AnalySIS REport

Assignment 1

MARCH 27, 2024

Billy Kwong
2023003120
Table of Contents
Introduction................................................................................................................................1
Assumptions for current system.................................................................................................2
Existing System Issues...............................................................................................................2
Proposed System........................................................................................................................3
Database.................................................................................................................................3
Functional requirements.....................................................................................................3
Non-functional requirements.............................................................................................3
Mobile app.............................................................................................................................6
Functional requirements.....................................................................................................6
Non-functional requirements.............................................................................................7
Constraints..................................................................................................................................8
Cost and Benefits.......................................................................................................................9
Database.................................................................................................................................9
Mobile app...........................................................................................................................10
Cost-benefit analysis................................................................................................................11
Database Payback (Breakeven)........................................................................................11
Mobile App Payback........................................................................................................11
Plan of work/timeline...............................................................................................................11
Appendix..................................................................................................................................13
Introduction
At Systems Solutions Development (SSD), we're a small company dedicated to helping
people with their computer needs. From software solutions to hardware support and training,
our team of experts collaborates to ensure our customers receive top-notch service. As
technology evolves, we understand the importance of staying current to remain competitive
and better serve our clientele. That's why we're conducting a thorough review of our
operations, seeking areas for improvement across our hardware, software, procedures,
training, and services.
This report marks the initial step in our journey toward modernization. By examining our
current systems, gathering input from our team and stakeholders, and outlining our vision for
the future, we aim to pave the way for a more efficient, agile, and customer-focused
approach. Through strategic planning and a commitment to innovation, we're poised to
embrace the opportunities presented by the digital age, ensuring continued growth and
success for SSD and our valued customers.

Assumptions for current system

System Solutions Development (SSD), current system is using a mix of different computers
and software to run their business. The computer has different types of operating systems,
like Linux and windows, and they also use special software for different tasks.
When they help their customers, they follow certain steps and use their computers and
software to fix any problem they have. They also have a way for customers to ask for help by
calling them or looking up answers on their website. They don’t have a special app for
phones app yet.
Here some other current setup SSD have:
- They also use commercial embedded systems, although specific details are not
provided.
- A spreadsheet database is currently being used within Dropbox for organizational data
management.
- Spreadsheets likely contain information such as customer details and product
inventory.
- Established procedures for sales, installation, troubleshooting, and customer support.
- Customer support primarily provided through phone-based helpdesk and website
FAQs.
- Need for a dedicated internal database to track compliance is identified but not yet
implemented.
- Lack of a mobile app for customer support. With plans for development in the future.
 - Potential future consideration for cloud-based solutions to improve scalability and
accessibility.

Existing System Issues

In SSD current system, there are some big problems we need to fix, especially with how we
keep track of rules and regulations and how we help our customers. The system for keeping
track of rules and regulations is hard to use. It needs a lot of manual work, which takes up a
lot of time and can lead to mistakes. There is no easy-to-use tools to help with this and staff
aren’t trained well enough to use the system. Different parts of the company don’t talk to
each other enough about rule updates.
Customer support
The way their help customers isn’t up to scratch. When customers call for help, they often
have to wait a long time on the phone, which may make them unhappy. There isn’t a smooth
process for handling common customer questions.

Ishikawa Diagram for database

Ishikawa diagram for mobile app

Proposed System
Database
Functional requirements
- User access which let staff log in securely to use the database.
- Compliance tracking which helps staff add, change or delete compliance information
easily.
- Keep information about customers, staff, products, suppliers, orders and order details.
- Allow staff to find specific information in the database.

Non-functional requirements
- Keep the data safe from unauthorized access.
- Make sure database can handle many users and lots of data quickly.
- Design the database so it can handle more data as the company grows.
- Make sure the database works well and doesn’t break down.
- Make it simple for staff to use the database without much training.
Basic context DFD: database
ERD, Data Dictionary
Sample activity Diagram

Mobile app
Functional requirements
- Let people create account for the app.
 - Allow users to log in securely.
- Allow users to ask for help.
- Let users see the status of their help requests.
- Provide answers to common questions for quick help.

Non-functional requirements
- Make sure the app runs fast and doesn’t break.
- Make the app work on different types of phones and systems.
- Design the app so it’s easy for people to understand and use.
- Keep user’s information safe from hackers.
- Let users use some parts of the app even when they’re not connected to the internet.
Case Diagram

Title: Registration
Actor: Customer
Stakeholders: Customer
Precondition: access to the Registration page
Minimal Guarantee: Refresh page to redo Registration.
Success Guarantees: Have an Account with SSD.
Trigger: Customer Access to SSD Webpage and Support
Main Success Scenario:
- Customer access to SSD Website
- Customer input their information such as Name, Email, Phone, Password
- Customer submits the information.
- System validates the submitted information.
- Information is valid and the system creates an account for the customer.
Extensions:
- Customer quits websites.
Sample Activity Diagram

