CANTEEN ORDERING SYSTEM FOR UNILEVER
Company Introduction
Unilever is a British-Dutch MNC FMCG company,
headquartered in London, England. Unilever is one of the
oldest FMCG companies, and its products are available
in around 190 countries.
Background
In its UK offices, Unilever had around 1500 employees
which were spread across 12 floors. They had 2 canteens
to cater to these 1500 employees. Each canteen could
seat around 150 employees at a time.
Most employees would prefer to take their lunch between
12 noon to 1 pm. This led to a huge rush in the canteen
during lunch hours resulting in employees wasting a lot of
time waiting for tables to be vacant.
Management calculated that it took around 60 minutes for
employees to go and come back from lunch. Almost 30-
35 minutes were wasted in waiting in a queue to collect
their food and get a table to sit and eat. However, the time
spent eating was barely 10-15 minutes. The remaining 10
minutes were spent reaching and coming back from the
canteen using the elevators.
Employees don’t always get their choice of food they want
because the canteen runs out of certain items. The
canteen wastes a significant quantity of food by throwing
away what is not purchased.
Many employees have requested a system that would
permit a canteen user to order meals online, to be
delivered to their work location at a specified time and
date.
Business Analysis Core Concept Model
Change
Needs
Solution
Stakehold
ers
Context
s
Value
The business analysis core concept model for the
canteen order system is printed as under:
CORE
CONCEPTS
Change
Need
Solution
DEFINITION
Switching from an existing manual ordering
system to an online canteen order system
that will facilitate food delivery to the
employees in their workstation.
Need to develop a system for online
canteen operation which will help
employee to order food online, will
reduce employee wait time and will
indirectly increase employee efficiency
and help with food availability, reduce
wastage of food .
1. Design and implement an IT project
that enables the organization to have
its own online canteen order system
which is integrated with the payroll
system and that facilitates the food
delivery to the employees on time.
2. The existing system will also run
parallelly until everyone will be able
/willing to use the new online system
3. Setup a delivery system so that
the food is delivered on time and
without mix-up errors.
Stakeholders
1.
2.
3.
4.
Business Analyst
Project Manager
Domain SMEImplementation
SMEIT
department head
5. Tester
6. Operation SME
7. End user- employees
8. Chef/ canteen manager/delivery
boy/ Menu manager
9. Accounts department Head/ HR
Head
10. Inventory suppliers
11. Regulators
Value
1. Increased effective worktime and
increased productivity.
2. Satisfied Employees
3. Reduced Food wastages and
reduced canteen operating cost.
4. Efficient canteen management
5. Record of employee eating habits
Context
1. Huge number of employees i.e.,
1500 working
at
the
headquarter.
2. Long waiting time in queue to
get food.
3. Attraction of employees toward
online food ordering system.
4. No payment gateways.
5. Access
smartphones/computers
access to internet/intranet
to
and
Project Task:
1. Identifying stakeholders – Create a list of stakeholders .
S.No
1
2
Tasks
stakeholders
Employee/Customer.
Canteen Manager
•
Order food latest by 11 am from
updated menu (on daily basis)
Modify
•
Order before checking out.
•
Provide feedback.
•
Create /Update menu on daily basis.
• View orders placed by employee, get
3
Delivery Boy
•
4
Payroll system
•
it prepared by chefs and ensuring
proper delivery of the order.
To be able to close the order once
food is delivered at employee's desk.
Maintaining employee's database for
the no. of dishes order w.r.t their
respective price to be deducted from
employee's salary automatically.
5
Management
•
•
•
•
Check most popular dishes.
No. of employees using system.
Satisfaction of employees using
feedback mechanism.
Sales of each day, total monthly
earnings and order forecasting.
Operational
Support Team
Project
Manager
•
Provides operational support to
employees/customer in case of any
issue while using the application.
•
8
Implementation on IT
Team
•
9
Testers
•
10
Sponsor
•
Ensure successful implementation of
solution
by
maintaining
all
constraints, resources, budget and
time.
Develop online web application for
the employees to order food from
Unilever canteen and ensuring that
all 1500 employees are able to use
application smoothly.
Test the usability and convenience of
application to fix any errors/bugs if
identified.
Sponsoring all budget related
activities and providing useful
insights.
11
Regulator
6
7
•
12
Food Supplier
•
13
Business
Analyst
•
RACI Matrix:
Ensuring food is as per the health
standards.
Providing logistical support to
Canteen management based on the
demand.
Ensuring
proper
collaboration
between external and internal
stakeholders
to
implement
successful solution effectively.
Stakeholders
Responsibl Accountable Consulted Informed
(A)
(C)
(I)
e (R)
Employee/Customer
I
Canteen Manager
C
Delivery Boy
I
Payroll system
I
Management
Operational Support
Team
C
R
Project Manager
Implementation
A
R
IT Team
Testers
R
Sponsor
C
A
Regulator
SUPPLIER
R
BUSINESS ANALYST
R
A
I
I
.
