Hello, I'll split the question into 2 parts here is stage 3.

 

 

 

Stage 1: Preliminary Investigation Report Khan 1 STAGE 1: PRELIMINARY INVESTIGATION REPORT
IFSM 461 6380 Systems Analysis and Design (2172)
Shahzeb Khan
1/21/17 Stage 1: Preliminary Investigation Report Khan 2 Introduction
Precision Electronic Parts (PEP) is a small, private electronics company in Kansas. For
the past several years, it has mass-produced an extensive range of precision electronic
components and replacement parts for medical equipment utilized in hospitals, pharmacies, and
doctors’ offices; the company is now experiencing a significant increase in sales. However, PEP
Finance Department is getting further and further behind in their invoice, billing and payment
processes.
Considering the current events leading to a backlog in the payment process and billing,
the IT Steering Committee has decided to initiate a replacement for the existing customer billing
and payment system, and its processes. The task has been handled by Mark Temple, CIO (Chief
Information Officer) of PEP Industries and who is also the head of PEP’s IT department. An
investigation was also launched to shed light on some of the departmental issues to determine
suitable solutions in order to resolve the backlog in the invoicing, billing, and payment processes
and to meet and exceed the demand of the marketplace.
Description of the Problem
Primarily, the key issue in the electronics company originates from the billing and
payment docket because of the rapid growth of the electronic company’s sales. In other words,
since PEP’s sales are rapidly ascending, the existing system is unable to successfully handle the
volume of sales and the employees working in the respective departments are becoming more
and more overwhelmed and frustrated with the unsuitable process/system. The investigation has
uncovered a problem where the employees who work in the affected divisions, are overwhelmed
by the astronomical volume of data from customers, on an hourly basis. This setback is Stage 1: Preliminary Investigation Report Khan 3 positioned amongst the invoicing department, accounts receivable section, and the sales
department.
Findings
Upon carrying out the preliminary investigation as an independent Business and IT
Systems Analyst specializing in developing IT solutions for small business needs, the following
findings were of the utmost importance:
1. Client payments are expected by the tenth of each month. Further, clients send the
payments to the Accounts Receivable Subdivision, as accounts receivable is in charge of
administrating and updating client account records, when the installments are received.
2. Invoicing generates and sends client bills on the last business day of every scheduled
month.
3. Electronic installment to a lockbox record is not offered, however Marketing and
Accounts Receiving are strategizing to offer this element within the next several months.
4. Electronic invoicing thru email is not presently offered, however marketing and Invoicing
plan to offer this component within the next six months, because of the sales volume on
low voltage motors.
5. The Invoicing section is in charge of identifying records that are 30 days, 60 days, or
more delinquent. Further, the 60 day or more past due records are then generated into
report and sent to Accounts Receivable and Sales, and debt claims handles all collections.
6. Client charges and installments are supervised and documented in an internal database
utilizing Microsoft Access. Moreover, the database system was generated by the IT
Department, and is acclimatized on a server controlled and administered by the IT
Department. The arrangement is overhauled on solicitation from the Invoicing and
Accounts Receivable Divisions. Stage 1: Preliminary Investigation Report Khan 4 Evidently, most of PEP’s operations are controlled by a number of departments, leading to a
longer process and more work being done by different sections of the company, however, it
would be a better business practice if one department handled and completed the process.
The current system in place is not costing PEP a large amount of money; however in the
nearby future it may become a massive issue, costing PEP time and money. As such backlog and
lack of a suitable process can result in the loss of PEP’s financial data. Importantly, the
executives of PEP are committed to keeping the electronics company moving forward, in
addition to increasing its ability to successfully manage the growing business effectively and
efficiently.
Feasibility Analysis
A feasible business enterprise is one which a business such as PEP, can generate adequate
cash-flow and profits, endure the risks it will encounter, remain sustainable in the long-term, and
meet the goals of the company. In response to the technical feasibility for PEP, the proposed
system can be pursued. Upon observing and investigating the organizations work, a new system
will not only benefit PEP but can correspondingly help the electronics company grow
successfully.