Constraints
List of Constraints:
Access to Real Data for Testing Purposes:
They may face difficulty getting real data to test the database and mobile app
properly. This could make it harder to heck if everything works as it should.
Supplied budget and hourly Rate:
They have a set amount of money we can spend on this project and can only pay
people a certain amount per hour for their work this might affect how we use the resources
and what we can do within the budget.
Estimated time to complete the project:
We have a specific amount of time to finish the whole project, from figuring out what
we need to do to getting everything working. It’s important to stick to this schedule so we can
finish on time.
Limitations of Data Gathering:
The information we get from talking to people might not be prefect. Some things
might be missing or not completely accurate. Also, things might change as we go along.
Scope Limitation:
We’re only focusing on making the database and mobile app better for now. Other
problems or things we could improve in the company will have to wait for later projects. We
need to keep our focus on what we’re doing right now.
Cost and Benefits
Database
DataBase $
One-time Cost
Development Costs $20,000
Computers $15,000
Server upgrade $5,000
Purchased Software $2,000
User Training $3,000
Site Preparation $2,000
Data Migration $5,000
Consultant Fees $10,000
Total One-Time Costs $62,000
Recurring Cost (Per Year)
Software Maintenace $2,000
Software Support $1,000
Hardware Maintenace $4,000
Hardware Support $2,000
Data Backup and recovery Services $1,000
Total Recurring Cost $10,000
Intangible Cost
User Resistance to Adopting New System $2,000
Training staff on New Database System $4,000
Total Intangible cost $6,000
Total Cost $78,000
Tangible Benefits
Cost reduction or avoidance through
automation $10,000
Error reduction through improved data
accuracy $3,000
Increased flexibility in accessing and
managing data $2,000
Increased speed of activities due to
streamlined processes $12,000
Improvement in management planning
and control $6,000
Total Tangible Benefits $33,000
Intangible Benefit
User resistance to adopting a new
system $30,000
Time and effort required for training
staff on new database system $20,000
Total Intangible Benefit $50,000
Total Benefit $83,000
 Mobile app
Mobile App $
One-time Cost
App Development and Testing $25,000
Integration with Existing Systems $5,000
User Training $2,000
Marketing and Promotion $3,000
Legal Fees $1,000
Total one-time cost $36,000
Recurring Cost (Per Year)
App maintenance and Updates $8,000
server Hosting fees $2,000
Customer Support Services $5,000
Total Recurring Cost $15,000
Intangible Cost
Staff Adaptation to New Workflows $3,000
Potential Disruptions to Current Processes $3,000
Total Intangible cost $6,000
Total Cost $57,000
Tangible Benefits
Reduction in customer service response time $5,000
Reduction in printing and mailing costs $6,000
Increased revenue through enhanced customer engagement $10,000
Reduction in manual administrative tasks $15,000
Improvement in brand loyalty and customer retention $10,000
Total Tangible benefits $46,000
Intangible Benefit
Staff adaptation to new workflows $10,000
Potential disruptions to current processes $10,000
Total Intangible Benefit $20,000
Total Benefit $66,000

Cost-benefit analysis
Database Payback (Breakeven)
Assuming the total cost for one year, including both one-time and recurring costs, for the
database project is $72,000, and the tangible benefits generated by the new system amount to
$33,000 annually.
Payback Period = $72,000 / $33,000 = 2.2 years
The payback period for the database project is approximately 2.2 years. This indicates that
the initial investment of $72,000 will be recovered in just over 2 years. However, it's
important to note that this calculation does not consider other potential sales and expenses,
which could affect the actual payback period.

Mobile App Payback

Assuming the total cost for one year, including both one-time and recurring costs, for the
Mobile App Project is $57,000, and the tangible benefits generated by the new system
amount to $46,000 annually.
Payback period = $57,000 / $46,000 = 1.3 years
The payback period for the Mobile App Project is approximately 1.3 years. This indicates that
the initial investment of $57,000 will be recovered in just over 1 years. Additionally, it's
important to note that since the Mobile App is a new system, it has the potential to attract a
larger customer base compared to replacing an existing system such as a database system.
This increased customer base could further enhance the project's financial viability and
shorten the payback period.

Plan of work/timeline
Ta sk Des cription Res ource Duration (Days ) Start Date Finis h Date
Database Project

Requirements Gathering Business Analyst 5 20/03/2024 25/03/2024

Database Design Database Architect 10 26/03/2024 6/04/2024

Software Development Developers 20 7/04/2024 30/04/2024

Testing and Quality Assurance Testers 10 1/05/2024 10/05/2024

Deployment IT Operations 5 11/05/2024 15/05/2024

Mobile App Project

Requirements Gathering Business Analyst 5 20/03/2024 25/03/2024

App Design UI/UX Designer 10 26/03/2024 6/04/2024

App Development App Developers 20 7/04/2024 30/04/2024

Testing and Quality Assurance Testers 10 1/05/2024 10/05/2024

Deployment IT Operations 5 11/05/2024 15/05/2024

Appendix