BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

A. FISHBONE DIAGRAM

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

B. PROJECT SCOPE AND CONSTRAINS

Project Name: Affective Sales System

Project Purpose: As a system analyst company, we are offering affective and technology system
as alternative to our client/customers improve their business operation especially in sales system.

Project Objective:

1) To improve business operation effectively and efficiently.

2) To improve it significant time and cost savings.
3) To achieve clients goal and satisfaction.
4) To help clients in decision making.

AFFECTIVE SALES SYSTEM SPECIALITY:

• Auto calculate and generate sales

This feature occurs when our client key in the data from sales order and automatically calculate
the amount and deducted discount if any during the sales. It also can generate sales report for every
month. It will more convenient to our client for review process.
• High secure
This function occurs when customers key in their personal information to buy products and this
system provide high security that only involved the buyers and seller. So that, third party or
dropship agent can’t trace or know the customers information. This feature very important for both
parties which is customers and business owner.
•Various payment method
Nowadays, technology is more fastest than others so that we decide to provide high technology
which is consist various payment method such as credit/debit card, online banking, PayPal and
others. Then, this system also can connect to bank through electronic fund transfer (EFT) so that
customers can use the online banking to make payment. This system much faster than traditional
method.
•Customers feedback
Using this system, customers can give feedback either positive or negative about the products or
services to the business owner. Then, business owner can improve their business performance
using the feedback. Besides, this feature can improve good relationship between customers and
business owner.

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

• Up-to-date system
Due to the current technology, our system also has this specialty which is it continuously update
number of products available and sales every month. Therefore, customers know what product in
stock or out of stock. This function can make the business performances more effectively and
efficiently.
•Easy to access
Another feature in this system, it can access by 2 alternatives through mobile version and desktop
version. Business owner or customers can access this system at everywhere by using their mobile
phone if there has avoid circumstances during access by computer. So that, the users have various
option to access the affective sales system.

CONSTRAINT
1) Using the affective sales system, the business owner/seller can’t to refund payment to the
customers by system.
2) System will crash if there are many customers access the system at the same time. This
system has limit to access within 1000 users per time.
3) System can’t access without poor internet connection.
4) System incurred cost of update new version and need to invest in hardware updates as well.
These updates can result in significant continuing costs for something that is supposed to
be an investment that brings long-term returns.

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

C. FACT-FINDING: SURVEY METHOD

Surveys are a method of gathering information from individuals. Surveys have a variety of
purposes and can be conducted in many ways. Surveys may be conducted to gather information
through a printed questionnaire, over the telephone, by mail, in person, by diskette, or on the
web. This information is collected through use of standardized procedures so that every
respondent is asked the same questions in the same way. It involves asking people for
information in some structured format.

We have distributed this survey form to some customers which is student through online by using
“whatapps”. This survey is run for one day involving customers aged between 18 and above. The
purpose of this survey is to get feedback from the customers that using online as a platform to
shop. From that, we can know some customers had bad experiences during online shopping or
traditional. Besides, we also can know how solution the customers prefer if have problems during
online shopping.

Based on our survey data collection, we analyze that 75% is from female customers and 25% from
male. From the survey, we analyze that 100% of customers already know about online shopping
so that it will make us much easier to collect the data information. There are several
questionnaires and the result that have been collected:

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BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

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BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

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BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

Then, several customers give their opinion in faced bad experiences with dropship agent such
as the products is expired date, the product is low quality not likely in description, low services
during buy with dropship agent and others.

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

D) ANALYZE THE PROJECT USABILITY, COST, BENEFIT, AND SCHEDULE

DATA.

I. Project Usability
 Improve Sally’s sales process
With this proposed sales system, Sally can create a clear strategy to achieve her
target. Thus her business will improve dramatically.

 Manage customer order data effectively

Our sales system will eliminate lost and incorrect order. It also helps to drive
more revenue and profitability from the ordering process. Thus, this helps
maintain happy customer relationships.

II. Benefit
 Increase customer satisfaction
By using this sales system, the process of order will go smoothly and customer
will get their products order on time thus it will make customers happy and Sally
will have loyal customers.

 Reduce direct labor

Most of the process of the sales been perform by the system thus Sally will not
need many use of human labor. This will decrease the salary expenses borne by
Sally.

 Handle large amount of order

Before this, Sally need to appoint many dropship agents to help take order but
now Sally can reduce her dropship agent because the website can handle many
orders.

 No limit time and place to purchase product

The sales system will make the customer easily purchase the product because the
system online for 24 hours to enable customer purchase anywhere and anytime.

 Auto generated document

Sales order, invoice and receipt auto generated by the system when the customer
order, pay and receive the product. The document store in the system as a
softcopy and just need to print it out.