Upon investigating the proposed system, although PEP’s executives are unsure about the
project being financially feasible, it is in fact financially feasible as it will specifically be dealing
with a new program installation that will easily interface with the current software and hardware
in use by the electronics company. Subsequently, the individuals working for PEP are welcoming
and easy to work with as the organizational behavior was energizing. Upon investigating the Stage 1: Preliminary Investigation Report Khan 5 current system and working with individuals from the various subdivisions, a majority of them
were delighted to learn about the possibility of a new system.
Technical Feasibility:
Technical feasibility focuses on the present system and standardizes the extent to which it
can support the proposed system. Furthermore, developing the performance and reducing the
processing cost is essential for PEP. The performance classification emphasizes on developments
in the accuracy of data and warrants a simpler access to the billing system by authorized users.
Hence, the new system is very much technically feasible.
Behavioral Feasibility:
Behavioral feasibility scrutinizes the response of the end user towards the development of
the automated system. As previously mentioned, PEP’s staff was unequivocally in approval of
automating the process of generating bills and reports as it would save time and money.
Furthermore, the system, once implemented, would contribute in eliminating inconsistencies,
redundancy, and inaccuracies in the existing system. Hence, the behavioral feasibility analysis
produced positive outcomes.
Recommendation
The executive committee should consider implementing the installation of an electronic
lockbox; as well as initiating online invoicing via e-mails as these modifications would help
reduce the cost of printing invoices, in addition to reducing PEP’s carbon footprint. Also, the
executives should consider having an online platform, through which clients can receive help on
products and services, as well as processes. Stage 1: Preliminary Investigation Report Khan 6 The new system project scope is estimated to be 2 months, given PEP will be interfacing
the old system with the new system, which requires adjustments and not substantial system down
time or a lengthy system training for all users. Furthermore, the staff is familiar with the
technology currently being utilized; hence it will not take much time to train individuals to
essentially utilize an updated system stemming from the current one.
Finally, the upgraded system as compared to the current system, will be a combination of
all three departments, where payment process and billing, the invoicing department, accounts
receivable, and the sales department, are all on one platform, thus making access to
interdepartmental files easier to obtain and work with, in turn reducing the time occupied to
access the files. In conclusion, there will be a high profit rate and return on investment, as more
transactions will be processed faster, and invoices will also be generated rapidly.
Conclusion
As PEP has experienced substantial increases in orders for motors, the manufacturing
facility has been increased and the sales and marketing teams have been expanded. In
consequence, it is straining the Ordering & Shipping Department and the Inventory Management
Department, which have received no increase in personnel. In conclusion, upon investigating
PEP’s current systems, it is safe to say that an update to the current procedures will not only be
feasible but also a great business expansion decision. Reference Stage 1: Preliminary Investigation Report Precision Electronics Parts Inc. Case Study. Retrieved January 19, 2016 from
https://learn.umuc.edu/d2l/le/content/199589/viewContent/8060041/View
Preliminary Investigation Report. (2011, December 14). Retrieved January 20, 2016 from
https://www.k-state.edu/nres/capstone/Fall2011_SylvanGrove_Soil.pdf Khan 7

 

Stage 2: Requirements Specifications Khan Stage 2: Requirements Specification
IFSM 461 6380 Systems Analysis and Design (2172)
2/4/17
Shahzeb Khan Stage 2: Requirements Specifications Khan Introduction
The main purpose of this project is to identify clear and concise requirement
specifications and incorporating the use of data and process models for a system that will
facilitate a productive change in the way PEP’s business is conducted. The proposed system will
replace the limitations PEP employees currently face using the current billing and payment
system, with a window of opportunity for company growth. As discussed more thoroughly
throughout this document, some of the advantages of the new and improved system are as
follows: Automated management of the innovative system
Data consistency to help PEP make better strategic decisions
Maintaining security of the new and improved system
Automated calculation of bills
Automated generation of reports The new system will also be able to implement automatic calculations wherever
applicable and apply automatic discounts for entities such as bulk purchases.
