IBM Project Documentation - Cuthbet Chinji Jnr

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PROJECT DOCUMENTATION

FOR

BUSINESS ANALYSIS 3.2

AN INTERACTIVE ORDER ENTRY

SYSTEM

FOR COMPUSELL

BY

CUTHBERT CHINJI JNR

207014329

VUTIBM ACADEMIC INITIATIVE

30TH NOVEMBER 2010

INTERNATIONAL

BUSINESS

MACHINES

AAL UNIVERSITY

OF TECHNOLOGY

BRIDGING

DIGITAL DIVIDE-


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Page 1 of9

Table of Contents

Page

1. Background..22. Mission and Vision.23. Organizational Structure24. Problem StatementSystem Analysis...35. Core Objective of the System....56. Project Gantt Chart..67. Normalized Tables 68. Business Rules..69. ERD for CompuSell Order Entry System..6

10.Data Dictionary.711.Data Flow Diagram ..712.Pseudo CodeProgram Logic..813.Reference .9

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Executive

Director

Non-Executive

Director

Non-Executive

Director

Non-Executive

Director

General

Manager

Sales Manager Floor ManagerOffice

Administrator

Accountant Supervisor Receptionist

Branch

ManagerRegional

Manager

1. BackgroundCompuSell is a small mail-order company that specializes in

computer sales and supplies as the name suggests.

It has existed merely for less than a year, yet it is already making

waves in the computer market.

2. Mission and VisionCompuSell aims to be one of the first African world class centers

for computer solutions. It will provide distinctive services to its

client with state of the art technology at competitive priceswithout compromising quality.

3. Organizational Structure - CompuSell

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4. Problem Statement - System AnalysisCompuSell uses an old traditional file system to add and maintain

customer orders which causes a heavy workload for the system aswell as for users. They have realised that their system could

cripple their overall business. After a long research to curb their

nightmares, they heard about my incredible IBM Initiative

Training Program and decided to put my Business Analytical and

IBM RPG Programming Skills to test. Upon my analysis I

discovered the following in their business:

1) Performancea)

Throughput

The amount of work CompuSell staffmembers perform during the course of the day is exhaustive since

they are using an inefficient traditional file system that relies

heavily on paper work.

b) Response Time - The current system is so slow suchthat transactions are not updated in real time mode.This affects

customer royalty and the business as a whole.

2) Informationa) Output Information is not in standard format and

that makes it difficult for customers to interpret it.

b) Input:i. Data captured contains errors that management

cannot make accurate decisions.

ii. Due to excessive use of paper work, data sometimesmay wrongly be captured or not captured at all.

iii. Data captured contains redundancy and that createsconfusion between information users.

c) Stored Datai) Data is stored in multiple files and that causes data

redundancy and unnecessary consumption of storage space.


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ii) Data stored in hard copies at the companies premises isvulnerable to security loopholes and vandalism and that could

cost the companys loss of valuable information.

3) Economicsa) Costs:

i) Costs are incurred but the source of the costs cannot betraced.

ii) Costs are too high and unjustifiable.b) Profits:

i) New markets cannot be exploredii) CompuSell new system will enhance its clients transactions

and in turn enhance its relationship with customers.

iii) Costs will be considerably reduced.

4) Control and Securitya) Too little security:

i) CompuSell does not have security control measures fortheir data and unauthorised people may fraudulently access data

for criminal intent.

ii) Unsecured data may be violated.b) Too much control or security

i)

Data that is too secured slows the system performance.

ii) Excessive controls cause inconvenience for system users.


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5) Efficiencya) People, machines or computers:

i) Clients information is redundantly captured due toexcessive use of paper work.

ii) Information is difficult to generate in time and may notreflect current changes in the business.

b) Staff members waste a lot of effort to access data andthat reduces productivity.

6) Service:a) Since CompuSell does not have a database driven

system, their current file system produces:

i) Unreliable resultsii) Inaccurate reports

b) There is just not information readily available thatwould help market the business itself and promote the overall

image of the company

5) Core Objectivity of the SystemCompuSell Interactive Order Entry System will be developed to

address the challenges the company currently faces as indicated

in the system analysis. It will add customer orders and maintain

their orders. In a nutshell, these can be summarized as follows:

a)Maintain and enhance the image of the company.

b) Facilitate business transactions.c) Produce reliable reports for managerial decisions.d) Reduce company overall costs and increase profit returns.


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CUSTOMER

PK CustNo

FirstNameLastName

AddressCityState

ZipPhone#

ORDER

PK OrderNo

OrderDateAmtPaid

OrderTotalCustNo (FK)

ORDERLINE

PK ProdNo

PK OrderNo

QtyOrdered

PRODUCT

PK ProdNo

Desc

Weight

6) Project Gantt ChartNB: Please refer to the sheet attached for the Project Gantt

Chart.

