CANTEEN ORDER SYSTEM

for

A SIMPLILEARN PROJECT FOR CBAP

SUBMITTED BY: ANURADHA GOPALAN
Project Overview (Problem Statement)

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 has around 1500 employees which are spread across 12
floors. They have 2 canteens to cater to these 1500 employees. Each canteen could
accommodate only 150 employees at a time. Most employees would prefer to take their
lunch between 12 noon to 1 pm.
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 be seated. However, the time spent eating was only 10-15
minutes. The remaining 10 minutes were spent using the elevators to get back to the
work stations.
There is a huge rush in the canteen during the lunch hours resulting in employees
wasting time waiting for tables to be seated. Employees are also not assured of always
getting their choice of food they prefer, as 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 them to order meals
online, and to be delivered to their work location at a specified time whenever they
order.
BUSINESS ANALYSIS CORE CONCEPT MODEL (BACCM)

Figure 1.

Business Analysis Core Concept Model as per BABOK

The business analysis core concept model for the canteen ordering system is presented
as Below:

Needs
● The need is to have an online canteen ordering system which can reduce the
food wastage, operating costs, manpower and increase employee’s work time.

Changes
● Existing manual system to be replaced with a canteen ordering system (COS)
● Managing all the canteen operations that need to cater around 1500
employees with a right system in place.
Solutions
● Design and implement an online canteen ordering system for the organization
which is integrated with the payroll system and that facilitates the food delivery
to the employees work station on time.
● The existing system will also run parallelly until everyone will be comfortable
and willing to use the new online system.
● Set Up a delivery system so that the food is delivered on time and without mix-
up errors.

Context
● Company has around 1500 employees but the capacity of the canteen is
limited to 300 employees only at a time.
● This huge gap creates an issue of a lot of time wastage and food wastage. It
over all creates a lot of inconvenience for the employees and discomfort in
handling canteen operations in a manual environment.
Value
● A system would save considerable time to those employees who use the
service.
● It would increase the chance of them getting the food items they prefer.
● This would improve both their quality of work life and their productivity.
● The food wastage will be reduced.
● This will reduce the operating cost.
 ● Saves manpower and employee’s time so increased efficiency
● Satisfied Employees
● Efficient canteen management
● Record of employee eating habits.
Stakeholders
External stakeholders:
● Supplier
● Project Manager
● Implementation SME
● Operational IT team
● Testers
Internal stakeholders:
● Inventory manager
● Chef
● Canteen manager
● Employees
● Meal deliverer
● Payroll team
● Business Analyst

STAKEHOLDERS:

RACI Matrix is used for identifying the responsibility of each stakeholder involved in the
process
• Responsible (R): the persons who will be performing the work on the task

• Accountable (A): the person who is ultimately held accountable for

successful completion of the task and is the decision maker

• Consulted (C): the stakeholder or stakeholder group who will be asked to

provide an opinion or information about the task
 • Informed (I): a stakeholder or stakeholder group that is kept up to date on the
task and notified of its outcome.

The different level of involvement of the stakeholders in the project has been described
using RACI model as under:

ROLE ROLE

Business Analyst R,A

Project Manager A

Domain SME C

Implementation SME- Head of IT Department R

Testers R

Operations SME R

Head Chef C
Canteen Manager C

Delivery boy C

Menu Manager C

Accounts Department Head/ HR Head C

Inventory Suppliers I

Regulators I

Sponsors A

Employees I

*R=Responsible, A= Accountable, C= Consulted, I= Informed

Stakeholder Matrix
Keep Satisfied Work Closely
● Unilever Employees ● Domain SME
High ● Unilever Management ● Project Manager
Influence ● Sponsors ● Regulator
of Monitor Keep Informed
Stakeholder ● Canteen Manager / ● Developers
Low Order Processor ● UI-UX Designer
● Menu Manager ● Testers
● Kitchen Staff ● Operational
● Delivery Staff Support
● Payroll Department /
HR Department
Low High
Interest / Impact of the Stakeholder

Identify Objectives
 ● Reduce canteen food wastage by a minimum of 30% within 6 months following
the first release.
● Reduce canteen operating costs by 15% within 12 months, following initial
release.
● Increase average effective work time by 30 minutes per employee per day, within
3 months.
● Make the ordering process automated and deliver the food to the user's
workstation, which helps the canteen be able to operate with lesser manpower.