Functional Requirements
Functional requirements are a comprehensive breakdown that will explain how the
outcome of a project will function to meet the specified business requirements. The table below
will assess and explain the functional requirements for the new billing and payment system and
its correlated process. Input Billing and Payment
System Process Input of information into the
new system Output Easily and precisely
calculated invoices. System will provide
secure payment Stage 2: Requirements Specifications Khan system for PEP. Payment Customer Information Customer Feedback
Information Financial data entered to
cover cost, can be entered via
a secure system online by
end users or system
administrator. Have an automated system
for customer
data/information Get customer feedback Automated calculation
of Bills/invoice
generation. Automatically applied
discounts if applicable. Payment processed
securely online Payment processing &
invoice processing System Admin can
generate reports. Customer information
saved on server for
easy billing, outreach,
promotional matters,
and even record
keeping. Access to contact
information, including
phone numbers, email
addresses and other
sales related
information, such as,
items and commission
percentages and
account balance. Clients detailed goods
data which comprises
of, the number of
products, settlement
price percentage, and
contract details. Records related to
customer accounts Customer feedback for
improving the
business, to make
better strategic
decisions. Stage 2: Requirements Specifications Khan End Users Order End users order online Easy, user friendly
online order platform
that can be accessed at
any time. Inventory Management Check product availability
and quantity A list of available
products and quantity. All items would be
identified by a unique
item number with
respect to the item
category, description,
and date in which it is
in the store, in addition
to the price and
quantity. The price details such
as, original price, and
lowest/highest price. Items sold status, date
sold, price item was
sold, invoice number
and consignor details. This table includes all the functional requirements that PEP requires to develop an ideal
billing system and will respectively help PEP to make overall better strategic decisions.
Technical Requirements
Technical requirements can be utilized by PEP to create a solution for the billing system
issues the electronics company is facing. The technical requirements can additionally be utilized
to validate the specifications for software and hardware requirements. In more detail, a technical
requirement affects the technical aspects of PEP’s system that it must achieve, such as
performance-related, reliability, and availability issues.
In conclusion, the quality of service requirements/technical requirements, are described as
follow:
1. Security Requirements Stage 2: Requirements Specifications Khan User Authentication: to ensure that the system is secure, only allowing required
individuals to access company information. Encryption of Private Information: encrypting private information protects
information from getting into the hands of hackers and other criminals. System Monitoring: by monitoring the system, the IT team ensures that it is up
and running securely. Increasing of Security and Data Backup: this step is important because online
security is essential currently. Additionally, backing up data can prevent the loss
of time and money. Preventing Unauthorized Access: unauthorized access can cause PEP numerous
clients in addition to legal trouble and the loss of thousands and thousands of
dollars. 2. System Control Requirements Ensuring Proper Operation: proper operations are required to keep the electronics
company up and running. Routine Auditing: auditing is an important part of any business, as it safeguards a
company against fraud. Consistency and Maintainability to Reduce Fraud: consistently keeping up with
audits and compliance with the law reduces the chances of a company committing
fraud. 3. Performance Requirements Running Time: the system should be available 24/7 for 365 days in a calendar
year, with at least 99.5% running time for any 24-hour period. New User Profile: upon submitting a request to create a new user profile, the
profile shall be created within a few seconds with little to no room for error. Stage 2: Requirements Specifications Khan Energy Efficiency: as PEP is dealing with current process demand levels, the
replacement system will be at least 40% more energy efficient than the existing
systems. Business Growth: excellent performance will stimulate and accommodate the
growth of PEP. 4. Business Continuity Requirements (backup, restart, recovery) Recover Data: identify, document, and implement, to recover critical business
functions and processes. Business Continuity Team: organize a business continuity team and compile a
business continuity plan to manage business disruptions. Training: conduct training for the business continuity team and testing, in addition
to exercises, in order to evaluate recovery strategies and the plan. Management Involvement: have a recovery strategy with management back up
and approval. System Scope Diagrams
The respected context diagram dates from the structured analysis transformation of the
1970s. Also, despite its relic nature, the context diagram remains a valuable way to illustrate the
environment in which a software system exists. The context diagram is an effective
representation of scope. Additionally, it operates as a tool to help the project stakeholders
interconnect what lies outside the system periphery. On the other hand, the use case diagram is a
method utilized in system analysis to identify, clarify, and organize system requirements.
