Analysis and Design of an Order Management Information System for Staples
Canada
Second Presentation – System Design
MISA 4425 – Systems Analysis and Design
Isaac Fiifi Yorke
Kachi Ekeadah
Abraham Kaisa
Saint Mary’s University
March 2026
Organization Background and Problems
Organization Background and Problems
Staples Canada is a retail company that sells office supplies, technology products, furniture, and
business services to customers across Canada.
The company relies on multiple vendors and suppliers to provide inventory.
The order management process includes receiving customer orders, generating invoices, processing
payments, and coordinating with vendors.
For the purpose of this project, we assume that parts of the order management process involve manual
activities that could be improved.
Manual processing may lead to delays, higher risk of human error, and inefficient coordination.
These challenges create an opportunity to redesign the system and introduce automation to improve
efficiency and accuracy.
Business Process Overview
The business process focuses on the order management activities of the organization.
The process begins when a customer places an order for products.
The system then records the order details and generates a sales invoice for the customer.
After the invoice is generated, the customer makes a payment for the order.
The company then processes the payment and coordinates with vendors to fulfill the order.
In the current As-Is system, several activities involve manual processing.
In the redesigned To-Be system, many of these activities are automated to improve efficiency,
accuracy, and processing speed.
As-Is System – Context Diagram
As-Is System – Level-1 Data Flow Diagram
As-Is System – Level-2 Data Flow Diagram
To-Be System – Context Diagram
To-Be System – Level-1 Data Flow Diagram
To-Be System – Level-2 Data Flow Diagram
Differences Between the As-Is System and the To-Be System
As-Is System
Manual order validation and processing
Manual invoice generation
Manual payment confirmation
Limited integration between processes
Higher risk of human error and delays
To-Be System
Automated order validation and processing
Automatic invoice generation
Integrated online payment processing
Improved coordination with vendors
Greater efficiency and reduced operational errors
Constraints and Overview of Solutions
Limited financial budget
Limited IT expertise and human resources
Existing hardware and software infrastructure
Minimal operational disruption allowed during system implementation
Short implementation timeframe
Solution: implement an application software system that automates order
processing and integrates invoicing, payment handling, and vendor
communication
Alternative Software Option 1 – Shopify
Cloud-based order management and e-commerce platform
Automates order processing and invoice generation
Integrated payment gateway support
User-friendly interface requiring minimal technical expertise
Suitable for small and medium-sized retail businesses
Alternative Software Option 2 – Odoo ERP
Enterprise resource planning system with modular design
Supports sales management, invoicing, and payment
processing
Integrated inventory and vendor management
Highly customizable and scalable
Suitable for businesses requiring flexible system
configuration
Alternative Software Option 3 – QuickBooks Commerce
Cloud-based order and inventory management system
Automates invoicing and payment tracking
Integrates with accounting software and e-commerce
platforms
Provides vendor management and reporting features
Suitable for businesses focusing on financial and inventory
control
Comparison of Software Alternatives
Shopify
Easy to use and quick to implement
Strong e-commerce and order management features
Monthly subscription cost
Odoo ERP
Highly customizable and scalable system
Wide range of integrated modules
Requires more technical setup and configuration
QuickBooks Commerce
Strong accounting and financial integration
Effective inventory tracking and reporting
Decision Matrix
Evaluation Criteria
Functional Requirements
Ease of Use
Cost
Scalability
System Integration
Vendor Support
Security
Comparison of Shopify, Odoo ERP, and QuickBooks Commerce based on
these criteria
Selected Software Solution – Shopify
Provides strong automation for order processing
Integrated payment gateway support
User-friendly interface requiring minimal technical expertise
Cloud-based system with low infrastructure requirements
Best balance between functionality, cost, and implementation
feasibility
System Architecture Design
User devices access the system through a web interface
Application platform processes customer orders and
payments
Cloud database stores order, invoice, and payment
records
Payment gateway validates customer payments
System communicates with vendors for order fulfillment
Cost-Benefit Analysis
Tangible Costs
Software licensing and implementation costs
Training employees to use the new system
System setup and configuration
Operational Costs
System maintenance and updates
Technical support
Tangible Benefits
Reduced manual work
Faster order processing
Lower administrative costs
Intangible Benefits
Improved customer satisfaction
Better data accuracy
Improved communication with vendors
Slide 20
Implementation Recommendations
Recommended Solution
Implement a cloud-based order management system to automate key business processes
Time Frame
System implementation expected within 3 to 6 months
Training
Employees will receive training to ensure smooth system adoption
System Conversion
Gradual transition from the manual system to the automated system
Follow-up Activities
Monitor system performance and continuously improve processes