Requirements Classification Schema (RCS)

Requirements Details
Business ● Reduce canteen food wastage by a minimum of 30% within 6 months
Requirements following first release.
● Reduce canteen operating costs by 15% within 12 months, following initial
release.
● Increase average effective work time by 30 minutes per employee per day,
within 3 months.
● Make the ordering process automated and deliver the food to the user's
workstation, with this the canteen will be able to operate with lesser
manpower.
Stakeholder ● A system that would permit a canteen user to order meals online, and food
Requirements to be delivered to their work location at a specified time and date.
● Updated menu
● Able to customize the food order.
● A canteen order system that can be integrated with the payroll system.
● A system that does not allow ordering the food after 11 am
● A system in the canteen management can easily track the orders for further
processing on time.
● Easy Report generation
Solution The Canteen Ordering System (COS) designed to manage all canteen food
Requirements ordering operations.
 Functional Requirements:

● User registration and login

● Display of the updated list of daily menu that is being offered
● Making online orders before 11 am
● Food is prepared as per the orders received
● Food availability status
● Place request for delivery of food prepared and ready
● Employees are able to place a confirmed order for food by online
● Closing of the online customer order by the delivery boy after delivering the
food to the employee.
● Feedback submission for the quality of food items delivered and for the
delivery system of the canteen.
● Employee enrollment for the monthly deduction of the amount from payroll,
for the food ordered online.
● Generation of reports for the management to look into various aspects
related to the system utilization and employee preferences, etc.

Non-Functional Requirements:

● Ensure Internet Accessibility to all employees.

● Ensure Device Accessibility to all employees.
● Increased Server capacity and Increased bandwidth to ensure smooth user
experience.

System Requirements:

● Creating and maintaining the program in Java.

● This canteen ordering system is required to support a volume of 1500
employees ordering. The web pages should be light and render fast.
● The screens should be self-explanatory and very user friendly. Management
would not want employees not ordering from the system as they cannot
understand the screens and data fields on screen.
Transition ● COS should be up and running for use.
Requirements ● Data should be secured and accessible.
● The end users should be trained for the proper use of the system.
THE ROOT CAUSE ANALYSIS:
The problem statement can be represented with the help of a fishbone diagram. It gives a
deeper understanding of the cause and effect of the problem.
As-Is Map of the existing process
Future Process Map
 Scope of the Canteen Ordering System (Context Diagram)
The scope of the canteen management system has 4 components : Unilever
Management, Unilever Employees, Canteen Management and Payroll Department.

Fig 1: Out-of scope context diagram for the online order system
OUT OF SCOPE OF THE CANTEEN ORDER SYSTEM:
Context diagram has been used to show the out of scope of the online order system:

Fig 2: Out-of scope context diagram for the online order system

Main features that needs to be developed

Below are the main features of the system which needs to be developed:
1. Employee registration and login on the system.

2. After successful login, employees should be able to see the updated menu.

3. The lunch orders cannot be made after 11 am, so that the chef has sufficient time
to prepare the lunch for all the employees.

4. Employees can place their order and confirm, after adding all the prefered food
items into their cart.

5. Once the order is confirmed, the employee cannot modify or cancel the order.

6. The canteen Manager (Order processor) views all the orders and assigns them
to the chief chef for the preparation.
 7. The packed order will be assigned to the meal deliverer for the delivery to be
done at the employee's workstation.

8. After the food is delivered, the meal deliverer will mark the order as closed.

9. After completion of the order, the employees will be asked to fill the feedback
form for their service.

10. There will be no payment gateway so the bill amount will be deducted from the
employee’s monthly salary by the payroll department.

The In scope and Out of scope items for this software are as follows :
In scope requirements:
● Employee registration / Login screen
● Menu page
● Meal ordering screen (No order allowed after 11 am)
● Order confirmation screen
● Payment summary
● Order status page
● Meal delivery details
● Close delivered order by meal delivery person
● Monthly payroll adjustment
● Feedback submission
● Sales report for canteen management
Out of scope requirements:
● Food vendor management
● Food supplies out of stock notification
● Chef and Cook management
● Chef and Meal delivery person pay details.
KNOWLEDGE AREAS USED:
Knowledge Areas Tasks

Business Analysis Planning and ⮚ Plan business Analysis Approach

Monitoring ⮚ Plan Stakeholders Engagement
⮚ Plan business Analysis information
Management

Elicitation and collaboration ⮚ Prepare for Elicitation.

⮚ Conduct Elicitation
⮚ Confirm Elicitation
⮚ Communicate Business Analysis Information
⮚ Manage Stakeholder Collaboration

Requirement Life Cycle Management ⮚ Trace Requirements

⮚ Maintain Requirements
⮚ Prioritize Requirements
⮚ Access Requirement changes
⮚ Approve Requirements

Strategy Analysis ⮚ Analyze Current State

⮚ Define Future State
⮚ Access Risks
⮚ Define Change Strategy

Requirements Analysis and Design ⮚ Specify and Model Requirements

Definition ⮚ Verify Requirements
⮚ Validate Requirements
⮚ Define Requirement Architecture
⮚ Define Design Options
⮚ Analyze Potential Value and Recommend
Solution

