C2006 Project: System Development, Part 2 (Proposal)

System Development

Table of Contents

Content Page

Cover
Page ___________________________________________ 1

Table of Contents ______________________________________ 2

Introduction __________________________________________ 3

Current System _______________________________________ 4

Problems & Limitation _________________________________ 5

Objectives of New System ______________________________ 6

Description of New System ______________________________ 7

Benefits of New System _________________________________ 9

Initial Specification _____________________________________ 11

Work Distribution _____________________________________ 16

Cost Benefit Analysis __________________________________ 18

Expected Benefits (Intangible) ____________________________ 19

Return Of Investment (ROI) _____________________________ 21

Hardware Specification _________________________________ 22

Software Requirements _________________________________ 22

Gantt Chart __________________________________________ 23

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Conclusion __________________________________________ 23

I. Introduction

Clover Company

Clover Company is an event organizer company (Clover Company) that handles a certain
kind of party like sweet seventeen’s party, birthday party, wedding party, etc. The company
will take a job from people who want to make a party. They know about the company from
their friend or relative or someone that they know and also from the wedding exhibition.
Sometimes the Clover Company joins the wedding exhibition to promote the company’s
event organizing business so more people will know about the company and what exactly
the company is doing. Clover Company give the company’s sample photo from previous
party that it handle so people can get picture about its previous job. And then if they
interested, they can contact the company and make it as their event organizer.

When the order for organizing some events comes, Clover Company will immediately
contact the person who hired it. The company will ask them what kind of party they want to
make, what is the theme they want to use(like summer, winter, spring or Japanese, western
or futuristic, old style), how many people they want to invite, where they want to held the
party(some people want to make party only in certain place), etc.

After all the information is gathered, the company can start to prepare the party. When the
day comes, the company organizes everything and up until now all the customer are
satisfied with what the Clover Company have done.

II. Current System

The company is currently using the following system to do its business operation:

Ø Customer order

Customer places their order by calling the company. Then, the customer will tell the contact
person from Clover Company what event they want to have, what theme, the budget, and
any specification for the event. Then the contact person will record it or write it down on a
book.

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Ø Job Distribution

After they get the order, the contact person will pass the order to the head of the company.
The head will then distribute the job to each department to check the availability for the
event preparation. For example: who will contact the food supplier, who will contact the
printing company to print the invitations, etc.

Ø Internal communication and communication between Clover Company with

customer

Each member of EO team will inform the head about their task progress. And the head will
be the information source for the customer. So, when the customer wants to know the order
progress or wants to change something in the order specification, he/she will have to call
and speak to the EO head.

Ø Payment Method

The customer will have to make the payment manually, and then a staff from the Clover
Company will receive the payment, take note and write a receipt.

Ø Account Management

The staff of finance department will note all the company’s transaction and produce the
financial report for a period of time. E.g. monthly or yearly report

Ø Documentation of previous projects

All the data and information that are written when the Clover Company prepares an event
will be discarded after the event is done. Because they write all the information on papers,
so it will take a lot of space if they want to store it. The result is the company never does
any evaluation based on the previous works.

Ø Company promotion / advertising

The company advertises itself by following events like wedding exhibition or from mouth to
mouth information. That is the way they advertise the company’s service. And their scope of
operation is still limited in one city only.

III. Problems and Limitation:

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There are some problems faced by the Clover Company with their current system:

Ø Problem to Get order

The customer can only place their order in office hours, because the customer needs to
manually call the company to speak with a staff.

Ø Ineffective communication

Because the EO team consists of so many persons who have different tasks, the head will
need to get report from each person by calling them one by one.

And if there is any changes of requirement from the customer (e.g. changes of place), the
head will need to call the person who is in charge of it.

Ø Problem with payment tracking

The payment is made and written manually, so it will take a bit long time if the company
needs information about it and also the customer needs to meet the staff personally in order
to make the payment.

Ø Inadequate financial report

The financial report is on per case basis. So the company doesn’t have detailed information
of all the transaction that has been made.

Ø Difficult to evaluate all the company’s activities

The current system will discard all the information about the previous events and order, so
at the end of working year it is difficult to analyze all these information in order to improve
the company’s productivity.

Ø Unsynchronized information with affiliation companies

The Clover Company affiliated with several other companies such as food supplier, printing
company, decorations, etc. Every time the Clover Company gets an order, it needs to
contact each of these companies asking for their availability for a certain date. This is
ineffective because they have to do it for each order.

Ø Lack of publication and advertising

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The current system doesn’t help the Clover Company to advertise its business and to
expand their business range. Because they just depend on the events like wedding
exhibition and also mouth to mouth publication.

IV. Objective of the New System

Due to the problems and limitations faced by the company by using the current system, so
there is a growing need to develop and use a new system that not only eliminates all the
problems and limitations caused by the current system but also increase the company’s
business productivity and efficiency.

The problems of the old system are in terms of getting orders from customer, doesn’t
support effective communication between team and communication to customer, no proper
database to keep data and produce reports needed by the company, and also doesn’t
facilitate up to date information to synchronize the Clover Company with its affiliated
companies.

Apart from the problems mentioned earlier, the current system also not sophisticated
enough to help the company to promote and advertise its business. That’s why it’s hard to
expand the business coverage area of the company. The new system that replaces the
current system should be able to eliminate all these problems and limitation caused by the
current system.

The new system should be able to help the Clover Company not just in one field but in every
aspect involved in the company’s business. The new system should help to give better
service for the customer so customers will be more satisfied with the company’s service. For
example, easier access for customer to place their order, track the status and progress of
the order, ability to provide the customer with easier and convenient way to make payment,
payment tracking, etc.

Beside that, the new system needs to help the Clover Company in its affiliation with other
companies (e.g. Food Supplier Company, Printing Company, Instrument rental, etc.). The
new system must be able to eliminate the current communication and schedule
synchronization problem with these affiliate companies by providing a convenient service for
these companies to give up to date information about their availability to the Clover
Company.

Finally, the new system must be able to increase internal productivity of the Clover
Company. The current system that uses papers and pen to document all activities and
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information must be replaced by the new system. The new system needs to provide a digital
database that keeps all the company’s record and information. This database will reduce the
cost of buying papers and pen, save more spaces, and also cut working time as all the
needed information is ready anytime a specific report needs to be produced. This will help
the company to review its records and to make a decision on how to improve the company’s
productivity. The new system also has to help the company’s financial department by
providing a financial report about the company’s income, outcome, and profits in a certain
period of time (e.g. monthly, weekly, or yearly).

So, the objectives of the new system are:

Ø Provides better service for customer.

Ø Support communication between company, customer, and affiliate companies

Ø Provides Database that able to generate report for the company

Ø Capable of promoting the company’s business

Ø Reduce expenses and increase company’s productivity

Ø Support the company’s financial reporting.

V. Description of the New System

In order to be a useful and productive system, the new system must be a better system
compared to the old system. The new system will be equipped with useful features that will
eliminate the existing problems and limitations caused by the current system.

The new system will be an online system. It is a website that can be used by the customer,
the Clover Company, and also the affiliate companies. So, it is not just a simple website to
show general information but an online system that can be used to manage the company’s
business and increase its productivity.

The features of the new system are:

1. Customer registration and login

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Before a customer can make place an order or use any other facility within the system,
he/she will need to fill an online registration form, get user ID and password, and login to the
system using his/her user ID and password. The personal information of a customer from the
registration form will be kept on a database, so it can be easily used by the company if
needed in the future.

