Loading presentation...

Present Remotely

Send the link below via email or IM

Copy

Present to your audience

Start remote presentation

  • Invited audience members will follow you as you navigate and present
  • People invited to a presentation do not need a Prezi account
  • This link expires 10 minutes after you close the presentation
  • A maximum of 30 users can follow your presentation
  • Learn more about this feature in our knowledge base article

Do you really want to delete this prezi?

Neither you, nor the coeditors you shared it with will be able to recover it again.

DeleteCancel

Make your likes visible on Facebook?

Connect your Facebook account to Prezi and let your likes appear on your timeline.
You can change this under Settings & Account at any time.

No, thanks

AIS 630

No description
by

fateen liyana

on 3 April 2015

Comments (0)

Please log in to add your comment.

Report abuse

Transcript of AIS 630


IDENTIFY AND LIST ALL THE PROBLEMS FACED BY RAFIQ. DESCRIBE THE OBJECTIVES OF THE NEW COMPUTER-BASED INFORMATION SYSTEMS HE MAY PROPOSE

QAISARA TRADING
BILLING & COLLECTION SYSTEM
CONTEXT DATAFLOW DIAGRAM

Problems
faced by Rafiq
:

1. All tasks are done
manually
by only one clerk.

2. Reviewing of records is done in
monthly
basis.

3. Documents are being kept in
inappropriate file
.

4.
Poor communication channel
between business
entities with its customers.

Objectives
of the
new Computer-based information
systems
Rafiq may propose:

It is to
provide a system
that enable the entity to

use

technology
in daily operation so that

1. All
data
will be
recorded systematically.

2. All
information
is
update consistently.

3. A
medium
of
effective interaction
between entity
and customers could be established.
Question 6
PLATFORMS
PBL 1

AIS 630
Qaisara Company
Review The Document
Joint Application Design
HELP RAFIQ TO
DRAFT THE SYSTEM REQUEST ELABORATING MORE ON THE FUNCTIONALITY
OF THE PROPOSED SYSTEM
Question 5
Question 3
GROUP MEMBERS :

NOR AZIZAH BT HARUN 2011617732
FARIDZATUL FARHANA BT ZULKIFLI 2011620826
FATEEN NORLIYANA BT RUSLAN 2011673378
NURAIN BT AB RAZAK 2011612492
AHMAD NIZAM BIN MUUTI 2012714097

Prepared for : Madam Norhasnah Bt M.Saheh

Question 1
QAISARA TRADING
BILLING & COLLECTION SYSTEM
INTERMEDIATE DATA FLOW DIAGRAM

PREPARE BOTH CONTEXT AND INTERMEDIATE DATA FLOW DIAGRAM FOR THE PRESENT BILLING AND COLLECTION SYSTEM AT QAISARA COMPANY
Question 2
Question 4
WHAT DOES ZAIN
MEAN BY ‘PROTOTYPING’? IS IT JUSTIFIED TO DO PROTOTYPING
IN ORDER
TO GATHER INFORMATION
ON THE CURRENT PROBLEMS? DISCUSS
DISCUSS THE INFORMATION
GATHERING TECHNIQUES
THAT ARE RELEVANT TO QAISARA COMPANY
EXPLAIN TO RAFIQ WHY IT IS
IMPORTANT TO DO PRELIMINARY INVESTIGATION
BEFORE THROUGH ANALYSIS AND DESIGN OF THE NEW SYSTEMS

-set up an
interview objective
-observe on who is the right person to
become the
interviewee
-prepare the interview by setting up the
questions
that have to be asked for the interviewees
Review The Document
-look into
documents related
to
account receivable department
-conduct more effective interviews
with
managers and users
Observation
Interview
-get the more
direct information
from the problems arise
-make
comparison
between what
is
supposed to be done
and what is
really being done
-
everyone
gets together in a room and talks
it out
-environment gives them a
chance
to
learn
from each other and to
understand
each
other’s
need and concerns
-
shortening
of the
time
it takes to complete
a project
Joint Application Design
TASHA ARGUED:
‘WHY IT IS
IMPORTANT
TO USE
SYSTEM ANALYSIS
AND
DESIGN METHODOLOGIES
WHEN BUILDING A SYSTEM?
WHY NOT JUST BUILD THE SYSTEM IN WHATEVER WAY
THAT SEEMS TO BE ‘QUICK AND EASY?’
EXPLAIN TO TASHA
Question 7
Question 8
ZAIN SAID: ‘WE ARE JUST GOING TO IMPROVE THE SYSTEM AND NOT TO RE-ENGINEER EVERYTHING’. DISTINGUISH WHETHER BUSINESS PROCESS REENGINEERING, IMPROVEMENT OR AUTOMATION IS MORE RELEVENT IN SOLVING RAFIQ’S PROBLEM. JUSTIFY YOUR ANSWER