Solution Evaluation ⮚ Measure Solution Performance

⮚ Analyze Performance Measures
⮚ Access Solution Limitations
⮚ Assess Enterprise Limitations
⮚ Recommend Actions to Increase solution value
An activity diagram for the system
SWIMLANE ACTIVITY DIAGRAM

ENTITY RELATIONSHIP DIAGRAM:

 The business requirements, both the functional and non-
functional requirements

In-Scope Requirements
Functional Requirements
Menu Selection
1 Employee will access Canteen Ordering System main page via URL
2 The web page should have a list of all the dishes available in the canteen for the day
with its prices.
3 To order, employees will have to log in with User ID and Password created by the
employee.
4 If employee has not set up a profile, 'Initial Registration' sup-application will launch

5 Place order button in the web page will be active until 11:00AM - Message 'Ordering
Time Expired' will appear in Main Page - All customer logins will be blocked until
menu is updated
6 System will perform security check against saved Password from initial registration
or updated Password
7 If Password is Forgotten, system will initialize 'Reset Password' Routine - (see Initial
Registration for detailed requirements)
8 When reaching main page, User will select items from Daily Menu
9 Menu will be separated into 'Snacks', 'Main Dishes', 'Drinks', 'Desserts' 
10 Menu will have Photograph, Description and Price for each menu

11 Each item will have 'Like' icon next to the price

12 User will click on 'Like' Icon for each item selected and message 'Item in Tray' will
appear

Check-Out

1 Main page will have Shopping Cart Icon on Upper right corner to Check-Out

2 Shopping Cart will display a list of all item selected by the user along with activated
'Like' icon 
3 User will be able to click activated 'Like' icon to deactivate it and remove any item
from tray
4 Message 'Item Removed from Tray' will appear

5 User will have the ability to 'Continue Shopping' or 'Confirm Order'

6 If 'Confirm Order' is pressed, message will appear that Customer will not be able to
 make changes or Cancel the order
7 Canteen will include applicable sales tax and display window with the list of items
and Total and total amount due to customer

Initial Registration

1 First-time Customers will need to create a profile in the system

2 Customer will enter Employee ID, First Name, Last Name, Work Phone, Cell Phone
(optional), work-email
3 System will require customers to create a unique password with standard rules - (1
or more Capital letter, 1 or more lower case letters, 1 or more number [0-90] and 1
non-alphanumeric character). Password should not be longer than 12 characters
4 If a customer forgets the password, the initial page should have a 'Forgot Password'
link that will send an automated email to reset the password. Customer profile will be
updated with new password

Canteen Manager Requirement

1 First-time Customers will need to create a profile in the system

2 Customer will enter Employee ID, First Name, Last Name, Work Phone, Cell Phone
(optional), work-email
3 System will require customers to create a unique password with standard rules - (1
or more Capital letter, 1 or more lower case letters, 1 or more number [0-90] and 1
non-alphanumeric character). Password should not be longer than 12 characters
4 If a customer forgets the password, the initial page should have a 'Forgot Password'
link that will send an automated email to reset the password. Customer profile will be
updated with new password
5 First-time Customers will need to create a profile in the system

6 Customer will enter Employee ID, First Name, Last Name, Work Phone, Cell Phone
(optional), work-email

System Requirement

1 Application will be written in Java for easy maintenance

2 Canteen Manager will need a new server or standalone computer to track orders,
data storage and create reports
3 System will auto-create daily reports to track sales, how many employees use the
system, access satisfaction reports from customers and report on the most popular
dishes
4 Server will monitor in real-time all orders and send these to stations where the
Canteen Manager will be able to dispatch them to the Chefs
5 Delivery Agent will receive orders from Canteen Manager as these are completed

6 System will compile all daily information

7 System will auto-create monthly reports to include monthly earnings and order
forecasting based on what dishes are the most popular
 Out of Scope Requirements
1 Breakfast items are not included in Canteen Ordering System
2 Refund to Customers in the event an order is never received
3 Electronic 'received' confirmation recording the time of receipt of order
4 Automated email to customer once order is complete
5 Automated email to customer when order is received
6 Include suggestions of what can be done better in Feedback
7 Real-time notification of 'Order Status' in customer profile (in 'My Orders' section)
8 Delivery to any other place besides work station
9 To streamline daily work, Canteen Manager should be able to update menu for the
entire week (i.e. upon closing of canteen on Friday)
10 Mobile text message option when order is complete or received
11 Optional Inclusion of dietary preferences from Customers (i.e. vegan, low-cal,
gluten-free, etc.)
12 Optional Inclusion of food allergies
13 Inclusion of automated emails with the day's menu and suggestions (depending
on dietary preferences)
14 Web Page must be accessible via mobile or Tablet device
Wireframes for Canteen Management System