2. Online order module

The new system will be an online system in the Internet, so it can provide an online order
service. This module will really help the customer to place their order anytime they want (no
office hour limitation) and from everywhere as long as they have an Internet access. Using
this module, the customer not only able to place an order, but also track their order
preparation progress. If there are any changes on the order specification and details (e.g.
Change the place of the events, change the documentation type used to document the
event, etc.), the customer can also make it online. It will really help to reduce
communication gap between customer and the Clover Company.

3. Online payment module

After a customer place an order, there is no need for he/she to come personally to the
company’s office just to make the payment. He/she can do the payment from the website
itself (online payment). It will allow the customer to pay using credit card, e-NETS, etc. This
module is also able to generate an online receipt after the customer makes a payment.
Another feature of this module is to generate a payment tracking method, it means that in
the case where a customer pay just a part of the cost, the module can generate a report
about how much more payment need to be made and the due date of the payment.

4. Database

The system will have a database to keep various records and information of the company’s
business. This database will be the central data warehouse, so the company can access and
finds any needed information easily.

5. Affiliate Companies module

As stated before that one of the current system’s problem is that it is hard to keep the
schedule of the Clover Company and the affiliate companies synchronized. So the answer of
this problem is a module for affiliate companies that are implemented in this new system.
This module will allow a person from any affiliate company to login to the system. After they
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login into the system, they can use some functions of the system. First, they will be able to
give information about what are the dates that they are available to be booked by the
Clover Company. Second, they can check their current booking status, so they can see on
which date they are booked, for what event, where is the event, etc.

6. Finance Report Generator

This finance report generator module is very useful for the company. Unlike manual report,
it can be used to produce an up to date finance report anytime it’s needed. The report will
covers about the company’s income, outcome, profit, loss, etc. So this module will really
save time and effort to make a company financial report.

7. Company Activities Report

Beside the finance report, the new system will be able to produce another report for the
company. It can report about the orders that have been finished, upcoming orders due date,
list of customers, etc. Many kinds of report can be generated from the system’s database.
This report plays an important part when it is used to evaluate the company’s performance.
These reports can be used for a decision making by the company in order to improve the
company’s performance.

8. Secured Access

Since the system database keeps a lot of important and confidential information of the
company, so the system also enforce security to make sure that only an authorized user can
view the information. This is implemented by using a login with combination of user ID and
password in order to see the data on the database. Of course not everyone who login can
see all the information in the database, for example a customer will just be able to see
information for his/her own order status, but the system administrator or the Clover
Company staff can see a lot more information from the database.

9. Up to date news

Apart from all the system function that requires the user to login, there is also a public part
of the website that can be accessed by everyone without need to register or login. These
parts of the website will contain various information and news about the company. This will
help the company’s publication and attract new customers with a huge coverage area,
which cannot be done by the current system.

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VI. Benefits of the New system

1. Improved customer service

The new system can deliver a better service for the customer. Features like online
registration, online order, online payment, order status and progress check, edit order
specification online, etc. These features are far better than the current system, that will
result in increased customer satisfaction level, increase the company’s reputation, and also
attract new customers.

2. Fast and easy communication

The new system provides as a fast and easy communication media between the Clover
Company, Customer, and affiliate companies. There is no need for the Clover Company to
manually make a call to an affiliate company to ask for their availability or to call a customer
to inform if there are any changes to the order specification, because all these things are
time consuming and it will be eliminated by the new system. Using the ability of the new
system that allows everyone involved in an event order preparation to update the event
progress status, any updates to an order progress can be checked online through the
website. When there is an important change to the order specification, the system will send
an e-mail to the customer to notify him/her about it.

3. Provide detailed information about the company’s previous works

Using the database of the new system to record all the orders and job that have been done
by the company, the new system can produce a detailed report about all the previous works
that have been done by the Clover Company. The report may include the information about
the company’s customer in last 3 months, the kinds of events ordered by the customer in
last year, etc. various report can be produced. And the most important thing is that the
company never loses its history record and it’s always well organized, save a lot of physical
space (paperless), easy to store, and easy retrieves it anytime.

4. Helps the Clover Company to make decision

With a lot of easily generated report from the new system, now the company can use less
effort to prepare materials and information needed to conduct a review and evaluation
about the company performance. For example, the company can use the new system to
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produce a report about the kind of events ordered by customers in last 6 months, and then
from this report the management team of the company can make decision about where to
improve the company’s business and how to do it.

5. Provide a better financial report, and its easier to access

In order to help the financial department of the Clover Company, the new system will also
benefits the financial company by helping them to do their job on writing financial records
and produce the company’s financial report. It’s easier and faster to use the new system to
produce a financial report compared to the current system that produce financial report by
manually writes it on a piece of paper that takes a quite long time.

6. Easier to educate the customers and give information that they need

When a customer wants to make an order, there are many choices that he/she has to make.
The choice is like what is the type of the event that he/she wants, when is the event date,
and the widest option is on which affiliate company that the customer wants to use for the
event. For example there are some food supplier company affiliated with the Clover
Company, the current system will require a staff to explain each company choice to the
customer, this process takes long time and big effort. With the new system, the customer
can see the information about each choice on the website itself, so the company doesn’t
need a staff just to describe and explain each choice to the customer. This will safe time and
effort, thus increase productivity.

7. Inspiring customer

The new system will give news about the latest events that is organized by the Company;
this news will give inspiration for the customer to make their choice. This will make the
customers happier with the company and find that the company’s website is helpful for
them. All of these things can lead to more loyal customers.

8. Synchronized Schedule with affiliate companies

The new system allows the Clover Company to get up to date information from affiliated
companies about their availability on certain dates. This synchronized schedule between the
Clover Company and its affiliate companies is an important benefit because it saves a lot of
communication cost, time, and effort.

9. Advertise the company

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With the new system’s internet based platform, it can help the company to advertise its
business to a wider society, virtually all Internet users in the world. This is also one of crucial
part that the new system will take. The website should have an interface and information
that are interesting enough to attract new customers to use the company’s service.

10. Reduce cost

After all the benefits mentioned above, the final benefit that the company will get from the
new system is reduced operational cost. The new system will reduce costs like
administration cost to buy papers and pen, telephone cost, cost for extra staff, etc.

So, beside the intangible benefits, the new system will also have real financial benefit
(tangible benefit).

VII. Initial Specification

The system is an online system with web pages programmed using PHP and HTML as the
front-end and a mySQL database as the back-end. The system will have 4 main areas. They
are:

A. Public Area that can be accessed and viewed by all Internet users.

B. Customer Area for registered customer with proper user id and password.

C. Affiliate Company Area for affiliate companies.

D. Administrator Area that used by the Clover Company’s staffs.

A. Public Area

Public Area is part of the website that can be accessed and viewed by all Internet users
because there is no need to enter password or register to see this part. This is the part of
the website that will be first displayed. This part also plays an important role on the
company’s publication in order to attract new customers.

A.1. Up to date News

The most recent news about the company will always provided in the website to give
customers more knowledge about the company and its services and also attracts new
customers.
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A.2. Company Profile

Provides a description about the company, to give the customer better understanding about
the company and its businesses.

A.3. Company’s service description

This is a room for the company to promote all kinds of services that it offers to the public. It
will have description about the company’s service, list of offered services and also
promotion if any.

A.4. Company’s contact

This part provides a detailed contact and also the office address of the company in case if
someone wants to contact the company directly.

A.5. FAQ (Frequently Asked Question)

This is a list of frequently asked question and its answer to help the user to get answer for
common questions.