Furthermore, use case diagrams are active in Unified Modeling Language, a standard notation
for the modeling of real-world entities and systems.
Context Diagram Stage 2: Requirements Specifications Khan The context diagram below, illustrates the billing and payment system for PEP. The
context diagram below pronounces interaction of external entities with the recommended system.
It simplifies the function of the innovative system in relationship with its external entities. Use Case Diagram
The Use Case Diagram below incorporates, The CFO, Accounts Receivable and
Invoicing, in order to streamline the process of the real-world entities. Stage 2: Requirements Specifications Khan Data Flow Diagram
The Data Flow Diagram is examined to determine how well the system is performing and
whether it will meet the organization’s demands or not. Additionally, it illustrates the system’s
key processes, interactions with the numerous external entities, and the countless data stores
required to store data. For example, accounts receivable is utilized to manage customer
payments.
The data flow diagram below fundamentally represents the flow of information, from
login to the end of the diagram. Stage 2: Requirements Specifications Khan Process Models
The Process Model Diagram below symbolizes the roles/responsibilities in independent
swim tracks. Furthermore, the circles symbolize the beginning and end of a task, and rectangles
characterize the activities implemented by a user role alongside which the undertakings are
composed. In conclusion, the diagram characterizes the responsibilities of each external user and
the functions performed by the system. Stage 2: Requirements Specifications Khan Business Process Diagram for the Updated System Decision Table & Tree
CONDITIONS
Quantity ≥ 5
Quantity ≥ 10
Quantity ≥ 25
Accounts that are 30 days, 60 days, or more
overdue
ACTIONS
Discount of 2 % for whole sum amount
Discount of 5% for whole sum amount
Discount of 10% for whole sum amount
Add 2% fee to invoice
Conclusion T
F
F
F CONDITION ENTRY
F
F
T
F
F
T
F
F F
F
F
T ACTION ENTRY
X
X
X
X Stage 2: Requirements Specifications Khan As discussed throughout the document, some of the advantages of the new and improved
system are: automated management of the updated system, data consistency to help PEP make
better strategic decisions, security maintenance of the new and improved system, automated
calculation of bills, and automated generation of reports. The report and diagrams rationalize the
updated billing system. In conclusion, the new system will similarly be able to implement
automatic calculations wherever applicable, and apply automatic discounts for entities such as
bulk purchases. Reference
Wiegers, Karl. (2014, February 26). Defining Project Scope: Context and Use Case Diagrams).
Retrieved February 2, 2017 from http://www.jamasoftware.com/blog/defining-project-scopecontext-use-case-diagrams/
Data Flow Diagrams Rules. Retrieved February 2, 2017 from
https://www.dlsweb.rmit.edu.au/toolbox/ecommerce/tbn_respak/tbn_e2/html/tbn_e2_devsol/
dfds/dfdrules.htm/dfds/dfdrules.htm Sample Project Requirements Document. (2012, September 12). Retrieved February 2, 2017,
from http://www.slideshare.net/ALATechSource/sample-project-requirements-documentlibrary-blog
Precision Electronics Parts Inc. Case Study. Retrieved January 19, 2017 from
https://learn.umuc.edu/d2l/le/content/199589/viewContent/8060041/View Stage 2: Requirements Specifications Preliminary Investigation Report. (2011, December 14). Retrieved January 20, 2017 from
https://www.k-state.edu/nres/capstone/Fall2011_SylvanGrove_Soil.pdf Khan

Stage 3: System Design Specification Before you begin this assignment, be sure you have read the Case Study and all
assignments for this class, especially Stage 4: Final System Report. The feedback you
received on your Stage 1 and Stage 2 assignments should be reviewed and used as you
proceed with Stage 3.
