CANTEEN ORDERING SYSTEM

FOR UNILEVER

Analyst
RAJKAMAL CS

Submission during
MAY 2022
Table of Contents:
1. Introduction 3
2. Defining Core Concept 4
3. Requirement Classification 5
4. Key Stakeholders - Identification 7
5. Problem Statement – Identification 9
6. Business Objective 10
7. As is & Future State 11
8. Scope of canteen Ordering System 12
9. Key development Features 13
10. In-Scope & Out of Scope Software items 14
11. Activity Diagram 15
12. ER Diagram 16
13. Business Requirements (Functional & Non-Functional) 17
14. Mock Screens - PTS 18
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. In its UK offices, Unilever had around 1500
employees who 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.
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.
There is a huge rush in the canteen during lunch hours resulting in employees
wasting a lot of time waiting for tables to be vacant. 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.
The online canteen system contains the e-menu cards that contain the details of the
food. The user initially has to create an account for the utilization of the service. It
will provide the list of different canteens and their various items menu list. The
customer can select the desired item and can pay the amount through online
payment gateway system. Immediately after booking the order, the canteen people
will get the information of the order and they prepare the order. In the existing
system there will be queues and the manual work load will be there. In the proposed
system there is no need for the paper-work. The data can be stored in the database.
The food will be ready in advance and the customers need not to wait near the
delivery place. The digitalization of the canteen system will be helpful in providing
the better service to the users and the time consumption will be reduced. The online
system will help be helpful for the food makers to prepare the food as early as
possible. As a result, there will be quick serving to the customers. No queues can
be formed for waiting of the food. The updating of the data to the database will be
monitored by the admin.
Defining Core Concepts
The usage of the Business Analysis Core Concept Model (BACCM)

• Switching from an existing manual ordering system to a new online

Change system which shall facilitate Food delivery to Employees at their
Workstations.

• To have an online canteen ordering system to avoid crowding at the

Need canteen ensuring to reduce the waiting time, operating cost and food
wastage, also providing the choice of meal and focus on increasing
employee Productivity.
• System that provides user to order food of their choice online
ensuring delivery to their workspace in the required slot.
Solution • System that facilitates to limit food wastage by understanding
employee’s food ordering preferences through regular feedbacks
• New system will allow employee to order food online and get
delivered at respective workstations.
Context • This will reduce the wait time, increase productivity and reduce
manpower requirement in canteen.
• Employees can choose the food of their choice.
• Food wastage eliminated to larger extent
• Increased worktime and increased productivity.
Value • Reduced food wastages and reduced canteen operating cost.
• Efficient canteen management.
• Insights to employee eating habits.
• No rush in the canteen during lunchtime.
Internal Stakeholders.
• Employee.
• Canteen manager.
• Chef.
• Delivery boy.
• Payroll Team.
• Inventory Supplier
Stakeholders Business Analyst.
External Stakeholders.
• Project Manager
• Domain Subject Matter Expert.
• Implementation Team.
• Operational support (IT).
• Tester.
Requirement Classification
BUSINESS REQUIREMENTS STAKEHOLDERS REQUIREMENTS

Goals and Objectives that describe a

Provide clarity on the needs of various
potential Outcome justifying the
Stakeholders involved to achieve the
Change intended which shall prove
desired Business Requirement.
benefit for the overall Organisation.

SOLUTION REQUIREMENTS TRANSITION REQUIREMENTS

The capabilities and qualities of a
Describe the capabilities that the
solution that meets Stakeholder
solution must have to facilitate smooth
Requirements.
transition from Current State to
Both Functional & Non-Functional
Proposed Future State.
requirements.

Business requirements:
To automate the canteen ordering system by developing an online food ordering portal for
the company that can increase efficiency and save time and reduce Food Wastage.
⚫ Reduce canteen food wastage by a minimum of 30% within 6 months 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.
⚫ Automating the ordering process and delivering the food to the employee's workstation
ensuring that the canteen operates with reduced manpower.