A.6. Sitemap

Sitemap is provided in this website to make it easier for the user to understand the structure
of the website and jumps quickly from one page to another page.

A.7. Customer Registration

Customer registration page provides a registration form for customer who wants to use the
company’s service so they can have a user id and password to login to the system and use
more functionality of the system.

A.8. Customer Login

Customer login page is where a registered customer can use his/her user id and password to
login to the customer area.

A.9. Affiliate Company Login

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Affiliate company login is where a person from an affiliate company can login using his/her
user id and password to access the affiliate company area.

B. Customer Area

After a registered customer successfully login from customer login page, he/she can now
access the customer area.

B.1. User Profile Module

Here the customer can see the information that he/she entered in the registration form
earlier. The customer can do modifications to some details of his/her personal particular
here (e.g. update phone number or change e-mail address).

B.2. Order Placing Module

Customer can place their order here, including all the options and specification of the order
such as event type, date, place, entertainment type, documentation type, etc.

B.3. Online Payment Module

This module allows customers to make an online payment for their order. After a customer
make payment, it will give an online receipt that can be printed by the customer. If there is
more payment to be made, the module will remind the customer about

B.4. Order Status Tracking Module

The customer can use this module to check the progress status of their order. For example,
the customer can see if the place for the event has been booked or not, or if there is any
changes to one of the specification/detail.

B.5. Change Order Specification

Customer can use this module to change the specification and detail of the order.

B.6. Affiliate Companies Profiles

Customers need to choose which affiliate company that he/she wants to use when placing
order. For example company A for food supplier, company G for documentation, and

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company L for the printing of flyers. To decide which affiliate company to choose, the
customer will be able to read a description and profile of each affiliate company.

B.7. Customer Feedback Module

B.8. Help / User Guide

The help and user guide provides a clear instruction about how to use the system. This
feature will assist the system user to be more familiar with the functions and navigations in
the system.

C. Affiliate Company Area

This affiliate company area is a special part of the system for the affiliate companies of the
Clover Company, so the synchronization between the Clover Company and its affiliate
companies can be done easier with less effort.

C.1. User Profile Module

The user profile module is similar with the user profile module in customer area. It displays
the affiliate company’s detail information and can be updated if there are any changes.

C.2. Update Availability Schedule

The affiliate companies can use this module to update their availability date. For example,
Company A that provide event documentation service enter that it is available on 20 August
2008, then when a customer that want to order for an event on that date, the customer will
see company A is in the option and can be chosen.

C.3. Booking Status Module

This module will be a reminder for an affiliate company to remind it about what are the
dates that it is booked. And then the affiliate company can confirm the booking if they can
do it. A confirmed booking from an affiliate company will update the order status that can be
checked by the customer via order status tracking module.

C.4. Feedback Module

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An affiliate company can give feedback to the Clover Company if they see that there is a
room for improvements. Then the submitted feedback can be followed up by the
management team of the Clover Company.

C.5. Help / User Guide

The help and user guide provides a clear instruction about how to use the system. This
feature will assist the system user to be more familiar with the functions and navigations in
the system.

D. Administrator Area

Administrator area is used by internal staff of the Clover Company. It requires user id and
password to enter this area. But for security sake, there is no visible interface to login to this
area from the home page of the website. If a staff wants to login, he/she must type a special
address to open the login page to the administrator area.

D.1. Order Management Module

This module provides ability for the Clover Company’s staff to manage all the orders from
the customers. The staff can see each order detail and update the order preparation
progress when it’s necessary. The Clover Company can tell the customer if there is any
change to the order specification through this module.

D.2. Customer Management Module

The company can manage its customer from this module. The company can use this module
to check for customer’s data and information, and also read customer’s feedback or send e-
mail to a customer to inform the customer if there is something important happen.

D.3. Affiliate Company Management Module

The availability schedule from each affiliate company can be checked using this module. The
Clover Company also can check which companies available are for a certain date.
Additionally, the Clover Company can check the status of an affiliate company about how
many order that request its service, whether all the request have been confirmed, etc. The
Clover Company also can send e-mail to any affiliate company if there is something urgent
to ask.

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D.4. Company Schedule and Reminder

It helps the Clover Company to view its schedule and also upcoming events and order.

D.5. Report Generator Module

This module is used generate many kind of reports from the system database. It can
produce reports like customer data report, affiliate companies report, report about the
orders received in a certain period, etc. These reports can be used for an onscreen viewing
only or printed to be used as meeting materials.

D.6. Finance Report Module

The company’s finance department can use this module to generate the company’s financial
report. It has many categories of what period of time should the report show and also report
for general condition or report on per case basis (e.g. report for each order).

D.7. Database

The system’s database is used to store all the data needed by the company. It stores
customer data, affiliate company data, orders data, transaction data, and financial data. The
security of the database is ensured by protecting it using password so it will prevent
unauthorized person to access the information inside the database.

D.8. Help / User Guide

The help and user guide provides a clear instruction about how to use the system. This
feature will assist the system user to be more familiar with the functions and navigations in
the system.

VIII. Work Distribution

To develop this system, we have a developer team that consist of three experienced person
that is highly motivated and have adequate skill to carry out this project in time and satisfy
the system’s specification.

The team consists of:

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1. System Analyst

2. Programmer

3. Database Designer/Administrator

Here is a bit description of each team member:

1. System Analyst

Our system analyst is David. He has many years of experience in this field. He is a highly
self-motivated person with good communication skills. In this project, he will meet our
customer to identify problem suffered by the customer’s current system. Beside that, David
will perform analysis to the current system for clearly understand workflow of the current
system, current system’s features, its drawback and constraints. This information will allow
our team to decide what improvement should be made in the new system. To achieve this
objective, David will have to gather information from different method such as reviewing
current system’s document, interviewing involved staff person, and observing current
system’s work activities. After gathering sufficient information, he will perform feasibility
study to examine the acceptance of the new system. This will include few factor such as
current technology available, user’s operating skills and customer’s budget. David also
makes decision together with other team member in determine new system specification.
The team member will list out any hardware and software needed in the new system. Based
on gathered information, David will perform the cost benefit analysis. He will list out what
benefits will the new system bring, and the cost of implementing new system. David has to
prepare proposal for present our new system concept to customer. At the system
implementing and evaluation stages, David will conduct with other team member to
evaluate the newly implemented system. Together, they will analyze the new system
performance, user acceptance and customer satisfaction, and then produce a system review
report.

2. Programmer

Our team programmer is Thomas. He has enough experience in this field. Master in some
programming language makes him able to fulfill each project objective in most economic
and creative ways. In this project, he will determine the specification of the new system
along with other team member. As usual, he will select the best tools like pseudo code, flow
chart and CASE tools to planning how to design the new system. Thomas also has to choose
suitable programming language to construct the new system and meets document
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requirements. After selecting desired programming language, the entire team member will
begin to code the new system. During system development phase, Thomas will document
the pseudo code, flow chart, system-operating manual, and procedures in the system
document. When the system is developed, Thomas will perform a system test to the new
system along with database administrator. They will test the new system with available test
data and also live test data provided by the customer. The new system will not be
implemented until it is 100% functional and free from any kind of errors. If an error is
occurred, Thomas will revise the new system according to the detected error. Thomas will
play his role when the system is implemented. First, he will implement the system with other
team member. If training is conducted, he will responsible for training the user based on the
system-operating manual. While the system is fully operated at customer site, Thomas and
other team member will conduct a system review on the implemented system.