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

III. Cost of the system

No. Item Cost Estimation (RM)

1 Website
 Cost for build a website as a medium 6,000
to purchase item.

2 Survey and collecting data

 Survey has been made to collect data
from customer and get a detail of 150
customer problem.

3 Operational and technical fee

 Fees related to the operation and
equipment that has been used along the 300
preparation of the system.

4 Consultation fee
 Fees for giving a consultation and 650
training to Sally for the new system.

5 Networking
 Install a new networking hardware in
the sally place for handling order 860
customer order via website

Hardware and software

6  Provide a hardware for example a
computer with a high specification to 3000
perform multitask operation and a
suitable software.

7 Maintenance fee
 To keep the system in good condition
for a long time use. Charge semi 150
annually.

8 Others Fees
 Related fees to completing the system 230

TOTAL 11,340

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

IV. Scheduled data

No. Task Duration (Days) Notes

1 Form a group of System Analyst 1
2 Observe and analyze the main problem 1 Depend on task 1
3 Create fishbone diagram based on the 1 Depend on task 2
problem
4 Identify project scope and constraints 2 Concurrent with
task 3
5 Prepare a survey for fact finding 1 Depend on task 4
6 Distribute, collect and analyze the survey 2 Depend on task 5
data
7 Identify the project usability, cost and benefit 2 Depend on task 6
of the system
8 Evaluate operational, technical, economic and 1 Concurrent with
schedule feasibility. task 7
9 Finalize the data, report and preparing 3 Depend on task 7
presentation slide and 8
10 Presentation 1 Depend on task 9
TOTAL DAYS 15

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

E) EVALUATE FEASIBILITY SUCH AS OPERATIONAL, TECHNICAL, ECONOMIC

AND SCHEDULE FEASIBILITY

I. Operational
With the proposed system, we can reduce in workforce as the system can do most of the
tasks which can be done by the employees. We will provide training to user to get to know the way
to operate the system. By introducing the sales order system to the users, there will be a huge
change in operation such as the customer can only order through the website and can not make
order through whatsapp, facebook and other social media. Thus, Sally’s profit will increase
indirectly but there will be negative effect to the dropship agents. They might loss their work.
II. Technical
Previously Sally did not use any hardware or software for business so we introduce our
system which is sales order system. The propose platform have sufficient capacity for future needs
and also can be updated and upgraded if out of capacity. The proposed platform will interface
properly with external system operated by customer and suppliers. Since the hardware and
software environment can be reliable, the proposed system will be able to handle growth of Sally’s
business.
III. Economic
To implement the system proposed by us there are several cost to be incurred. Following
are the cost :
 Website
 Survey and collecting data
 Operational and technical fee
 Consultation fee
 Networking
 Hardware and software
 Maintenance fee
 Others fee

V. Schedule
We have planned a schedule data to track our progress on proposing the sales order system.
We create a network diagram using Microsoft Project to estimate the time to complete the
proposed system and this network diagram has been attached below for Sally’s review.
With this schedule we can coordinate and control the project. To supervise the flow of
project we have appointed a leader for our team.

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

Network Diagram

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

Gantt Chart

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 BKAS2123 ACCOUNTING SYSTEM ANALYSIS AND DESIGN

F) RECOMMENDATION AND CONCLUSION

I. Recommendation
We would like to recommend sally to:
1. Implement the e-commerce platform
2. Installing the database server in her business to support the online business networking system.

There are some benefits if Sally implement the e-commerce platform:

1. It takes time in the buying process will be shorten. Prior to this, customers need to take at least one day to complete
their purchase transactions. However, by implementing this platform, the time required can be reduced at least in
one hour. For example, without an e-commerce platform, customers cannot continue the transaction unless the
seller responds to their message. This is because the bank account number is not provided. However, if they use this
platform customers will be able to make direct payments because the website will directly link it to MOLPay for
payment.
2. Enable sally to handle sales transactions in large amounts. Previously, sally needed to appoint a dropship agent to
help her receive orders from customers because of outstanding order.
3. Reduce the tendency to make mistakes because the system will help Sally record all order information completely
in the database. Therefore, ignoring the issue of the order transaction will not occur as it happens in the manual
recording process.

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II. Conclusion
From the case that happen in Sally’s business, we as system analyst determine to make an affective and technology
system as alternative to our client/customers improve their business operation especially in sales system. To develop our
project, we need to make a survey and distribute to some students about using online as a platform to shop. From that, we
can know that some customers had bad experiences during online shopping or not, and the result is several customers had
bad experiences especially in dropship agents. We make an analyze about the project usability, cost, benefit, and schedule
data, and after that we evaluate the feasibility. Also, make a Gantt Chart and network diagram of the schedule we have
created, with this schedule we can coordinate and control the project.

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