 There should be a maximum of 15 users at the same time connected to the

computer database system while the entire internet network should have no more than

100.

2.4 The network storage databases (client & usage) will require at least 10TB of hard-

drive to store as much information as possible.

2.5 The system should only be available during store hours.

2.6 The system should have 99% uptime performance.

Security Requirements:

3.1 A very high level of security should be anticipated to protect all potential client and

network usage information.

3.2 Only coffee-shop managers and superiors should have access to these systems

through the intermediate of the network and system provider.

3.3 Special and unique encryption keys for login information generator should be

created and kept confidential within the upper-level managers.

3.4 Up-to-date virus-control requirements should be implemented to protect computers

and network from possible attacks and breaches.

3.5 Agreement of conditions should be accepted by users while logging in to ensure

security and responsibility requirements.

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3.6 Potential at risk websites and accessible tools should be blocked from the network.

Cultural Requirements:

4.1 English and French requirements should be anticipated for this network and system.

4.2 Special customization requirements should be anticipated to provide a possibility of

time extension with the customization of client database.

4.3 Following strict norms of website and tools accessibility should be anticipated within

this network.

4.4 Legal requirements associated to consumer data storage, network usage and

analysis and responsibility waiver associated to the potential use of the network should

be anticipated.

16. Software and hardware specifications

Hardware Specifications

Architecture:

All computers will run on windows server based architecture that will connect all the

computers to the same network. This is the most common architecture used for multi-

access systems within companies.

Processing Power:

Aside from the computers owned by the clients, the shop-based computers will have

minimal processing power to only permit social interactions over the web or access to

information an entertainment. Basic 2nd generation AMD processors are currently what

are being used within the coffee shop.

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Memory:

A small amount of RAM of about 512MB is the currently used memory power provided

with the computers. The computers are designed for basic usage and not for high-

processor power tasks. The server will need to run on many crossfire 16GB RAM

memory to provide service for all of the computers.

Secondary Storage:

There is no need for a lot of memory for the computers because all saved files delete

themselves after a session is closed. A small 125GB hard drive is the current storage

system while the servers will need about 10TB to store all the client information for the

years to come.

Display Adapter:

There will be one display adapter which will be the personal computer of the owner to

manager all the stored information while the basic screens being used by the clients are

20’’ low resolution screens.

Peripherals:

Basic keyboards and mice will be provided for the use of the computers.

Software Specifications

Platform:

The exact platform installed on the computers is currently Windows XP. An upgrade to

windows 8 would be suggested for a better overall performance of the computers. As for

the server database storing all the information, it will be running on SQL language and

server.

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APIs and Drivers:

The use of java and adobe will be required for the computers to provide the users with

access to the basic social medias and entertainment websites. No complicated drivers

or APIs for development are required for these computers.

Web Browser:

Chrome should be installed on each computer instead of Internet Explorer for ease of

use as well as increasing the probability of obtaining client information from their usage.

Internet Connection:

The Internet connection that would be required to reduce complaints and provide a

better overall service would be an unlimited business plan allowing speeds of between

25MB/sec to 50MB/sec of download. Having a very fast Internet is key to success in this

information system implementation.

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17. Interface diagram of the system

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18. Structure chart of the system

19. Program specifications for each module in the structure chart

Calculate fees

Read Order ID

Read Price list

Calculate Payable:

Price x Product

End loop

Generate Access

Read Payable

Calculate access time

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Payable x Access Time per dollar

Create password

Create username

Add Access Time

End loop

Get Bill

Read payable

Read Password & Username

Read product ID

Read employee ID

Read current Time

Read order ID

Calculate Tax

Payable x TVQ

Payable x TPS

Read tax

Generate bill

Print Bill

Read payment

Read payment time

Read bill

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Print bill

Accumulate Time Remaining

Read access time

Calculate usage time

Session start time – Current time

Calculate remaining time

Usage time – Access time

End loop

Log Off

Read time remaining

If end user deliberately logs off

Confirm log off if time remaining > 5 minutes

Automatically log off if time remaining < 5 minutes

At time remaining 0.0 minutes automatically log off

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20. Database implemented in SQL server