3. Database Designer/Administrator

Our team’s Database Designer/Administrator is Keith. He has adequate education and

experience in this field. In this project, Keith will work with other team member to determine
system specification. Then, he will plan the database with the aid of database development
tools such as data flow diagram, data dictionary and decision tree. With the aid of those
tools, he will decide the how many database is needed, relationship between each database,
data integrity control etc. Keith needs to choose suitable database programming language
to use in this project. Then, he will construct the database with the selected language.
Beside that, he will join other team member to codes the system. While the system
development in progress, Keith will help Thomas to prepare the system document. He needs
to make the database documentation which recording the database structure, coding,
database maintaining procedure. When the system is completed, he will join other team
member to perform system test to the new system. At the system implementing and
evaluation phase, Keith will review the new system with other team member.

IX. Cost Benefit Analysis

Investment Cost Investment Cost

Cost Type
(New System)SGD$ (Old System)SGD$

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Cost for Analysis 2000 1500

Requirement
Determination

System Design 3000 0

System Development 4000 0

System Testing 2000 0

Implementation Costs

Cost for Installing new

2000 2000
system

File Conversion 500 1500

Removing Current
0 0
System

System Training 500 500

Operating Cost

Cost for Maintaining 2000 2000

Technical Support 1500 1000

TOTAL COST 17500 8500

X. Expected Benefits of the New System (Intangible)

Benefits Costs(SGD$)

Increase the efficiency of information

5000
process by using computer bas system

Time Efficiency 2000

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Improve the decision making 4000

Annual Return

First Second Fourth Fifth Total

System Third year
year year year year Return

Old
1800 2100 2400 2500 2700 11500
system

New
3500 4000 4700 5500 6200 23900
system

Cost of Project
= Payback Period
Annual Cash Inflow

Payback period for old system :

Cost of Project = 8500

Annual Cash Inflow = Total Return/5

= 11500/5

= 2300

Payback Period = 8500/2300

= 3.69 years

Because the company does not use any system in the old system so the payback period for
old system is 0 year.

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Payback period for new system :

Cost of Project = 17500

Annual Cash Inflow = Total Return/5

= 23900/5

= 4780

Payback Period = 17500/4780

= 3.66 years

XI. Return on Investment (ROI)

ROI = [Total Benefit-Total Cost] / Total Cost

Old System:

ROI = [11500-8500] / 8500

= 35%

New System:

ROI = [23900-17500] / 17500

= 36.57%

XII. Hardware specification

The minimum hardware specification to operate this system is:

1. Intel Pentium IV processor or better

21
2. Minimum 512 Mb RAM

3. Color Monitor

4. Keyboard

5. Mouse with scroll button

6. 160 GB hard disk

7. DSL Internet connection

8. Laser Printer or Dot Matrix Printer

For the web server itself, we will host the website on another commercial web server, so we
don’t need to buy the expensive web server computer for the company.

XIII. Software Requirements

Ø Development Software

The software that is used to develop this new system:

1. Notepad ++

2. PHP editor

3. PHP (Personal Home Page)

4. phpMyAdmin

5. FileZilla

6. Apache HTTP server

7. MySQL

8. Adobe Dreamweaver

9. Adobe Photoshop

22
10. Core FTP

Ø Operational Software

The minimum requirement of the software to operate the system:

1. Windows XP or Windows Vista

2. Internet Browser (Mozilla Firefox v.2 or Internet Explorer 7)

XIV. Gantt Chart

XV. Conclusion

In Conclusion, we can conclude that the Clover Company needs to solve the problems and
limitations in its business that is caused by using the current system. Developing a new
system is the answer to eliminate all the problems and limitations of the current system. The
new system will be an online based system with PHP and HTML as the front end, and a
mySQL database as the back-end. The new system will be able to increase the company’s
business productivity, save money, and attract new customers. So, the new system will play
a crucial part for the company when it is implemented.

C2006 Project: System Development, Part 3 (Analysis)

Table of Contents

Content Page

Cover
Page ___________________________________________ 1

Table of
Contents ______________________________________ 2

I. FACT FINDING _____________________________________ 3

I.A.
Interview _____________________________________ 3

23
 I.B. Questionnaire _________________________________

II. NARRATIVE ______________________________________

III. PROCESS FLOW __________________________________

IV. ILLUSTRATIVE SUPPORTIVE ______________________

V. PROBLEMS & LIMITATIONS ________________________

VI. SCOPE & CONSTRAINTS __________________________

I. FACT FINDING

The purpose of performing fact finding activities in this project is to get a better
understanding of the current system’s problem and limitation and also what is expected
from the new system.

Our fact finding activity will involve the staffs of the Clover Company which is the event
organizer company. There are two kinds of fact finding technique that we perform here, they
are interview and questionnaire. The interview will be conducted to find an in depth
information from some staff of the company, while the questionnaire will be given to all the
staff of the company in order to get general information from all the company’s staffs.

I.A. Interview

Interview is the first fact finding method that we perform. There are nine staffs from three
departments that we interviewed, 3 staffs from each department. The three departments
are marketing, financial, and logistic department. Staffs from these three departments are
interviewed because these departments will get the biggest impact when the new system is
implemented in the future.

I.A.i. Interview for Marketing Department

The staffs that interviewed are:

a) Ujang – Director

24
b) Andi – Market Research & Analyst

c) Aneng – Advertising

1) Interview with Ujang – Director

2) Interview with Andi – Market Research & Analyst

3) Interview with Aneng - Advertising

I.A.ii. Interview for Financial Department

The staffs that interviewed are:

a) Santoso – Supervisor

b) Fendy – Treasurer

c) Siti – accountant

1) Interview with Santoso – Supervisor

ü Interviewer : Good afternoon Mr. Santoso. We appreciate that you want to

spare your time for an interview session with us here.

ü Santoso : Yes, It’s not a big deal though.

ü Interviewer : Mr. Santoso, Is there anything you like to feedback about the
system here?

ü Santoso : Yes of course! Currently I feel that the system in this company is a
bit slow, especially to support us in the financial department.

ü Interviewer : Oh is that so, can you please explain it to us please?

25
ü Santoso : Well… you know, this company is dealing with so many people,
the customers, the affiliate companies, and also the internal staffs. Sometimes it’s a bit
tough to do our job as a financial department to collect information about financial data.

ü Interviewer : What kind of information that you need to collect?

ü Santoso : Information such as payment from customers or payment to the

affiliate companies. We need to collect these information from various staffs in the
company, and getting information from many people is not as easy as flipping your hand.

ü Interviewer : Do you have any problem when you need to collect this
information?

ü Santoso : Yes. Sometimes one of the staff is in MC and cannot be contacted,

another time a staff that I need to ask to is not in the office as he/she needs to prepare the
event place or to consult with an affiliate company. Things like that happen quite often here.

ü Interviewer : Ok, I get your point. So you feel there is a communication

problem here?

ü Santoso : Yes, sort of.

ü Interviewer : Mr. Santoso, what do you think about the internal communication
in the company?

ü Santoso : Actually there is no serious problem of communication or relation

problem between the staffs here. But, as some staffs especially the marketing and logistic
department that needs to go out quite often, it’s not easy to meet them and ask them to
update us with the most recent progress of a customer’s order.

ü Interviewer : Why do you need updated information from the staffs?

ü Santoso : Yes, we need to get information such as the expenses from an

event preparation or recent payment made by a customer faster, so we can prepare the
financial report faster too. But that is a bit hard to do now.