Purpose of this Assignment
This assignment gives you the opportunity to apply a systematic approach to translate
requirements into a high-level logical system design. This assignment specifically addresses
the following course outcomes to enable you to: apply a systematic approach to translate requirements into an executable systems
design
effectively communicate with stakeholders to determine, manage, and document
business requirements throughout the SDLC Assignment
The results of your systems analysis and design work in this class will be documented in a
Final System Report. The purpose of the Report is to inform management of your system
proposal and gain approval to proceed with the project. The Report will be developed and
submitted in stages, which will be compiled at the end of class into the Final System Report.
Review the outline of the Final System Report in the Stage 4 Assignment description. Note
that it contains the analysis of the problem(s) and requirements, and proposes what kind of
a system solution is needed. It does not propose a specific solution, but it does recommend
why and how the organization should acquire the solution.
Following the Requirements Specification (Stage 2 assignment), the next step is to develop
the System Design Specification. The System Design Specification builds on the
Requirements Specification to illustrate how the files/database(s) will be laid out, how the
output (forms, reports, and/or screens) and input (forms and/or screens) should be designed.
As you develop this assignment, you should refer to your Stage 2 Requirements Specification
(and the feedback you received) and use the inputs and outputs you listed to create the
input and output layouts and the file/database design.
All of the information you need to complete the projects in this class is not provided in the
case study. In the discussion area of the classroom, there is a discussion titled "Case Study
Interview Questions" where you can pose questions about the case study, as if you were
interviewing the people in the case study organization. Any information that you need that
is not included in the case study should be asked about in this discussion. Responses from
the faculty member on behalf of the case study organization will be available for everyone in
the class.
Use the case study and the Case Study Interview Questions discussion, along with your
Stage 2 Requirements Specification (including the feedback received), and resources below,
to create a System Design Specification in the format shown below. Include your corrected
Stage 2 Requirements Specifications as the first part of this assignment. Approximate
lengths for each section of the Systems Design Specification are provided as a guideline; be
sure to provide all pertinent information. The sources of explanatory materials can be found
in the Week 5 Content readings. Stage 3: System Design Specification 1 Requirements Specification
Include your Requirements Specification from Stage 2, with corrections from the
feedback included. This will establish the context for your System Design Specification to
follow.
System Design Specification
I.
II. III. IV. Introduction. Provide an appropriate introduction to this document. (one
paragraph)
Output Layout. Begin with the three outputs listed in your Requirements
Specification. For each of them, create a diagram or table illustrating what the
output would look like. (use a short paragraph to introduce this section and each
diagram, table or illustration should use about ½ of a page)
A. Output Layout #1.
B. Output Layout #2.
C. Output Layout #3.
Input Layout. Using the data elements listed in your Requirements Specification,
create a diagram or table illustrating what the input screen would look like for
each of the three sets of input. (use a short paragraph to introduce this section
and each diagram, table or illustration should use about ½ of a page)
A. Input Layout #1.
B. Input Layout #2.
C. Input Layout #3.
File/database Design ERDs. For each of the three sets of outputs and inputs,
create an Entity Relationship Diagram showing how the data elements are related
to each other [see explanation at http://academic.regis.edu/ladams/Diagramming
%20101.html]. Depending on the inputs and outputs identified, there may be
some overlap of the data elements in the ERDs; a separate ERD should be
developed for each pair of inputs/outputs. (use a short paragraph to introduce
this section, and each ERD should be on one page)
A. File/database Design ERD #1.
B. File/database Design ERD #2.
C. File/database Design ERD #3. Submitting Your Assignment
Submit your Requirements Specification and System Design Specification as one document
via your Assignment Folder as Microsoft Word document, or a document that can be ready
using MS Word, with your last name included in the filename. Use the Grading Rubric below
to be sure you have covered all aspects of the assignment.