Stakeholder requirements:
The key stakeholders are employees, canteen manager, Chef, Delivery Agent, payroll Team &
Inventory Supplier.
⚫ Employees: The users will be able to login and order food online through the system. The
food will be delivered at their work spaces and the amount of the meal will be deducted
from their monthly salary.
⚫ Canteen Manager: The canteen manager should be able to view the orders, take the
inventory of all the orders and get them cooked by the chef. The manager should be able
to request a delivery to the employees’ workstation.
⚫ Chef: Preparation of Food basis order received from the Canteen Manager.
⚫ Delivery Boy: Delivers food packages basis instructions from the Canteen Manager and
ensures to close the Ticket online post every successful delivery.
⚫ Payroll Team: Calculates the number of dishes ordered and deducts the corresponding
amount from Employees Salary.
⚫ Inventory Supplier: Supplies Raw materials and other related food inventories including
Packing materials to the Canteen basis order from Canteen Manager.
Solution requirements:
⚫ Functional requirements: An online web portal is required to be developed to automate
canteen food delivery system. The system will be created and maintained on Java as it
requires very little maintenance to be done on the coding front.
Certain Key aspects include
A. Registration & Login System
B. Menu & Ordering Page with Price details
C. Canteen Manager view
D. Chef view
E. Delivery Boy Ticket Open / Close view
F. Feedback System

⚫ Non - functional requirements: This canteen ordering system is required to support a

volume of 1500 employees ordering, so the web pages should be light and render fast
ensuring scalability and performance. The system should be viable, self-explanatory and
user-friendly.

Transition requirements:
The Management needs to evaluate the cost involved for IT INFRA development post which
the system once developed needs to ensure that users of the system should be trained
enough to use it efficiently. A help desk team can be arranged to assist in case any errors or
problems are faced by the users while using the system so that the Operational feasibility is
smooth during the Transition to the online phase.
IDENTIFYING KEY STAKEHOLDERS

RACI MATRIX
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. Only one stakeholder receives this
assignment.
Consulted ‘C’: The stakeholder or stakeholder group who will be asked to provide an
opinion or information about the task. This assignment is often provided to the subject
matter experts (SMEs).
Informed ‘I’: A stakeholder or stakeholder group that is kept up to date on the task and
notified of its outcome.
Responsible Accountable Consulted
Stakeholders Informed (I)
(R) (A) (C)
EMPLOYEES Informed
CANTEEN MANAGER Responsible
CHEF Responsible
DELIVERY BOY Responsible
PAYROLL TEAM Responsible Informed
INVENTORY SUPPORT Responsible Informed
MANAGEMENT Informed
BUSINESS ANALYST Responsible
PROJECT MANAGER Accountable
DOMAIN SME Responsible Consulted
IMPLEMENTATION TEAM Responsible Consulted
OPEARATIONAL SUPPORT (IT) Consulted
TESTER Responsible Informed
 STAKEHOLDER TYPE PROPOSED ROLE
● Will scroll through Menu and place an order
● Will be able to select the Time slot for Delivery
Employees EXTERNAL ● Will not be able to edit the order once placed
● Will be able to submit feedback in the system post
each order
● Will create and update the menu
● Will view the orders placed by employees
● Will get the list of ordered dishes cooked by the
Canteen Manager EXTERNAL chef
● Will request a delivery to the employee’s
workstation
● Will order for procurement of groceries and
materials
● Will prepare food basis instructions from Canteen
Chef EXTERNAL
Manager
● Will deliver the Order to employee’s desk
Delivery Boy EXTERNAL
● Will close the online order post delivery
● Will handle payroll deductions
Payroll system EXTERNAL ● Will calculate the total number of dishes ordered
by employee at the end of the month and deduct
money from employee’s salary.
● Will supply groceries and materials to the Canteen
Inventory Supplier EXTERNAL
basis order received from Canteen Manager.
● Will study the Feedback from Employees and
Management EXTERNAL introspect betterment on various areas basis this
online ordering system.
● Will engage with key stakeholders, create BA
Business Analyst
deliverables and necessary documents.
● Will be the decision maker and accountable for
Project manager INTERNAL
completion of the project
● Will decide on the functional developments and
Domain SME INTERNAL
act as a key member in overseeing Testing Operations.
● Will build the application using Java code
Implementation Team INTERNAL
language
● Will supply the necessary raw materials for food
Operational Support INTERNAL
preparation
● Will verify the functionality of the system post the
Testers INTERNAL application is developed and before it is released to
the users
IDENTIFYING PROBLEM STATEMENT
The problem here is with the current canteen ordering and operation process. The existing
workflow requires all the 1,500 employees of Unilever to have their lunch within specific timeline
window.
To do this, an employee needs to spend about 10 minutes travelling to and from the canteen + 15
minutes ordering/collecting the food, and another 15-20 minutes waiting for a seat.
Due to this bottleneck, the employees are also not able to get what they desire and are faced with
items running out of stock by the time their turn arrives. Additionally, the canteen has also been
reporting a 25% wastage in food items due to nonpurchase each month.