ü Interviewer : Ok Mr. Santoso, so… beside the difficulties to collect information,

what are your difficulties when preparing a financial report?

26
ü Santoso : let’s see… For me, I have quite used to this system’s way to make
a financial report using pen and papers since we have do it this way for years.

ü Interview : So you are very convenient with this method is it?

ü Santoso : Yes, you can say that. I never feels that this is bad, but when
there is a lot of orders and make us needs to make a lot of financial reports for the
company, sometimes I feel like I wanted a better system to make the financial report
production process become faster.

ü Interviewer : Mr. Santoso, as you know that we developing a new system for
this company, so what will you suggest for the company’s new system?

ü Santoso : Yes, I heard about it. Well, of course as I said earlier that we have
some problems here in the financial department. So, I hope that the new system will be
consider to help our department too so we can have a better work performance. In my
opinion, I think the new system should be able to facilitate the communication between
staffs here in the company, so we from the financial department can get financial
information faster.

ü Interviewer : Thank you Mr. Santoso, that’s all that we want to ask from you.

2) Interview with Fendy – Treasurer

ü Interviewer : Good afternoon Mr. Fendy. We appreciate that you want to spare
your time for an interview session with us here.

ü Fendy : No problem.

ü Interviewer : Mr. Fendy, Is there anything you like to feedback about the
system here?

ü Fendy : Yes, I think that there are a lot of things that we need to improve from the
company’s current system. Because I feel some problems from this system now.

ü Interviewer : Can you please explain to us what your job as a treasurer is?

27
ü Fendy : Well as a treasurer, I need to manage the income and expenses of the
company. I receive the payment money and then distribute it to other department for them
to pay the expenses.

ü Interviewer : What is your problem to do your task with your current system?

ü Fendy : There are 2 main problems in my job. First is to receive money from the
customer. Second is to get the money from the logistic agent who receives the payment.

ü Interviewer : Can you explain each problem?

ü Fendy : The first problem is to receive money from the customer because some
customer late to make the payment and I need to give reminder to them. Or if the customer
doesn’t pay the full amount, then I will need to remind them about the rest of the payment
and the deadline to make the payment.

ü Interviewer : So you need to make many reminders just for one customer only?

ü Fendy : Yes. It is.

ü Interviewer : Then how about the second problem?

ü Fendy : The second problem is to get the money from the logistic agent who
receives the payment because the logistic agent himself needs to go out from the office
most of the time to do his/her task.

ü Interviewer : Oh I see, it will be difficult in your side.

ü Fendy : Of course it is.

ü Interviewer : Mr. Fendy, What do you think about the internal communication in
the company?

ü Fendy : Oh this is another problem also. A lot of staffs need to work on the field,
outside the office, to prepare for the events such as the event place, the foods, equipment,
entertainment, etc. So it is a bit hard to keep updated information with them. Even they got
hand phone with them, it’s a bit unpractical when you call a lot of people just to ask them to
update with the newest information that is needed by our department.

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ü Interviewer : Ok, I get your point. Now let’s talk about your job as a staff in
financial department, you need to prepare some financial reports for the company right?

ü Fendy : Of course, I need to make some financial reports but I just report to the
accountant about the company’s income and expense then he/she will do the complete
financial report.

ü Interviewer : So you don’t make all the financial report. Then do you know the
difficulties for the accountant to make the financial report?

ü Fendy : All right, preparing a lot of financial report is very hard to be done now as
we make it in very slow speed. The use of pen and papers is very tiresome when there is a
lot of financial report that needs to be done quickly. So when the deadline is close,
sometimes I need to help accountant to make a financial report. The slow information
update from another department concerning financial information like income and expenses
also adds the problem.

ü Interviewer : I see… Mr. Fendy, as you know that we developing a new system
for this company, so what will you suggest for the company’s new system?

ü Fendy : Oh, yes that is very good news that I heard! I really hope that the new
system will be able to help us here in the financial department. I suggest that the new
system equipped with features that help the internal communication within the company
and also help us to produce a financial report faster.

ü Interviewer : We will use your suggestion as our consideration in designing the

new system. Thank you Mr. Fendy, that’s all that we want to ask from you.

3) Interview with Siti – Accountant

ü Interviewer : Good afternoon Mrs. Siti. We appreciate that you want to spare
your time for an interview session with us here.

ü Siti : Yes, please feel free to ask.

ü Interviewer : Thank you. First of all, we want to ask, is there anything you like
to feedback about the system here?

29
ü Siti : Do you mean the system for the financial department?

ü Interviewer : Yes it is.

ü Siti : Oh, I’m quite new here but I think that the current system here for the
financial department is horrible!

ü Interviewer : Ok, what do you mean by that?

ü Siti : I tell you. The first time I started to work here, I was surprised that I have
to work in a financial department without any accounting software! So what we do is we
collect all the information that we need then we start to make the financial report by writing
it using pen on a piece of paper.

ü Interviewer : Where you keep the old financial reports?

ü Siti : The archive is kept in a big pile of file holders. It is very frustrating to look
for a single piece of old financial report, and also we cannot keep too many archive due to
limited office space, so we need to throw away old documents periodically. This is very bad
for a company with so many customers like this; they really need to improve it.

ü Interviewer : How if you need to see the old documents that have been thrown
away?

ü Siti : Ermm…that is the problem. If the document that we look for have been
thrown away then there is no way to find it.

ü Interviewer : Do you have any kind of backup?

ü Siti : Of course not. Because the backup will consume double space needed.

ü Interviewer : Ok we note down that. Now we would like to ask you, what do you
think about the internal communication in the company?

ü Siti : Well, actually I don’t really know about it, because the other two staffs in
the financial company do the information collecting and my job was only to write the reports
based on the collected information.

ü Interviewer : Oh I see… but do you think that there is any problem in this area?

30
ü Siti : Personally I don’t feel any problem in the internal communication
between the staffs in this company because I don’t do much information gathering from the
other staffs. But I think I remember that my colleague say that it is very slow for them to
gather the information from another staffs in this company…yea that’s all I know.

ü Interviewer : Yes, maybe we should get more information about this from the
other two staffs in the financial department.

ü Siti : Yes of course.

ü Interviewer : Anyway, let’s move on to the next question. What are your
difficulties when preparing a financial report?

ü Siti : My difficulties when preparing a financial report is mainly with the slow
manual system. I really need software that helps us, the staffs in the financial department,
to do our jobs. It’s very stressful when we have to make a lot of reports using just papers
and pen. We need a better system.

ü Interviewer : Yes Mrs. Siti, as you say that the company needs a better system,
we would like to ask you, what will you suggest for the company’s new system?

ü Siti : Because I work in the financial department, then I would like to suggest
that the new company system will help us to do our jobs to make the financial reports faster.
The feature to make the financial report also need to be synchronized with our needs as we
need to make the reports for some different types of periods, It can be monthly report,
quarterly, yearly, or a financial report just for one particular customer order. I think it will be
really good if the company’s new system can do that.

ü Interviewer : If the new system will use computerized system to help you make
the financial report, do you think that you will able to use it or you need to get some
training?

ü Siti : It’s good if the new system is computerized system, I can use it right
away without any training as long as the new system is easy and simple to understand.

ü Interviewer : We will use your suggestion as our consideration in designing the

new system. Thank you Mrs. Siti, that’s all that we want to ask from you.

