UNIT 11-SYSTEMS ANALYSIS

AND DESIGN

Joshua Harrigan(1336154)
ASSIGNMENT 2- WHAT DO WE NEED  
Introduction
Over the course of this assignment, I will be representing the systems analysis and I will be doing
various tasks for Mr. Dawid Sowicki’s DVD rental business. The main goal is to find a solution to solve
him from losing customers by implementing a new I.T based system for the business.

Structured Analysis of a specified business process

I have conducted a questionnaire to ask the current employees of the business their opinions of the
current system and this cover; what can be change, are they happy with the current system etc.
*An in-depth analysis of this will be shown further down in the document

Notes

Covering letter
Dear Mr Dawids Sawicki

Re: Feasibility Study Report

I Have attached the feasibility study report below. I trust that it is clear and is suitable for your
needs.

The installation of the new system is projected to be completed in 4 weeks, I must inform you that I
have to I have a particular set of rules and policies that I must follow so if it comes to my attention
that a particular area needs more attention it must be done thoroughly and possible delay the
installation process. My role as the systems analysis is to ensure that the system is future proof and
improving your current system’s needs.

During this length of this process, communication is crucial for this to be done adequately. It is
normal for problems and to occur during this process due to all systems being different, but I assure
you that that all diversions will be handle with care and accuracy.

I assure you that by the end of this process you will receive a system that is future proof and will
have protocols set to prevent fraudulent activity from internet hackers. And other additional security
procedures that can be included from staff.

I hope that this has covered anything you were possibly concerned about and if you require any
further details, please do not hesitate to contact me. I look forward to hearing you soon.
Yours sincerely,
Joshua Harrigan
Systems Analysist

Address: Openshaw Campus, Ashton Old Road, Manchester M11 2WH

Telephone number: 0333 322 2444
Email: [email protected]
Feasibility study report
System: DVD rentals system
Analyst: Joshua Harrigan
Date: 06/11/2020

Summary
Mr Sawicki own a DVD rental business that has recently developed some disadvantages
due to a paper-based system is looking for me to do a deep system analysis and to bring the
system up to date so the business can run efficiently.
Purpose of the system

 To log costumers’ membership

 To handle the rental sheet
 To store customers data
 Rent and return DVD’s
 To be an aid for staff and costumers.

System scope

 Transition from Paper fill in application form to computer

 Rental and return sheets
 To have 2 computers
 1 printer
 An access database
 Management reports

Current deficiencies

 Strenuous for staff

 Long wait times for costumers
 Slow process for new members to sign up
 Difficulty to re-stock shelves in time
 Not accurate or efficient with the returns if money is owed
 Non secure data management
 Human error in handling
 Data can get accidentally damaged/lost
 Non efficient
 Easily damaged membership card
 Unprofessional work management
User requirements

 Fast sign up method

 Efficient way of storing memberships
 Efficient way to handle new costumers
 How to prevent difficulty in managing a new surge of customers
 2 computers
 1 printer
 Easier access to data
 Improve accuracy of data
 Simple interface for staff
 Interface that follows current paper-based system
 Better security
 Capture more information of new members (favourite sport)
 Better membership card (printed)
 Software needs to be a database that can be easily used by staff
 Software that can create advertisements and emails
 Secure back up methods
 Membership card printer.

Item Price/unit Quantity Total Cost

OptiPlex 3080 MT 498.33 2 996.66

24" Samsung Monitor 159.00 2 318.00

Lenovo Think Server

894.97 1 894.97
TS150
Magi card Pronto ID Card
455.00 1 455.00
Printer
Xerox Versa Link C405DN
509.00 1 509.00
printer

Microsoft Office Business 129.99 1 129.99

Total 3,291.00
Questionnaire

The general response I’ve gather is that the staff really doesn’t like the current
system and they want to complete get rid of it, some complain that it is too strenuous
for the staff and they cannot work efficiently. When I’ve asked how efficient the
current system is it got overwhelm negative results. So, by the data that I have
collected it is safe to say the costumers and the employees aren’t pleased with the
current system.

Emails
In this email Mr. Sowicki informed on how due to unfortunate circumstances he will
have to reduce the budget for the project form £5,000 to £4,000 so, that Is when I
had to do a revamp on all the planning that I’ve done and had these new restrictions
to follow.

