ICT310
System Analysis and Design
Task 2
ATMC Semester 2, 2018
ICT310 System Analysis and Design Task 2
Page 2 of 13
Assessment and Submission Details
Marks: 35 % of the Total Assessment for the Course
Due Date: 9:00am Friday, Week 12
The assignment MUST be submitted on time.
Assignments are to be submitted by SafeAssign.
DO NOT SUBMIT THE ASSIGNMENT TO THE
COURSE CO-ORDINATOR OR TUTOR.
The assignment will be marked out of a total of 100 marks and forms 35% of the total
assessment for the course. Once marked, ALL assignments will be checked for plagiarism
and/or collusion between individuals.
Refer to your Course Outline or the Course Web Site for a copy of the “Student
Misconduct, Plagiarism and Collusion” guidelines. Academic Integrity Information.
Note: Each student MUST make a second copy of the assignment and this copy MUST
e produced within 24 hours of it being requested by the Course Co-ordinator. Failure
to produce the second copy of the assignment when requested may result in loss of
marks or a fail grade for the assignment.
Assignment submission extensions will only be made using the official Faculty of Arts &
Business Guidelines.
Requests for an extension to an assignment extension MUST be made prior to the date
of submission and requests made on the day of submission or after the submission date
will only be considered in exceptional circumstances.
https:
www.usc.edu.au/learn/student-support/academic-and-study-support/online-study-resources/academic-integrity
ICT310 System Analysis and Design Task 2
Page 3 of 13
Case Study: School Supplies Pty Ltd.
Background:
School Supplies Pty Ltd is a Brisbane based business which supplies stationery (paper, pens,
labels, etc.) to business clients but mainly specialises in educational supplies (text and
exercise books, classroom aids, etc.) to schools and parents with school age children. School
Supplies’ busiest time of year starts towards the end of the school year supplying back-to-
school book and stationery packs to parents and schools.
School Supplies was bought by businessman and ex school principal Ge
y Lane in 2012 and
has become well respected for its quality range of educational supplies and the good advice
Ge
y is able to give teachers and parents. School Supplies is especially well known among
the Home Schooling community who value Ge
y’s advice and the range of text books that
are always in stock and exclusively available at School Supplies. Management and Retail
sales processes are managed through the accounting software Quickbooks. Ge
y has a
small but good team of staff with Rebecca as general manager, Janice is great managing the
etail shop floor, Joe manages the warehouse and Bev in accounts keeps the business
accounts organised.
A big business earner for School Supplies is the annual back-to-school (BTS) process where
over 4500 school pack orders are received, packed and delivered to the parents of school
children. This starts early November, runs through Christmas and winds up a few weeks
after school goes back in early Fe
uary. The BTS is one of Rebecca’s special areas of
expertise where she has many years’ experience in 4 different businesses and knows all the
products well (Joe in the warehouse is sure she can read barcodes!). During this BTS time of
year Rebecca manages 5 extra people to pack boxes and help with the BTS process. There is
a particular skill required in making sure packers are packing the right items for the right
people in the right school. There are thousands of different items and each school is very
particular about which products they want! However, Rebecca is continually frustrated by
the online ordering system which Ge
y inherited from the previous owners. It is basically
functional but Rebecca has to be very gentle with it and is constantly contacting the support
people when things don’t go quite right and something else is
oken as a result of a
previous ‘repair’. One of its good features is the online systems ability to interface with
Quickbooks where it automatically enters an order, adjusts stock levels and generates an
invoice. Rebecca knows exactly how the process should work and has worked with a
number of very effective (but proprietary) BTS systems, she has been talking with Ge
y for
a while now about allowing her to work with a good information system designer to
edesign the BTS system.