31
I.A.iii. Interview for Logistic Department

The staffs that interviewed are:

a) Iya – Logistic Agent

b) Ayi – Logistic Coordinator

c) Ajeb – Logistic Assistant

1) Interview with Iya – Logistic Agent

ü Interviewer : Good morning Mr. Iya…How your day today? Thank you for your time here..

ü Mr. Iya : Morning too…Today is great…Sure…

ü Interviewer : That’s good to hear…Ok now let’s start it…First of all I want to ask about
what do you think of the current system?

ü Mr. Iya : I am not quite satisfied with current system because I think it’s not effective
enough to do it.

ü Interviewer : Ok.. Why do you think it’s not effective?

ü Mr.Iya : Because There are many things that we have to do repeatedly in preparing
an event for the customer.

ü Interviewer : Can you mention what are the actions that you need to do in preparing the
event?

ü Mr. Iya : Yes, sure. When there is a customer that wants to create a party, they tell
us about what they need and then we have to contact our affiliate company that can provide
what we need. And we need to do it repeatedly.

ü Interviewer : Ok, so how you contact the affiliate company and the customer about the
event?

ü Mr. Iya : We have to contact them by phone or email and sometimes these two ways
got delay to get reply. That is why I say that this system ineffective.

32
ü Interviewer : I see…so can you tell me about the detail the communication between you
and the affiliated company?

ü Mr. Iya : Ok sure… if we get an order from customer, we immediately contact the
affiliated company to ask about the availability then we will wait for the reply from the
affiliated company. But the problem is that we have to wait for the reply. Sometimes the
affiliated company is not reply to us immediately because they are busy with other things.

ü Interviewer : Do you have any idea or suggestion to make the communication faster?

ü Mr. Iya : Well, maybe the company needs to change the procedure of the
communication with the affiliate company.

ü Interviewer : I see…I will write down that…And what do you think about the company’s
working procedure?

ü Mr. Iya : There are several people in this department so we have to work together to
do the task. Actually we often get some trouble when we have to contact the other person.
That’s pretty annoying for me.

ü Interviewer : Why it’s so annoying for you to contact the other person in this company?

ü Mr. Iya : Because they usually busy doing their own tasks, so they will be late to
respond when we need to contact them.

ü Interviewer : I see that you have a coordinator in this department. Do you think that the
coordinator can solve this problem or we need to change the whole system?

ü Mr. Iya : I’m not quite sure about this. Maybe you can ask her directly.

ü Interviewer : Ok, sure I will ask her later…The last question is what will you suggest for
the new system?

ü Mr. Iya : I think it will be great if there is a machine or something that can help us
with the communication and make it more effective.

ü Interviewer : Ok then…That’s all for the interview…Thank you for your time and have a
nice day!

ü Mr. Iya : Thank’s bro… Have a nice day too…

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2) Interview with Ayi – Logistic Coordinator

ü Interviewer : Good afternoon Mrs. Ayi…How are you today? Thank you for your time
here…

ü Mrs. Ayi : Morning…Fine…

ü Interviewer : Shall we start our interview?

ü Mrs. Ayi : Sure. Go ahead.

ü Interviewer : What do you think about the current system in the company?

ü Mrs. Ayi : I will tell the truth here…The system very annoying…

ü Interviewer : Why do you think like that?

ü Mrs. Ayi : Ok I give you a picture…If the order came, we have to contact the affiliated
company, and my duty is to choose staff to come to the affiliated company to give a call or
send an email to the affiliated company.

ü Interviewer : I see…then how do you choose the staff to do that task?

ü Mrs. Ayi : ok, I will explain to you. So, we have some staffs in this logistic department,
and I will choose the most reliable staff to be the agent who is responsible for certain task.
And also an assistant to help him/her to do the task.

ü Interviewer : Can you describe the detail about the communication with the affiliated
company?

ü Mrs. Ayi : We have to contact the affiliate companies by calling them or send a staff to
go to their place. Then they will reply to us.

ü Interviewer : Usually, how fast the respond from the affiliate companies?

ü Mrs. Ayi : Well some of them give a fast response but some other companies are very
slow to respond us. This slows down our works.

34
ü Interviewer : Oh I see, and then what you will do if the respond is slow?

ü Mrs. Ayi : We cannot wait forever, so I will send some staff to go to the affiliate
company’s place again, but that also not guarantee that they get the response at that day
because the affiliate company itself sometimes confuse with their own schedule.

ü Interviewer : I see…that way will cost a lot of money…because we have to go back the
same twice just for one reason…Am I correct?

ü Mrs. Ayi : Yes…you got the point…

ü Interviewer : What do you think about the company procedure?

ü Mrs. Ayi : I think it is fine but you know…some people often do mistakes and they give
wrong information to me and when there is an update about something, they late to inform
me.

ü Interviewer : If let’s say there is a staff that make mistake in preparing the event, then
what you will do?

ü Mrs. Ayi : That’s bad, but if it happens then I will need to inform the customer that the
preparation is having a problem, and we need to discuss with the customer about the
solution

ü Interviewer : Ok…That one is very troublesome…if there will be new system to replace
the current system, what will you suggest?

ü Mrs. Ayi : Ohhh…that would be nice…I think I will recommend a system that can do
the update more quickly and I can check the update directly.

ü Interviewer : I note down that…Do you think that there is something else that I missed
out?

ü Mrs. Ayi : I don’t think so, but I think that it will be nice if the new system can be
finished as soon as possible.

ü Interviewer : thank you for the interview…have a nice day Mrs. Ayi!

ü Mrs. Ayi : You are welcome…Have a nice day too…

35
3) Interview with Ajeb

ü Interviewer : Good Afternoon Mr. Ajeb…How are you today? Thank you for your time
here…

ü Mr. Ajeb : Good morning too…I am fine…No problem..

ü Interviewer : Ok let’s start the interview…

ü Mr. Ajeb : Ok sure.

ü Interviewer : Let’s start with your opinion about the current system?

ü Mr. Ajeb : In my opinion, the current system is a bit not satisfied because we have a
problem when we have to contact the affiliated company.

ü Interviewer : Do you think that there are some advantages of using the current system?

ü Mr. Ajeb : hmm… I don’t think there is a significant advantage from the current
system.

ü Interviewer : Then, what are the disadvantages of the current system?

ü Mr. Ajeb : In my opinion as logistic assistant, the current system is having problem to
support our communication with the affiliate company.

ü Interviewer : Hmm…okay…can you explain about the problem with the communication
with the affiliated company?

ü Mr. Ajeb : Hmm…like this… if you want to contact the affiliated company there are
two ways to do it, by phone or email from the company and go to the affiliated company
itself.

ü Interviewer : Oh I see, and then who do that task?

ü Mr. Ajeb : That’s the job of the logistic agent, and I as the assistant just need to assist
the agent to do the job.

36
ü Interviewer : What do you do to assist the logistic agent?

ü Mr. Ajeb : Sometimes we need to contact many affiliate companies and its hard to that
by just one person. So I assist the agent to give a call or send an email to the affiliated
company.

ü Interviewer : Do you have any problem when assisting the agent?

ü Mr.Ajeb : Yes.. The affiliated company sometimes late to give a reply to us.

ü Interviewer : How if the affiliate company late to give respond until deadline is getting
nearer?

ü Mr.Ajeb : It is still not a problem if the deadline is still long enough but the problem is
when the time almost reaches a point that is the affiliated company must give reply now or
else the project will be delayed. When that time comes, we got stressed because after that
we have to do everything rushed.

ü Interviewer : Ok…I got your point…What do you think about the company’s working
procedure?

