Worksheet 5 – Process Modelling

Analisis dan Perancangan Sistem Informasi Gasal 2022/2023

Equipment Request Information System

Equipment management is a vital activity in the organization that plays an essential role in all
stages of the management process (planning, staffing, organizing, staffing, leading, and controlling) and
at all levels of the management structure. Equipment Request Information System is vital to overcome
the following problems:
1. The problem with paper-based manual requests is that it takes a long time to approve and verify
equipment requests by interested parties.
2. The problem with digital-based semi-manual requests with document storage in the cloud is that
it makes documents scattered, making it difficult to integrate with other information systems, and
does not support analytic data.
In procuring equipment, all equipment is available to be requested, except the ones labeled as
unavailable. The system allows the Applicant to search for suitable equipment based on the item's name
and category. Applicant could be any employee from the organization. The system can accept all
available requests unless the item is no longer available. After finding the proposed item, the Applicant
can enter the quantity according to his needs. The Applicants can review again whether everything has
been requested or not. If the Applicant need other equipment, then the Applicant can add other
equipment to the request. After that, equipment request can be submitted and the equipment request is
unavailable to edit or cancel. Equipment request will wait for approval from the Applicant Manager.
In the process, after the equipment request is submitted, a notification will be sent to the
Applicant Manager. The Applicant Manager will check and verify all request submitted. If the
equipment in the request is appropriate, they will be approved, if not, they will be returned to the
Applicant for revision and then Applicant could re-submit the equipment request. Applicant Manager
can also provide notes regarding what needs to be improved. The request is continued to the Director
for approval, if the Applicant Manager has verified and stated that it is appropriate. If the Director
agrees, then the request can be forwarded to The Equipment Team–consisted of Equipment Staff and
Equipment Manager. However, if the request not approved, it will be returned and can be revised by
the Applicant and then resubmitted.
When the request is approved by the Director, Equipment Team will provide the equipment
needed by the Applicant. The system will send a notification while the equipment is being prepared.
Then after the equipment is ready, the Applicant will take it in the equipment office. The Equipment
Team will ensure the Applicant request registered in the system.
All the equipment in the organization needs to be maintained. Maintaining the equipment
availability is Equipment Staff’s responsibility. They need to periodically update the availability of

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 Worksheet 5 – Process Modelling

Analisis dan Perancangan Sistem Informasi Gasal 2022/2023

equipment. When the organization runs out of an equipment, the Equipment Staff must update the
equipment’s availability to be labeled as ‘unavailable’, which will automatically send a message to
aware the Equipment Manager. Then, the Equipment Manager should purchase the equipment which
unavailable, but the procurement process is done outside this system through Procurement System.
While the equipment is being restocked, the Procurement System will update the availability of the
equipment automatically. So that the Applicant can make an equipment request. Furthermore, all
available equipment is possible to request by Applicant as mentioned before. The Equipment Manager
regularly check the performance report of equipment’s stock and request.

The following is partial deliverables of functional model of the Equipment Request Information System:

Fig 1. Use Case Diagram for Equipment Request Information System

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 Worksheet 5 – Process Modelling

Analisis dan Perancangan Sistem Informasi Gasal 2022/2023

Table 1. Use Case Description for Request Equipment Use Case

Use Case Name: Request Equipment ID: 1 Importance Level: High

Primary Actor: Applicant Use Case Type: Detail, Essential

Stakeholder and Interest:

Applicant – want to submit equipment request

Brief Description: This use case describe how requests are created and submitted.

Trigger: Applicant needs to request new equipment or change previous request

Type: External

Relationship:
Association: Applicant
Include: -
Extend: -
Generalization: -

Normal Flow of Events:

Applicant (Actor) System

1. Applicant opens the request form

2. System displays the request form

If request already submitted and need to be revised:

S.1: Change request based on improvement
notes

3. Applicant searches the equipment by

name and category

4. System displays the searched items (all available

and unavailable)

If the item labeled as “Unavailable” and Applicant still

want to request item:
S.2: Search another equipment

5. Applicant chooses the item(s)

6. System displays the list of selected item(s)

7. Applicant sets the quantity of the item(s)

8. System displays the list of selected item(s) & its

quantity(s)

9. Applicant views the request

10. System displays the detail of Applicant’s request

If Applicant want to request another equipment

S.2: Search Another equipment

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 Worksheet 5 – Process Modelling

Analisis dan Perancangan Sistem Informasi Gasal 2022/2023

11. Applicant submits the request

12. System shows notification that the request has

submitted successfully.

Sub Flows 1: Change request based on notes

Applicant (Actor) System

S1.1 Applicant selects equipment request

form

S1.2 System displays the equipment request form

with the notes

S1.3 Applicant edits equipment request

(name and/or quantity)

S1.4 System displays revised item(s) and its

quantity(s)

S1.5 Applicant reviews the request

S1.6 System displays the detail of Applicant’s

changed request

S1.7 Applicant continues to normal flow #11

Sub Flow 2: Search another equipment

Applicant (Actor) System

S2.1 Applicant back to normal flow #3

Alternate Flow:

4a. If an equipment is not available, applicant cancels the request or searches for other equipment.
9a. Applicant decides not to make a request and close the request form.
12a. The system displays an error message that the request failed to submit. Applicant can repeat
the submission process.

According to the case above:

1. Identify external entities of the system

2. Create set of DFDs of the System, including:
a. Context Diagram
b. DFD Level 0
c. DFD Level 1 for process “Request Equipment”.

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