The typical (ideal) workflow process for BTS stationery packs starts with parents placing
orders. This can be done (and paid for) in-person, over-the-phone or online. Because it is
easier to have everything online, School Supplies staff will enter online the in-person and
over-the-phone orders. When a person logs on to the School Supplies online site they will
select their school along with a ‘passcode’ for that school (Ge
y and Rebecca will have
negotiated with each school to supply book pack items at the individual school’s particular
price and the school will have specified exactly what items it requires and how many of
each). The next screen will invite the parent to create a School Supplies online account
ICT310 System Analysis and Design Task 2
Page 4 of 13
where they will enter delivery and contact details, and a username (email address) and
password. The next screen will present them with a login screen where they will log in and
specify book packs for each of their children. Having logged in, parents are presented with a
list of the children for whom they are purchasing book packs. They can press on an ‘Add
student order’ button and start a new book pack order. After entering the student name
they will select the year group (Prep to year 12) and then be presented with an auto filled
list of all the items and the quantities for their particular book list for their school and year
group. The numbers of each item can be adjusted by the parent and then that book pack
can be submitted and added to the of student book packs for that parent. When the parent
has entered all the book packs they want to order they can press the ‘Order’ button at
which point the totals and details of the order are confirmed with the parent. The parent
specifies if they would like the orders delivered or picked up (sibling book pack orders are
kept together so parents only pay one shipment fee for up to 3 student book packs). Once
delivery details are confirmed, parents are then transfe
ed to the online payment system.
When the payment has gone through each of the student orders are emailed through to the
parent. Also at this time there is an order and invoice generated in Quickbooks. At the start
of each day a report on the previous day’s online orders are automatically printed out and
matched with the bank statement (to make sure the payment has gone through) and with
the QuickBooks invoice. These orders have a barcode and are scanned at different stages in
the process so parents are able to log onto their account and track how their order is
progressing. When the order is ready for pickup the BTS System will finalise the order by
either creating a courier consignment note or notify the parent for pickup. When the order
is despatched to the parent or courier the online BTS order will send an order finalisation
email to the parent.
School Supplies are wining more and more BTS contracts because of their excellent
eputation, and ability to deliver the right items on time. Parents of uncontracted schools
are asking if their school’s book packs can be put up online for ordering as well. However,
the increasing work highlights the inadequacies of their cu
ent online BTS processing
system which is increasing staff stress levels in the office. Rebecca is the only person who
can manage the cu
ent online system because it so
ittle and has many fatal e
ors which
only Rebecca knows how to co
ect. Ge
y is making enquiries about his options with a new
system. He knows he needs a system which is intuitive for both BTS parents and his staff to
use. Ge
y likes to be able to provide work for less able people especially in the packing area
so the system must also cater for their user needs as well. Ge
y knows that his business
viability and reputation depends on having effective information systems in order to keep
parents happy and coming back. If parents are happy then the school will be easier to
negotiate with and Ge
y won’t have to compete so much on BTS pack price.
Business Processes:
A JAD session with Ge
y and Rebecca revealed the following information. The business
processes described below are the system requirements for this information system
solution:
• It has been decided to first build and implement the core Online BTS ordering
system, the following will NOT be included in the cu
ent system design:
ICT310 System Analysis and Design Task 2
Page 5 of 13
• The Quickbooks interconnection with the online BTS system. Stock levels in
Quickbooks can be adjusted manually for the time being.
• Stock control will not be a part of the BTS online system
• The payment system will be through the bank online payments process and
does not need to be considered as part of this design.
There are two parts to this system: The Client BTS Packs and the School BTS Pack item
groupings. Although different parts they are connected.
The Client (Parent) BTS Packs
• School Supplies online clients will be parents or carers of school children. Records
kept for each client are as folllows: Client ID, Contact name, Name on invoice, Billing
Address, Phone Number, Email, Date of becoming a client, Notes field.
• Each client (parent / carer) will have one or more book packs. Each of these book
packs hold the following records: Book Pack ID, Student name, Student year and School
Name. There are two types of book packs:
• Delivery – these book packs will be sent via courier to the client. The
following records are recorded: Courier, Courier name, Delivery Address, dispatch
date, delivery date, and consignment note id.
• Pickup – these