ü Mr. Ajeb : Hmm…I’m not so sure about it but I will tell you what I know…The
procedure is simple that is to give the order to the affiliated company then they will give us
their availability then we can confirm it with the customer. But sometimes the affiliated
company already gives an answer to the one of our person in this department but that
person is forgot to tell the other staff that the affiliated company already gives an answer, so
the other staff will ask a reply from the affiliated company. This is one of example for
wasting our energy. So the company’s working procedure is not effective for me.

ü Interviewer : I take a note from that…What will you suggest if there is a new system to
replace the current system?

ü Mr. Ajeb : Hmm…Maybe I will suggest a system that can give us an effective way to
communicate and update the information more quickly so we don’t have to waste our time
and energy. That is all.

ü Interviewer : Thank you for your suggestion and time Mr. Ajeb…Have a nice day!!

ü Mr. Ajeb : Sure…Have a nice day too..

37
I.B. Questionnaire

The questionnaire that we spread to all the Clover Company’s staffs is:

Clover Company New System Project

QUESTIONNAIRE

Please Answer these questions by ticking in the appropriate boxes

1. Gender : Male Female

2. Which department are you in?

Marketing Financial

Logistic Management

3. How long have you work in this company?

0 – 2 years 5 years

2 – 4 years > 5 years

4. Are you satisfied with the current company system?

Very satisfied Not Satisfied

Satisfied Very unsatisfied

5. Do you think that there is a lot of problem in the current system that
limits your job productivity?

Yes No problem at all

I’m not sure

38
6. If you answered “yes” for question 5, how serious is the current
system’s problem?

Very serious Common system problems

Serious Only minor problems

7. What do you think about the company’s service to the customer in

terms of receiving the orders?

Very good inadequate, placing order should be easier

Good, but need to be

improved

8. Currently the customer need to come personally to make payment, what

do you think about it?

It is good enough I don’t know

Should be changed and

improved

9. What is your opinion about the current company’s advertisement?

It’s enough

Need to be improved with new advertisement media

10. Is the current system helpful in facilitating communication or

coordination among all the staffs in the company?

Very helpful Not so helpful

Helpful Not helpful at all

11. How is the company’s coordination with it’s affiliate companies?

Nice coordination between

Not good enough, need improvement
companies

Good, but sometimes got Very bad, the system doesn’t support it

39
problems

12. If there is a request for a report, how fast is it can be made?

Fast and satisfying slow, but still acceptable

Fast enough very slow

13. Do you think that the company system should be upgraded?

Not right now

Yes, as soon as possible

No

I’m not sure about it

14. If there is a new system, which aspect of the company that need to be
emphasized?

Financial Department Logistic Department

Marketing Department Others, please specify________________

15. How do you describe the need of new company system in a 1 to 5 scale
(1 unimportant, 5 important)?

1 3

2 4

16. Which Type Of New System That You Prefer?

Offline System Online System

For Each Department

40
Please answer according to your department.

This part ask about the level of satisfaction on current system’s services/procedure
(1 lowest, 5 highest)

Marketing Department

System
1 2 3 4 5 Comment
Service/Procedure

1. Receive Order from

______________________
customer

2. Customer payment
______________________
method

3. Company Advertising ______________________

4. Communication with
______________________
customer

Financial Department

System
1 2 3 4 5 Comment
Service/Procedure

1. Collect financial
______________________
information from staffs

2. Manage customer’s
______________________
payment

3. Produce financial
______________________
report

4. Archiving old
______________________
financial history

Logistic Department

System
1 2 3 4 5 Comment
Service/Procedure

41
1. Communicate with
______________________
affiliate companies

2. Synchronize
______________________
schedule

3. Confirm orders with

______________________
affiliate company

4. Report changes to
______________________
order specification

Management

System
1 2 3 4 5 Comment
Service/Procedure

1. Time needed to
______________________
make report

2. Availability of old
______________________
data

3. Customer data
______________________
management

4. Affiliate company
______________________
data management

II. NARRATIVE

1. System’s narrative

Clover Company’s Online System

This online system will be able to facilitate the company’s customer to place their order
online. So virtually the customer will be able to access the system anywhere as long as the
customer has an internet access. Before a customer can place their order, he/she has to

42
register first by filling the registration form. After the customer submits the registration
form, the system will send an e-mail to the customer’s e-mail to verify the registration. After
the registration is verified, now the customer can place their order. While filling the order
form, the customer will get many options to customize his/her order specification, such as
options for catering company, event documentation, event place, etc. The customer will also
able to make online payment for their order.

All the data and information inputted in this system will be stored in a database. Data about
the customer registration, order data, online payment data, company’s financial data, and
also data about the affiliate companies is stored in the system’s database. Besides storing
data, the database will also used to generate various reports according to the company’s
need.

Another system’s features for the customer are order tracking feature and customer
feedback feature. Firstly, the order tracking feature allows the customer to get up to date
information about the progress of his/her order. The customer will also be able to make
changes to his/her order specification or get informed by the company if the order’s
specification must be changed. Secondly, the customer can give a feedback to the company
through the system if the customer is not satisfied by the company’s service or system or if
the customer sees a room for improvement. This customer feedback will be reviewed by the
company and be considered as suggestion to improve the company’s system or service.

Besides providing services for the company’s customer, the online system will also helps the
company’s relation with its affiliate companies such as food Supplier Company, logistic
company, event documenter company, printing company, etc. The online system will
provide feature for a representative of each affiliate company to login into the system. After
the affiliate company’s representative has login to the system, now he/she can use the
system’s features for the affiliate company. There are some system feature for the affiliate
company, they are: User Profile Module, Update Availability Schedule, Booking Status
Module, and Feedback Module. The User Profile Module is used to display the detail
information about the affiliate company, the user can edit or update some of this
information if there is any changes in the affiliate company’s profile like contact number or
address. Update Availability Schedule is a module where the affiliate company can keep
their schedule synchronized with the Clover Company’s schedule. For example, Company A
that provide event documentation service enter that it is available on 20 August 2008, then
when a customer that want to order for an event on that date, the customer will see
company A is in the option and can be chosen. The third module is booking status module,
this module will be a reminder for an affiliate company to remind it about what are the dates
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that it is booked. And then the affiliate company can confirm the booking if they can do it. A
confirmed booking from an affiliate company will update the order status that can be
checked by the customer via order status tracking module.

The last part of the system is the administrator area, this part is used by the staffs of the
Clover Company and no unauthorized person can access this area as this area is secured
using password and the login page is not appear in the website’s main page. So, the staff of
the company will need to open the login page, enter the user id and password, and then
login to the system. After the staff login in the system, then he/she can use the features of
the system that are: order management module, customer management module, affiliate
company management module, company schedule and reminder, report generator, and
finance report module.

Using the order management module provides ability for the Clover Company’s staff to
manage all the orders from the customers. The staff can see each order detail and update
the order preparation progress when it’s necessary. The Clover Company can tell the
customer if there is any change to the order specification through this module. Customer
management module will help the company to manage its customer data. The availability
schedule from each affiliate company can be checked using affiliate company management
module. The Clover Company also can check which companies available are for a certain
date. Additionally, the Clover Company can check the status of an affiliate company about
how many order that request its service, whether all the request have been confirmed, etc.
The Clover Company also can send e-mail to any affiliate company if there is something
urgent to ask. Moreover, the company can see its schedule and get reminded for upcoming
events by the system too. While, for report generation there are report generator module
and finance report module. Report generator module is used generate many kind of reports
from the system database. It can produce reports like customer data report, affiliate
companies report, report about the orders received in a certain period, etc. These reports
can be used for an onscreen viewing only or printed to be used as meeting materials. And
finally, The Company’s finance department can use finance report module to generate the
company’s financial report. It has many categories of what period of time should the report
show and also report for general condition or report on per case basis (e.g. report for each
order).