GRADING RUBRIC: Criteria 90-100% 80-89% 70-79% 60-69% < 60% Far Above
Standards Above Standards Meets
Standards Below
Standards Well Below
Standards 5 Points 4 Points 3.5 Points 3 Points 0-2 Points Introduction Possibl
e
Points 5 Stage 3: System Design Specification 2 The corrected
Requirements
Specification is
included along
with a wellwritten
introduction to
the Systems
Design
Specification;
demonstrates a
sophisticated
level of writing. Output
Layouts The corrected
Requirements
Specification is
included along
with an
appropriate
introduction to
the Systems
Design
Specification;
demonstrates
clear writing. The corrected
Requirements
Specification is
included along
with an
introduction to
the Systems
Design
Specification. The corrected
Requirements
Specification
and/or the
introduction to
the Systems
Design
Specification
may not be
included or
may not be
complete. The
corrected
Requirement
s
Specification
and
introduction
to the
Systems
Design
Specification
are not
included, or
little effort is
demonstrate
d. 30
27-30 Points
Three output
layouts are
clearly and
logically
presented; and
very clearly
relate to the
output
requirements
previously
defined.
Demonstrate a
sophisticated
level of analysis. 24-26 Points 21-23 Points 18-20 Points 0-17 Points Three output
layouts are
clearly
presented; and
clearly relate to
the output
requirements
previously
defined.
Demonstrate
accurate
analysis. Three output
layouts are
presented and
relate to output
requirements
previously
defined. Fewer than
three output
layouts may be
provided,
and/or they
may not be
appropriate to
the previously
defined output
requirements. One or no
output
layouts are
provided,
may not
relate to the
previously
defined
output
requirement
s, or little
effort is
demonstrate
d. Stage 3: System Design Specification 3 Input
Layouts 30
27-30 Points
Three input
layouts are
clearly and
logically
presented; and
very clearly
relate to the
input
requirements
previously
defined.
Demonstrate a
sophisticated
level of analysis. File/Databa
se Design
ERDs 24-26 Points
Three input
layouts are
clearly
presented; and
clearly relate to
the input
requirements
previously
defined.
Demonstrate
accurate
analysis. 21-23 Points
Three input
layouts are
presented and
relate to input
requirements
previously
defined. 18-20 Points 0-17 Points Fewer than
three input
layouts may be
provided,
and/or they
may not be
appropriate to
the previously
defined input
requirements. One or no
input layouts
are
provided,
may not
relate to the
previously
defined
input
requirement
s, or little
effort is
demonstrate
d. 18-20 Points 0-17 Points Three Entity
Relationship
Diagrams may
not be
included,
and/or may not
be appropriate
to the
inputs/outputs. Fewer than
three Entity
Relationship
Diagrams
are not
provided,
are not
appropriate
to the
inputs/
outputs or
little effort is
demonstrate
d. 30
27-30 Points 24-26 Points 21-23 Points Three Entity
Relationship
Diagrams are
correctly
constructed,
logical,
appropriate to
the
inputs/outputs,
and demonstrate
a sophisticated
level of analysis. Three Entity
Relationship
Diagrams are
correctly
constructed,
logical,
appropriate to
the
inputs/outputs,
and demonstrate
accurate
analysis. Three Entity
Relationship
Diagrams are
adequately
constructed,
and appropriate
to the
inputs/outputs. Format 5
5 Points 4 Points 3.5 Points 3 Points 0-2 Points Submission
reflects effective
organization and
sophisticated
writing; follows
instructions
provided; uses
correct structure,
grammar, and
spelling;
presented in a
professional
format; any
references used
are appropriately
incorporated and Submission
reflects effective
organization and
clear writing;
follows
instructions
provided; uses
correct structure,
grammar, and
spelling;
presented in a
professional
format; any
references used
are appropriately
incorporated and Submission is
adequate, is
somewhat
organized,
follows
instructions
provided; contai
ns minimal
grammar and/or
spelling errors;
and follows APA
style for any
references and
citations. Submission is
not well
organized,
and/or does not
follow
instructions
provided;
and/or contains
grammar
and/or spelling
errors; and/or
does not follow
APA style for
any references
and citations.
May Document is
extremely
poorly
written and
does not
convey the
information. Stage 3: System Design Specification 4 cited using APA
style. cited using APA
style. demonstrate
inadequate
level of writing.
TOTAL
Points
Possible Stage 3: System Design Specification 100 5

 

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