Problem Definition
The problem statement can be represented with the help of fishbone
diagram. It gives a deeper understanding of cause and effect of the
problem.
Canteen: Monthly Food wastage. Overcrowded Canteen. Inability to
offer wide variety of menu choices. Shortage of dishes on any given day.
CUSTOMER: Wastage of time. Unavailability of dishes, choices of
food is limited, shortage of dishes if you are late for lunch, Time flexibility.
Solution: A canteen ordering system with an option to eat meals at
work station at the specified time
The ordering system will have following features
• Order meals from the canteen menu to be delivered or in canteen
at specified time.
• Create, view, modify, and delete meal menus.
• Register/deregister for payroll deduction - this is the pre-requisite for
using the system. Only employees registered for payroll deduction
can order meals.
• Produce summarized order list for the day for canteen staff.
• Produce floor wise delivery details for planning deliveries by delivery
boy.
• Booking for table space in canteen for 20-minute slots between 12
noon to 1pm for employees who want to eat in canteen. To be
implemented for 50% capacity initially.50% space to be left for
employees bringing their own lunch.
• Produce ingredient lists for meals ordered.
• Provide system access through Intranet or Internet access for
authorized employees/canteen staff.
CURRENT STATE OF CANTEEN ORDER
SYSTEM:
FUTURE STATE PROCESS MAP:
Swimlane has been used to show the future state of the canteen order
system
OUT OF SCOPE OF THE CANTEEN ORDER SYSTEM
Assumptions:
• Existing canteen staff will continue to be there such as cooks, cleaners, helpers etc
• Existing infrastructure will suffice for the transformed structure
• Canteen servers can transform into delivery boys
In Scope:
•
•
•
•
•
•
Mention the name of features and what they are used for.
Online ordering system is only applicable to Unilever UK office.
Webpage shall capture food payroll registration, menu, order and feedback details.
System shall support registered employee’s information done via payroll system.
System shall allow registered employees to login via company credentials.
System shall allow entry and maintenance of menus.
• System shall allow consolidation and delivery of orders.
• System shall support inventory and wastage management.
• System shall have Reporting module for required reports mentioned as part of detailed
requirement.
• System shall have Payroll deduction information generation and maintenance.
• System shall capture Manpower utilization details.
• Application shall mark delivery post order delivery.
Out of Scope:
• Choice of location Canteen / Work station in release 2 .
• Registration module in Payroll system to enrol for the online food order facility.
• Online ordering system implementation at every location of Unilever Office in first release.
Business Requirements:
Business Objective 1:
• Reduce canteen food wastage by a minimum of 30% within 6 months following first
release.
•
Scale: Value of food thrown away each month by examining the
canteen Inventory
•
Previous - 25% wasted
•
Must plan for: Less than 15%
Business Objective 2:
• Reduce canteen operating costs by 15% within 12 months, following initial
release.
Business Objective 3:
• Increase average effective work time by 30 minutes per employee perday,
within 3 months.
Business Objective 4:
• By making the ordering process automated and by delivering the food to the
user's workstation, the canteen will be able to operate with lesser manpower.
Functional Requirements
FR1
FR 2
FR 3
FR 4
FR 5
FR 6
Release 2
Er 7
Release 2
Users should be able to create accounts, logon and have password
recovery.
An administrator should be able to assign roles to a User, which
reflects their position. e.g. Canteen Manager, Delivery Boy,
Management, User (Employee Customer) and create Incident
management process
Salary deduction acceptance to act as login and employee uses his
existing company credentials to login. Employee ID and Workstation
Details as login details.
Roles should have access only to respective modules:
Canteen Manager Role - Amend Menus, create a variety of lists of
Orders including for Delivery Boy
User Role - Select a Menu and place an order. Provide feedback on
the order.
View past orders, accept/deselect salary deduction option
Delivery Boy Role - View a list of Orders as defined by the Canteen
Manager.
Update an order to indicate delivered.
Management Role - Generate Reports, have the capacity to have
them send in email.
Web Interface to be able to add /change / remove menus. This
includes adding the price for the menu.
Inventory coming in to be recorded in the system and once order
gets prepared the inventory is shown as consumed. All the wastage
also gets recorded and updated in the system
Table management for 50% canteen tables for employees wanting
to eat in the canteen
Non-functional Requirements
System Requirement:
NF 1
NF 2
NF 3
NF 4
NF 5
NF 6
NF 7
Employees should be forced to change their password every predetermined period
Order Transactions or feedback should be traceable
The application should be low-maintenance requiring minimal
manual intervention
Can be used using Company Authorised Browsers.
Orders will be archived after a predefined period.
System should be stable to take the load of 1500 logins and
ordering
Webpage should be light so that rendering is fast for browsing and
order placing.
Usability:
friendly and self-explanatory user interface preferable with
NF 8 User
pictures
NF 9 Webpage should be available on Intranet as well as internet
employee can browse but only those who accept payroll
NF 10 All
deduction will be allowed to order
activities of current canteen system will stop on the day of Go
NF 11 All
Live of Web application