ISYS1051 BUSINESS ANALYSIS
Business Systems Modeling
Margaret Cybulski
Class: Wednesday 13.30 – 15.30
Annie Tran
s3285585
8/17/2011
RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Annie Tran
Contents
Introduction..................................................................................................................................................................................................................................... 2
Company Overview ................................................................................................................................................................................................................... 2
Core Processes ......................................................................................................................................................................................................................... 2
Formal System Model ................................................................................................................................................................................................................... 3
Use Case ........................................................................................................................................................................................................................................ 4
Extended Use Cases .................................................................................................................................................................................................................... 5
1.
Customer Online Purchase.............................................................................................................................................................................................. 5
2.
Website Maintenance ....................................................................................................................................................................................................... 6
3.
Inventory Management ..................................................................................................................................................................................................... 7
Data Flow Diagrams (DFD) ......................................................................................................................................................................................................... 8
Context Diagram........................................................................................................................................................................................................................ 8
Level 0......................................................................................................................................................................................................................................... 9
Level 1: Customer Ordering .................................................................................................................................................................................................. 10
Level 1: Website Maintenance .............................................................................................................................................................................................. 11
Level 1: Inventory Management............................................................................................................................................................................................ 12
Conclusion .................................................................................................................................................................................................................................... 13
Recommendations .................................................................................................................................................................................................................. 13
Appendix ....................................................................................................................................................................................................................................... 14
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RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Annie Tran
Introduction
Company Overview
This report focuses on a small clothing business. It is a walk-in and online based business called Polka Boutique. It began as an online store in
2005 and later expanded into a walk-in store in 2009. It is currently located in Moonee Ponds, Melbourne. Polka Boutique has since established
a well organised system of managing the business. Polka Boutique specialise in selling women’s clothing to customers between the ages of 18
and above. Along with clothing they also offer customers a wide range of beautiful accessories such as belts, gloves, handbags, jewellery and
limited range of fashionable shoes.
Core Processes
This report will analyse and concentrate on the online aspect of the business processes and procedures. This will include managing the
company website, inventory management, and the process of customer purchasing products.
These three systems analysed are essential to Polka Boutique. Without management of the website, potential customers would not be able to
browse and view the business’s latest promotions, sales and products. Without customers there would be no business to run and no revenue.
And inventory management is significant to the business because without it, the Polka Boutique may lose potential customers to competitors as
they do not have adequate supplies to meet demands of customers and the market.
Analysis was conducted using formal system model, use cases and DFD, which is shown in this report.
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RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Formal System Model
Input
·
Customers
·
Employees
·
Inventory
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Environment
·
Suppliers
·
Customers
Resources
·
Competitors
·
Staff skills
·
Market trends
·
Land
·
Inventory
Influence
Decision making
Operational
·
Receive orders
·
Checking inventory
·
Checking credit card
details
·
Organising shipment
·
Receive returns
·
Organising refunds
·
Updating website
Provides
revenue
Other subsystem
·
Ordering inventory
·
Launching new products
·
Appoint new manager
·
Launching new designs
Performance
monitoring
Feedbacks
·
·
Promotional
management
Website management
Provides
information
3
·
Studying customers feedback
·
Comparing sales with
competitors
·
Comparing revenue with
competitors
·
Monitor staff turnover
·
Studying staff performance
·
Monitor suppliers
Reports
performance
Output
·
Shipped product
·
Satisfied customers
·
Good services
RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
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Check
inventory
Use Case
Login/
Register
Manage
Refunds
View
items
Select
colour
Bank
Add
item to
wishlist
Organising
new products
Select
quantity
Add item
to bag
Verify
details
Select
size
Check
out items
Order
inventory
Organising
promotions