7) Normalized Tables (3RD Normal Form)1) CUSTOMER(CustNo, FirstName, LastName, Address, City,

State, Phone#)

2) ORDER(OrderNo, OrderDate, AmtPaid, OrderTotal, CustNo)3) PRODUCT(ProdNo, Desc, Weight)4) ORDERLINE(CustNo, ProdNo, QtyOrdered)

8) Business Rules1) A Customer can place one or many orders.2) A specific order can only be placed by one customer.3) An Order can contain one or many products.4) A product can be ordered once or can be ordered

many times

9) ERD for CompuSell Order Entry System



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Customer Verify

CustomerCustomer

InfoCustomer FileCustomer Data

Generate

Order

Verified Customer Info

Inventor FileInvetory list

Print

Customer

Orders

Ordered Items

Customer File

Customer Orders

Management

Summary

Reports

Process

PaymentInvoice

CompuSell

FileManagement Reports

Status Message

10) Data Dictionary

Entity Alt AcronymCustomer Client C

Order None O

Product Inventory P

Order Line Product Line OL

11) Data Flow Diagram (DFD) for CompuSell


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12) Pseudo Code Program LogicMAIN

Display Main Screen

Dow Not Exit

Screen 1

F3 Exit Program

When Customer Number Blank Display Error

Otherwise Processes Customer Screen

Enddo

CUSTOMER SCREEN

Find Customer RecordDow not Exit and Cancel

Write Footer

Screen 2

Show Error When Action Not A and C

Show Error When Action A and Order Number Not 0

When Order 0 and Action C List Orders

When Order 0 and C Change Order

When Action A and Order 0 Get Order# and New Order

Enddo

LIST ORDER

Dow Not Exit and CancelClear Order Sub File

Write Footer

Order Control ScreenF12 or F3 Leave Loop

Readc Order Sub File

Dow Not End of FileIf Option X Change OrderReadc Order Sub File

EnddoEnddo

CHANGE ORDER

Dow Not Exit and Not Cancel

Clear Item Sub File



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Load Item Sub File

Writer FooterItem Control Screen

F12 or F3 Leave Loop

Payment Greater than 0

Update payment and Order Date and LeaveReadc Item Sub File

Dow Not End of FileOption C Change Order

Option A Blanks Fields Add New OrderReadc Item Sub File

Enddo

Enddo

ADD NEW ORDER

Dow Not Exit and CancelWrite Footer

Change OrderF12 or F12 Leave Loop

IF Item List product

Else

Update or Write Order Header and detailEnddo

LIST PRODUCT

Clear Product Sub FileLoad Product Sub File

Writer FooterProduct Control Screen

Readc Product Sub File

Dow Not End of File

Option X Leave SubroutineReadc Product Sub File

Enddo

13) Reference1. Meyers, B. & Buck, J. 4thEd. Programmingin RPG IV.

USA: Colorado. 2007.

2. Bentley, D. & Whitten, L. 8thIntl. Ed. System Analysis &Design. New Yolk: Mc Graw-Hill. 2007.


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FOR

COMPUSELL INTERACTIVE ORDER

ENTRY SYSTEM

BY

207014329

VUT IBM ACADEMIC INITIATIVE

30TH NOVEMBER 2010

NTERNATIONAL

BUSINESS

MACHINES

AAL UNIVERSITY

OF TECHNOLOGY

BRIDGING

DIGITAL DIVIDE-


12/18------------------------------------------------------------------------------------------------CompuSell User Manual. Copyright 2010. By Cuthbert Chinji Jnr. Page 1 of7

Table of Contents

INTRODUCTION .2

Retrieving Customer Records.2

Maintaining Customer Orders..3

Adding Products to the Order line.4

Changing an Existing Order line.6

Changing Order Date and Payment for Order Line7

Keyboard Shortcut Keys...7

VUT IBM INITITATIVEVUT IBM ACADEMIC INITIATIVE



INTRODUCTION

This user guide provides brief instructions on how to use CompuSell

Interactive Order Entry System. It is intended for the staff members who will

maintain and add new customer orders. It is highly recommended that you

read the user manual carefully before operating the system.

Retrieving Customer Records

You should enter a valid customer number to retrieve customer records.

If the customer number is not valid, an error message will appear at the bottomof the screen. However, if the customer number is found in the database, an

Order screen will appear allowing the Customer to place or change an order.


An alert Message appears when the customer

number entered is invalid

Press F3 to exist the system



Maintaining Customer Orders

This screen allows the user to add new order to the customer or change

an existing order line, to go back to the previous screen or to completely exit

the program.

In the field provided, type A to add a new order line. Provision has been made

for the system to generate an order number automatically for you.

Press Enter to confirm after typing A. This will allow you add products to your

order line.


Press F12 to go back to the previous screen



Adding Products to the Order Line

Every attempt has been made to make the system as user friendly as

possible. You do not need to guess the Part number! All you have to do is Press

F6 on your keyboard to retrieve the part number from the database. A dialog

window will display the available parts from which you have to select.


Press F6 to automatically display parts in a dialog box



This dialog box appears when you press F6 key on the keyboard. It automates

data entry in the previous screen (Part number) by selecting the part number

in the Option field. Key in X in the option field provided as indicated by the

arrow to select the part.

Press Enter twice to confirm the selected part and display the order

information where you could make changes to the order.


Type in X to select Part Number



Changing an Existing Customer Order Line

This screen allows the user to change a customer order. To change

customer order, make necessary changes and type C in the in the Select field

provided and press Enter to confirm. This will take you to the next the payment

screen where you could process payment for the order changed.


Type X to change order and press Enter


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Changing Order Date and Payment for Order Line

This screen provides the same interface as the one above. It allows the

user to enter payments and the date for the payment. By selecting either A or

C, you will Add a new order or Change an existing order line.

Keyboard Shortcut Keys

The system has been designed for a standard Microsoft Keyboard and the

following keys provide easy accessibility:

F3 Exits the entire application while F12 displays the previous screen. Print

Scrn captures the entire screen that could be used for third application. Tab

allows the user to navigate around fields.


Press Page Down on your keyboard to view more records

Documents

IBM Project Documentation - Cuthbet Chinji Jnr