The Problem statement can be better understood using a ROOT CAUSE effect with support of
a FISH BONE diagram. This would aid to understand the cause and effect of the problem.
BUSINESS OBJECTIVE
Reduce Food wastage by 30% from existing 25%
Increase average employee worktime by 30 minutes per employee per day within 90 days.
Reduce canteen operating costs by 15% within 12 Months of first release by:
1. Procuring items on pre order basis
2. Chef cooks on basis of orders received by employees
3. Delivering Food packages to the employees at their workstations
4. Limited usage of canteen Infra / wastage of canteen resources.
5. Operate with less manpower in canteen.
Increase Employee satisfaction with reference to overall food ordering and delivery experience.
Automation to be put in place instead of the traditional physical canteen system.
AS IS & FUTURE STATE
SCOPE OF E–CANTEEN SYSTEM
Illustrated below is a Context Diagram portraying interface between various stakeholders and
functionalities expected from E-Canteen Ordering System.
KEY DEVELOPMENT FEATURES
Tailed below are key features that are to be developed within solution system
A. USER Registration
B. Forgot Password link / Authentication with OTP
C. Customised Menu Display basis user preference
D. Daily Menu updates by Canteen Manager
E. Offer for the day display for availing discounts
F. Combo menus for express check out
G. Remarks field for any specific customisation requests.
H. Live tracking of Delivery from Canteen to Workstation
I. Employee Feedback post delivery
J. Daily order reports to Payroll Team from Canteen Manager with copy to Employee
K. Monthly billing view in employee Login under MY PROFILE menu.
IN SCOPE & OUT OF SCOPE ITEMS
INSCOPE:

• ONLINE WEBPAGE
• Customised Food Menu
• Feedback page
• Delivery on preferred Time Slots
• End to End Live tracking
OUT OF SCOPE :

• Payment Gateway
• Vendor / Supplier management
• Order Modification / Cancellation
• Cafeteria Booking for Team Lunch
• Inventory procurement
ACTIVITY DIAGRAM
ER DIAGRAM
BUSINESS REQUIREMENTS
(Functional & Non - Functional)
Functional Requirements

• An online web portal is required to be developed, to automate canteen food ordering.

• Employees can select and order lunch they would like to eat from the list of dishes till a specific cut off and can edit any time before
checking out from the Portal.
• Once the order is confirmed and user has checked out, they will not be able to cancel or modify the order.
• The menu will be created and updated on a daily basis by canteen manager.
• The canteen manager will be able to view the orders placed and request a delivery to the employee’s workstation.
• The lunch shall be delivered at employee’s desk by a delivery boy, post which he will then be able to close the online customer order.
• The customer should be able to submit their feedback if he/she does not like any food item or is not happy with the delivery system.
• The payment for orders shall be managed by the payroll systems at the end of the month by calculating total number of dishes ordered
by each employee. The system shall deduct that amount from the employee’s salary.
• MIS reports of different areas shall be developed for management:
o Most popular dishes report
o Number of employees using the system report
o Satisfaction rate of the employees’ report based on feedback submitted
o Sales for each day report
o Total monthly earnings report
o Order forecasting report

Non - functional Requirements

• System Requirement: The web pages should be light and render fast, and system should be able to support a volume of 1500 employees
ordering
• Usability: The screens should be self – explanatory and user – friendly.
• Environments: The program shall be created and maintained in Java, as it will not change over time and requires a little maintenance on
the code.
MOCK SCREENS – UNICANTEEN E-PORTAL
THANK YOU!!