2. Hardware Requirements

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The minimum hardware specification to operate this system is:

1. Intel Pentium IV processor or better

2. Minimum 512 Mb RAM

3. Color Monitor

4. Keyboard

5. Mouse with scroll button

6. 160 GB hard disk

7. DSL Internet connection

8. Laser Printer or Dot Matrix Printer

For the web server itself, we will host the website on another commercial web server, so we
don’t need to buy the expensive web server computer for the company.

3. Software Requirements

Ø Development Software

The software that is used to develop this new system:

1. Notepad ++

2. PHP editor

3. PHP (Personal Home Page)

4. phpMyAdmin

5. FileZilla

6. Apache HTTP server

7. MySQL

8. Adobe Dreamweaver

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9. Adobe Photoshop

10. Core FTP

Ø Operational Software

The minimum requirement of the software to operate the system:

1. Windows XP or Windows Vista

2. Internet Browser (Mozilla Firefox v.2 or Internet Explorer 7)

III. PROCESS FLOW

The DFD (Data Flow Diagram) of the system is as follows:

1. Proposed System Context Diagram

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47
2. Proposed System 1st level Data Flow Diagram

3. 2nd level Data Flow Diagram (1.0 Receive Order)

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4. 2nd level Data Flow Diagram (2.0 Sales Process)

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5. 2nd level Data Flow Diagram (3.0 Update)

6. 2nd level Data Flow Diagram (4.0 Report)

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IV. ILLUSTRATIVE SUPPORTIVE

INPUT OUTPUT PROCESS CONTROL

CONTENT Registration Form Receipt Register new Validate customer
customer registration
Order Order Confirmation Issue order Log in, user ID and
confirmation password
Payment Order Receive payment Confirm schedule
Schedule Finance report Generate payment Payment reminder
receipt
Order Updated finance data Select payment Validate order
Confirmation method detail
Financial Data Updated Check Payment Validate financial
management data Method data
Report request Management report Check availability Validate finance
(financial) schedule report
Finance data Issue order to Validate
adjustment affiliate company management data
adjustment
Management data Receive
adjustment confirmation
Report request Receive financial
(management) data
Receive financial
report request
Update financial
data
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 INPUT OUTPUT PROCESS CONTROL
Generate financial
report
Receive
management
report request
Generate
management
report
Receive
management data
adjustment
Update
management data
VOLUME About 3 orders per Same volume as
month customer registration
About 10 Same volume as
payments per payment
month
About 10 customer
registration per
month

TIMING As and when As soon as possible, Real time

customer register timing is crucial to processing
customer registration,
order, and payment
As and when Generate monthly Batch Processing
customer make financial report
order and payment

Generate monthly
management report
FREQUENCY Daily – customer Daily – customer Performed on
registration, order, order confirmation demand
and payment and receipt

Monthly – Report Monthly – financial

Request report and
management report
EQUIPMENT Registration form E-mail PCs Form with
Order form Phone Printers verification code
Phones Printed Hardcopies

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 INPUT OUTPUT PROCESS CONTROL
E-mail
LOCATION Clover company’s Clover company’s Respective areas Respective areas
website website (Customer, affiliate, (Customer, affiliate,
and administrator and administrator
area) area)
PEOPLE Customers Customers Customers Department
managers
Finance Staff Finance Staff Finance Staff System
administrator
Logistic Staff Logistic Staff Logistic Staff
Management Management Management
Affiliate company’s Affiliate company’s Affiliate company’s
staffs staffs staffs

IV. ILLUSTRATIVE SUPPORTIVE

V. PROBLEMS & LIMITATIONS

There are some problems faced by the Clover Company with their current system:

Ø Problem to Get order

The customer can only place their order in office hours, because the customer needs to
manually call the company to speak with a staff.

Ø Ineffective communication

Because the EO team consists of so many persons who have different tasks, the head will
need to get report from each person by calling them one by one.

And if there is any changes of requirement from the customer (e.g. changes of place), the
head will need to call the person who is in charge of it.

Ø Problem with payment tracking

The payment is made and written manually, so it will take a bit long time if the company
needs information about it and also the customer needs to meet the staff personally in order
to make the payment.

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Ø Inadequate financial report

The financial report is on per case basis. So the company doesn’t have detailed information
of all the transaction that has been made.

Ø Difficult to evaluate all the company’s activities

The current system will discard all the information about the previous events and order, so
at the end of working year it is difficult to analyze all these information in order to improve
the company’s productivity.

Ø Unsynchronized information with affiliation companies

The Clover Company affiliated with several other companies such as food supplier, printing
company, decorations, etc. Every time the Clover Company gets an order, it needs to
contact each of these companies asking for their availability for a certain date. This is
ineffective because they have to do it for each order.

Ø Lack of publication and advertising

The current system doesn’t help the Clover Company to advertise its business and to
expand their business range. Because they just depend on the events like wedding
exhibition and also mouth to mouth publication.

VI. SCOPE & CONSTRAINTS

Here we will describe the scope and constraints of this project.

a. Project Scope

This project will develop an online system to help Clover Company as an event organizer
company, to make their working procedure more effective in certain areas. These areas
include:

1) Order management

2) Customer management

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3) Receive online payment

4) Schedule synchronization with affiliate companies

5) Generate reports for financial and management

So, this system won’t help the company to do its technical works on the field, such as
surveying the event place, choosing the right persons to do certain things, etc.

b. Project Constraints

There are some constraints for this system:

i) Time Constraint

There are two types of time constraints, present and future. Present time constraints are
requirement that must be met as soon as the system is developed or implemented, while
future time constraints are the requirements that will be necessary at some time in the
future.

The present constraint of the system is that the system must be able to take over the old
manual functions from the current system. Example: manage orders, manage customers,
receive payments, and synchronize schedule with the affiliate companies. These constraints
must be met as soon as the system is implemented because these requirements are crucial
for the company’s daily operation.

On the other hand, the future constraints of the system are to make synchronization
between the main office with the branch offices, which is not important now because the
company haven’t had any branch yet.

ii) Internal & External Constraint

Most of the system’s constraints come from internal company’s requirement because the
company’s staff demands a better and more efficient system to help them to do their works
and also from the management in order to make the company performs better.

The external constraint will affect just few things about the online payment feature that
implemented in the system. Because the security matter of the online payment such as to
protect the privacy of the customer and to secure the transaction, the system needs to

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follow standard requirement from outside the company such as the bank requirement and
also how to implement secured site for payment using PayPal, e-NETS, Visa, etc.

iii) Mandatory Constraint

The mandatory constraints of the system are constraints that are absolutely essential to be
met because if these requirements is failed to be satisfied, then the company’s operation
will be suspended.

Examples of these mandatory constraints are:

ü Order Management

ü Customer Management

ü Synchronization with affiliate companies

iv) Desirable Constraint

Desirable constraints are constraints that are less important than the mandatory constraint.
The system still able to do its main purpose for the company without these constraints, but if
these constraints are met, the system will be better.

Examples of these desirable constraints are:

ü Online payment

ü Generate report for Finance and Management department

Feel free to ask me about this module using the comment section below.

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