SESSION 2

System Analysis – Analyzing Requirements PART 1 One day, you invited Encik Azhar the sales manager to your office to learn in detail regarding the sales order entry process. Below is the description of the process: Customer orders currently can be received in two ways: by phone or by mail. Upon receiving order from customers, sales person will refer to customer file. If the order is from existing customer, the sales person will look for any new information i.e. change in customer’s address and update the customer file. However, if the order is from new customer, a new record is created in the customer file. The next step is to check for customer’s credit limit. This information is also available in the customer’s file. If the order exceeds the limit, then an order reject notification will be sent to the customer. Otherwise, the sales person will proceed with checking the availability of the products by referring to the inventory file. If the products are out of stock, a back order is sent to the purchasing department. As for the available products, the sales person will prepare 4 copies of sales order and 2 copies of picking ticket. One copy of the sales order is sent to the customer for confirmation of the order while another two copies are sent to shipping department and billing department respectively. The picking ticket is sent to the warehouse. A copy the picking ticket is filed together with a copy of the sales order in the sales file. Every Friday, a summary report of weekly sales is generated from the sales file and sent to the management. Sometimes customer also make phone call to enquire about products or status of their orders. Usually customer services will response to these inquiries by referring to either the sales file or the inventory file. Required: a) Prepare both context and intermediate data flow diagram for the above process using the Microsoft Visio software.

PART 2 After that meeting. d) Why purchased software is cheaper compared to other design strategies in developing computer based information system? . “What we need is actually just a simple database system and I believe we can ask the staff in the sales department to create it using Microsoft Access. I can guide them and we can save money.” replied Encik Rashdan. you had another discussion with Encik Rashdan and mentioned to him regarding your intention to purchase ready-made software from the market to solve the problems in sales department. “I don’t think that is a good idea. what are the disadvantages of purchasing ready-made software? Identify the design strategy that was suggested by Encik Rashdan.” he added. b) c) Explain steps involves in procurement of software package Besides Encik Rashdan argument. Discuss both the advantages and disadvantages of this strategy.

He found that the following documents are required for the sales order processing system: CUSTOMER REGISTRATION FORM Customer Number: Customer Name: Street Address: Postal Code: Outstanding Balance: @@@ Telephone (Office) Telephone (Mobile) City: State: Credit Limit: SALES REPRESENTATIVE REGISTRATION FORM Sales Rep. ID: Sales Rep. Name: Quantity Sold Unit Price xxxxxx xxxxxx xxxxxxxxx Total (RM) xxxxxxxxx xxxxxxxxx xxxxxxxxx Product Name xxxxxxxxxxx xxxxxxxxxxx GRAND TOTAL: .SESSION 3 (NOTE: Students must have completed the MS Access exercise in Chapter 11 before doing this PBL) System Design The following week. ID: Sales Rep. Encik Rashdan started to design the database. Name: IC Number: Date Joined: Telephone (Mobile): Commission Rate: PRODUCT REGISTRATION FORM Product Code: Product Name: Category: Description: Supplier Name: Unit Price: Quantity on Hand: Picture: @@@ SALES ORDER FORM Customer Number: Customer Address: Telephone: Product Code xxxxxxxx xxxxxxxx xxxxxxxx Sales Order Number Date: Sales Rep.

iii. Remember that good paperless input design should minimize keystrokes. Product by category (make. sales rep. the fields marked with XXX in the sales order form must be auto-completed.e.sales rep. Give an example each from the information provided above. iii. A sales representative can take many orders from customers (i. ii. Forms for new customer registration. Required: a) b) c) d) e) Identify and list the entities and the attributes of those entities. Your database should include the followings: i. Product X cannot appear on multiple lines within the same order. You also need to explain to Encik Rashdan the characteristics of bad systems in order for him to detect if something is wrong with the current or new systems? Explain in detail to Encik Rashdan what are the information systems elements that need to be designed? f) System Construction g) Using Microsoft Access. Since you are not doing a complete system. Specific product (user can view picture and description of the product) b. colour etc. An order may contain several line items (i. customers and sales reps such as: a. You may add other attributes to suit your business or product. customer may order several products within a sales order form) but each line item may only include a single product. Queries for your products. checkbox etc. Product by price range . create a database for Sales Order Processing system. Specify the relationship among these entities. Define primary key. For example. secondary key and concatenated key. size. registration. in different sales order form) but each sales order form is only for single customer. Identify the primary key for each of the entity.e. Encik Rashdan was also furnished with the following additional information concerning orders: i.On top of that. Is there any many-to-many relationship? How do we implement many-to-many relationship in Microsoft Access? Draw the entity relationship diagram (ERD) depicting the relationship between these entities.e. where appropriate. Use your creativity to design these forms. To minimize errors. ii. data for fields marked with @@@ are not necessarily being automatically updated every time you create sales transaction. so use dropdown menu.) c. A customer can place many orders (i. Tables for each entity that you have identified in your ERD plus any other appropriate tables. can prepare many sales order forms) but each sales order form can only be prepared by one sales representative. product registration and sales order form.

You need to help the users to navigate through the database. 5 sales representatives and 20 sales transactions. vi. Sales by sales representative c. What are the activities done in the implementation phase? END OF PBL SESSION . Dummy data to test your database. vii. Other relevant reports A main menu with buttons linking to the forms. Sales by product category b. queries and reports. h) The implementation team wishes to ensure that the users find the new information system easy to use and that managers extensively use the enquiry and reporting facilities. List of all available products d. List of all customers e. customers and sales reps such as: a.iv. v. A start page with your company logo. You are required to create at least 10 customers. Other relevant queries Reports for your products. name of the system and two buttons (one linking to the main menu and labelled with “ENTER” and the other for user to quit the application and labelled with “EXIT”). Create this page using form in form design. d. You must set this page to appear when user first enters into the system. Use similar steps as for creating the main menu.

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