Manager
Customer
Suppliers
Paying
for items
Submit
order
Update/
Manage
website
Credit card/Pay Pal Services
Log out/
Continue
shopping
Delivery product/
collect returns
Sign In
Process
order
Courier
Ship
order
Sales Staff
Process
returns
4
Maintain
catalogue
RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Extended Use Cases
1. Customer Online Purchase
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RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
2. Website Maintenance
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RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
3. Inventory Management
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RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Annie Tran
Data Flow Diagrams (DFD)
Invoice
Context Diagram
Customer
Customer order & payment
0
Credit card confirmation request
Bank
Sales Staff
Order
Polka Boutique
Delivery
Courier
Inventory & website management
Credit card approval
Stock & inventory
Manager
Suppliers
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RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Customer (1)
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Customer browse
Level 0
1.0
Item price
Shopping Bag
Item information
Place Order
Item Availability
Clothing Inventory (1)
Credit card details
2.0
Receipt
Credit Card details
Process
Payment
Order Details
Detail verifications
Bank
Product
Sale Staff (1)
Couriers
Product Shipment
3.0
Deliver Order
Inventory Product
Updates retrieval
Product
Customer (2)
4.0
Clothing Inventory (2)
Manage
Inventory
Required inventory
Suppliers
Inventory Data
Sale Staff (2)
Manager
Inventory reports
5.0
Ideas, products, designs, news, sales
Weekly Newsletter
& Promotions
Manage
Website
Weekly Newsletter
& Promotions
6.0
Product returns
Refunds
Manage
Returns &
Refunds
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Product refund
Product return
Customer (3)
RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Annie Tran
Level 1: Customer Ordering
Customer browse
1.1
Receive customer
clothing preference
1.2
Customer browse
1.3
Display
clothing range
Customer browse
Browse
Catalogue
Customer browse
1.4
Item availability
Item Information
View Item
Item
1.5
Select Size &
Colour
Item
1.7
Add Item to
Wishlist
1.8
1.6
Item
Item
Select Quantity
10
Add Item to
Cart
1.9
Cart Submission
Item Price
Check Out Cart
RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Annie Tran
Level 1: Website Maintenance
Ideas, products, designs, news, sales
5.1
Log-In by
Manager
Ideas, products, designs, news, sales
5.3
5.2
Ideas, products, designs, news, sales
Update Website
Information and
Data
Remove old
content
Ideas, products, designs, news, sales
5.4
Add New
Content
Ideas, products, designs, news, sales
5.6
5.5
Confirm Updates/
Changes
Ideas, products, designs, news, sales
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Notify Staff &
Customers of
Changes Via e-Mail
Weekly Newsletter
& Promotions
RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Annie Tran
Level 1: Inventory Management
Inventory data
4.1
Calculate
Amount of
Goods Sold
4.2
Inventory data
Generate
Inventory
Report
Inventory report
Inventory report
4.3
4.4
Generate List
of Required
Inventory
Amount
Inventory report
Contact
Suppliers
Inventory report
4.5
Order
Required
Inventory
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Required inventory
RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Annie Tran
Conclusion
Polka Boutique has a well-functioning and organised method of managing and administering the business. It’s a small store, owned by a single
owner and has very few employees. There are not many complicated task that requires the manager or the sales staff to perform. Products and
items get from point A to point B without any trouble. Suppliers are very reliable and there have been no delays with suppliers in the past.
Recommendations
Recommendation to improve the business performance may include the following:
1. Promote or hire staff to manage online business: appoint one or two staff to manage online orders, returns and refunds. This can
ease the workload of sales assistance and reduce their stress of managing the store and online orders. Also with a staff member,
whose role is to manage online orders, these orders can be processed immediately as their main duty is to monitor these orders.
Whereas the sales staff that Polka Boutique have currently are often preoccupied with looking after the store and don’t processes these
orders till end of the day.
2. Hire third party to manage website and promote business: Manager should be working together with a third party to manage and
update the company’s site. The third party should possess marketing and publishing skills and background. Having a professional do
the task often means the job will be completed at a higher standard because they have the knowledge and skills relating to website and
how to sell a business and products. It may be more expensive, but in long terms, it may provide higher revenue and attract more
customers.
3. Develop an electronic method of inventory control: Instead of relying of staff to provide data in order to produce inventory reports,
hire someone to deliver an electronic system keep track of products sold. This will save both sales staff and the manager’s time. More
important task and jobs could be completed with this time.
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RMIT University School of Business IT & Logistics - ISYS1051 Business Analysis
Annie Tran
Appendix
Several activities were performed when analysing Polka Boutique. These activities include drafting a set of questions for the manager to
answer, organising a date to have an interview with the store manager, conducting the interview, drafting the FSM, use case, extended use
case and data flow diagram.
Throughout this assignment there was only one problem that I encountered. This was a minor problem that I confronted with in the early stages
of the assignment. The issue was that I had supplied more processes and provided too much depth in level 0 than there is supposed to be in
this level. I realised that these extra information is more suitable for level 1. This was a very simply problem that was easily solved by moving
the extra processes I have presented in level 0 into level 1, and deleted them from level 0.
Other than this minor problem, there were no problems encountered as the manager was able to provide an very in depth view of the business
procedures and operations. On top of the, the manager was generous enough to provide hard copy documents of the company’s daily
operational processes and the job duties of each employee.
This assignment was quite challenging for me as I have never worked with Microsoft Visio prior to this course. I struggled to grasp how the
program operates. Also prior to Business Analysis, I have never seen or heard of what DFD, FSM and Use Case and being presented with so
many new terminologies and diagrams, it was hard to distinguish them from each other. However I overcame this problem by revisiting the
lecture slides and practising drawing the diagrams in the tutorial class. This assignment has allowed me to explore and experiment with Visio
and many diagrams.
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