Systems Requirements Specification

 Systems Requirements specification
****

Introduction

Name: Dawid Sowicki

Location: Manchester

Nature of the business: Rental of Sporting DVD’s

Name and contact details: Mr. David Sowicki ,0161 610 6689

Customers: Enthusiast of Sports films

Key Staff: only 3 members of staff are present on site at a time, 2 part time staff, and a
manager

Problems: Increased number of members, complaints on waiting time, slow and

cumbersome paper-based system, members cancelling their membership, difficulty re-
stocking shelves.
System Overview

Intended users: The Intended user of the system is Primarily for staff members

Number of users: There will be 3 members of staff (Including mangers and Mr. Sowicki)

Type of users: Full / Part Time Staff

Computer experience: Current staff members have a basic level of computer experience,
they have prior experience in using Microsoft word and operating emails.

Current Problems: Staff are complaining that the current system is quite strenuous and
find it hard to manage. Customers are also complaining about long waiting times to be
serviced.

Security: All Staff will have access to the Pc’s, but they will have a unique pin code for
access. The manager will be given special privileges for access to the PC’s and the
databases and even admin level of control.

Hardware constraints: Due to the current system being entirely paper-based, I want to
implement new pc’s for logging data and checking stock.

Software constraints: Microsoft office 365 will be a major software that is highly needed for
this system to function properly.

Number of records required: the business currently manages 600 costumers so it

will need to be able to manage the current members plus support future members as well.

Technical Support: I will provide a document containing everything on the technical side
that can be of aid if a new employee were to arrive.

System Integration: there won’t be any system integration whatsoever, but it will be a data
transfer to store the current members unto the new system.
Limitations: Current limitations to work around are that costumers can only rent DVD’s for
a maximum of 3 days, can only rent 3 DVD’s at a time and all the members data is record on
a paper-based system.

Maintainability: The system will be maintained on me (the systems Analyst) for the first year of
operation then it is completely up to you if you would like for me or if you prefer another
person/business to maintain the new system.
Functional Requirements
To have this system running at optimal functionality I will need to gather up to date hardware for
speed and efficiency, the system will calculate sales and record stock for easier navigation in the
business. It will also keep track of return dates, member’s personal details and all DVDs rented. The
overall design of the system will ensure minimal staff error and easy manageability.

Data to be held
From the legacy system I will need to retain all 600 members personal details, return dates and all
stock related data. It will be a full transition to the new system so there will not be any system
integration but more of a data transfer. This will take quite a lot of time for I have to manually enter
all 600 members details to the new system, but this will not be the case in the future when logging
new members data onto the system.

Operational Scenario
New Members
When new customers want to become a member, they will be required to give their personal details
such as; name, DOB, address of residence, sex and preferred method of payment, this information
will be logged into the system by one of the staff and it will be automatically saved in the system for
future references.

Rental Process

Once the costumer is already a member, they can select whichever 3 DVDs that are on display, then
the costumer is required to bring the DVDs to the checkout counter and that employee will run their
name through the system to see if they have any outstanding returns, if not then their DVD selection
will be logged into the database and then payment will be received, and the costumer can be on
their way.

Overdue Payments

The system will automatically track members payments, so if a member is overdue on a payment
and have not returned their DVDs the system will prompt a notification indicating that the employee
will need to contact the costumer (email, phone) to remind them about the overdue payment.

Schedule and Budget

Based on the email provided by Mr. Sowicki the set budget for the project was initially
£5000but due to unfortunate circumstances the new but is set at £4000. The projected
timescale is 2 months. I must disclose that if any unfortunate events due to COVID-19
guidelines this process can be set back by one extra month.
Hardware:

Quantity Description Cost (£)

2 OptiPlex 3080 MT 996.66

2 24" Samsung Monitor 318.00
1 Lenovo Think Server TS150 894.97
1 Canon PIXMA iX6850 A3 ID Colour Printer 455.00
1 Xerox B205 A4 Mono Multi Laser Printer 138.00

*Part of ISP package

Software:

Quantity Description Cost (£)

1 Microsoft Office Business 129.99
1 Microsoft edge 0.00
1 Chrome 0.00

*Part of Windows package on PC

Training:

Quantity Description Cost (£)

1 System demonstration and training for staff £50-100per
Employee

*Part of training package

Maintenance:

Quantity Description Cost (£)

1 Yearly checked up on system to see that everything £200
runs at optimal conditions
*Part of maintenance plan

ISP:

Quantity Description Cost (£)

1 Sky Business internet plan £27 Per month

Project Fees:

Quantity Description Cost (£)

Development This includes covers the costs on my end, Such as; £150
design, implementation, time and installation

Sub Total (£):

VAT @ 20% 658.20
Total (£): 3,949.95
Cost Benefit Analysis

Cost-Benefit Analysis
Current Turnover: £80000 System Cost: £4000

Expected increase per year: 1%

Annual Turnover £ Increase System Owes

Year 1 (£70700+ 1%) £71407 £700 -£4000+£700 = -£3300

Year 2 (£71407+ 1%) £707 -£3300+£707= £-2593.0

£72121.07
Year 3 (£72121.07+ 1%) £714 -£2593.0+£714= -£1878.92

£72842.28

Year 4 (£72842.28 + 1%) £721.21 -£1878.92 + £721.21= -£-1157.71

£73570.70
Year 5 (£73570.70 + 1%) £728.42 -£-1157.71 + £728.42= £-429.29

£74306.41

Year 6 (£74306.41+ 1%) £735.70 -£429.29 + 735.70 = £306.41

£75049.47 (break-even point)

Year 10 (£77323.54 +1%) £765.57 +3323.54

£78096.78

Year 15 (£81267.82 +1%) £804.63 +7267.82

£82080.49

Benefits
Monetary
The new system will allow the business to maintain their current members and over the
future should help them to get new costumers to increase profit.
This system will help to eliminate the need for new staff as the system takes most of the
workload so the business can save money in that regard.
The new system has potential to increase sales due to how easier the process will be for
customers and employees.
None-monetary

- Costumer service will increase due to employees will be able to tend to

costumers needs.
- Employees will be able to work more efficiently
- Boosted morale
- Increased manageability
- Increased reputation in the market

Alternative Solutions

Barcode scanning system

Another system I think that would be beneficial is a system that incorporates the use of barcodes to
help with stocking, re-shelving, and membership cards in the business. We will need a new card
printer, software for creating new barcodes and a barcode scanner. In theory the process should go
as follows; when a current member is looking to purchase a set of DVDs they will take the DVDs and
membership card to the checkout and a member of staff will then scan their card into system and
automatically check if any DVDs are overdue, if not then it will log their purchase and the member
of staff will accept payment for the DVDs and the costumer will be on their way.

I believe this will help to make the process of purchasing and returning DVDs simpler for both the
costumer as of the employee.

Hardware

QUANTITY Description Cost (£)

1 OptiPlex 3080 MT £350.00
1 Vevor card Printer – can create £129.00
85.5 mm x 55mm sized
membership cards.
1 Dell 24 Inch monitor. £120.00
Software

QUANTITY Description Cost (£)

1 Zint Barcode Generator – this £0.00
will be used to generate new
barcodes for new membership
cards.
1 Advance Colour ID Creator £0.00
MEMBERSHIP BOOTH
There is currently an issue with signing up new members, so I believe that implementing a booth
that will house a dedicated computer for costumers to sign up or check on the overdue results.
firstly, we will need a to acquire a new Pc to run Microsoft access because this software is great for
data management and it will sync well with other programs for the business. The process for a new
customer to sign up is fairly easy process that shouldn’t take more than 2 minutes, firstly the
costumer will approach the booth and select the option to become a member on the computer, next
the will input there personal details (name, DOB, address etc) and other relevant information for the
membership form, once finished, a member of staff would review the information and once
confirmed they will print out their ID for the new member.

I believe this method would help to reduce some stress from the costumers as well as the employees
because this system will have a simple step by step procedure for even those with very minimal
computer skills will be able to operate the system.

Hardware

QUANTITY Description Cost (£)

1 OptiPlex 3080 MT £350.00
1 Vevor card Printer – can create £129.00
85.5 mm x 55mm sized
membership cards.
1 Dell 24 Inch monitor. £120.00
Software

QUANTITY Description Cost (£)

1 Microsoft office 365 £135.00
1 Total AV = Anti- malware £0.00
software

Conclusions and recommendations

As shown above, I believe this is the best possible solution for the business
with also considering the timescale and budget that were set. This solution is
designed to provide the business with just requirements and no extras that
won’t benefit the business, that is also how I was able to stay under the
budget. I also suggest that if this system doesn’t please you , can van always
look into getting a stock management software(which is covered in the
Systems Requirement Specification ) that can be designed and tailored for the
your exact needs but these do tend to be on the expensive side but I would be
a great asset for the company