Maintain functionality in existing system

- improve the system rather than to reengineering
everything.
-focus on making moderate changes in existing
system that company is standing at.
- for example, account receivable department
already have existing system to run daily operation.


Valuable data in existing system need to be migrated

-All valuable documents such as sales order form, delivery order from warehouse, sales invoice need to be maintained
-relevant compared to reengineering since all the documents already consider and kept but the method in managing all of the documents is not in efficient way

Moderately expensive
-The cost needed in making changes depends on the scope of the project or system that has to be changed.
-In this case, to improve the system of keeping invoices following given categories might not incur as much cost as to automate the record of address system.


Fairness for workers to understand how the new system work


-more relevant than the other since improving the new system did not change the whole system as the reengineering process. -In this case, worker already know the functions of tasks that they are doing.




-
improve
the system
rather than
to
reengineering everything

-only
focus
on making
moderate changes
in existing system that company is standing at

-In this case of the company, account receivable department already have existing system to run daily operation
Maintain functionality in existing system
-All
valuable documents
such as sales order form, delivery order from warehouse, sales invoice need to be
maintained

-relevant compared to reengineering since all the
documents
already
considered and kept
but the
method
in
managing
all of the documents is not in efficient way
Valuable data in existing system need to be migrated

-Consider the improvement process change is more relevant than the other since improving the new system did
not change the whole system
as the reengineering process.

-In this case,
worker
already know the
functions of tasks
that they are doing
Fairness for workers to understand how the new system work

-The cost needed in making changes
depends on the scope
of the project or system that has to be changed

-Example: to improve the system of keeping invoices following given categories might not incur as much cost as to automate the record of address system


Moderately expensive

Question 8
ZAIN SAID: ‘WE ARE JUST GOING TO IMPROVE THE SYSTEM AND NOT TO RE-ENGINEER EVERYTHING’. DISTINGUISH WHETHER BUSINESS PROCESS REENGINEERING, IMPROVEMENT OR AUTOMATION IS MORE RELEVENT IN SOLVING RAFIQ’S PROBLEM. JUSTIFY YOUR ANSWER

DECIDE WHICH
DESIGN STRATEGY
IS APPROPRIATE TO RAFIQ. JUSTIFY YOUR ANSWER
QUESTION 9
-
Outsourcing
occurs when a company
purchases
products or services
from an outside
supplier, rather than performing the same work within its own facilities, in order to cut costs.

-In this case,
Rafiq may develop
an information system using outsourcing.


Many businesses embrace outsourcing as a way to
realize cost savings or better cost control over the
outsourced function


To achieve headcount reductions or minimize the
fluctuations in staffing that may occur due to changes in
demand for a product or service


Some companies outsource in order to eliminate
distractions and force themselves to concentrate on
their core competencies


Some experts tought outsourcing of computer
programming and other information technology
functions as a way to gain access to new technology
and outside expertise


The advantages of outsourcing include :
Cost savings
Staffing levels
Focus

Knowledge

ASSUMING THAT STEERING COMMITTEE HAS AGREED


TO THE PRELIMINARY INVESTIGATION OF THE SYSTEMS REQUEST, DEFINE


THE
APPROPRIATE SYTEM BOUNDARY OR SCOPE
THAT WOULD SOLVE THE


PROBLEMS FACED BY RAFIQ
Question 10
System practice in account receivable department switch to computerizes system.


The company still uses
archaic system
of recording which manual system is. Not only does it is
prone to error and mistake,
it can also be a huge task to sift through records to find certain details.

For this it is
recommended
that the company
adopt
a
computerized approach.
The company can adopt an automotive system where they can
use computer software
such as MYOB or others to record. Computerized system allows the users to maintain timely and efficient records of the receivables account.

Man Power

With 2 persons in the department, the workload must be too much to handle.

It is
recommended t
hat the company
hire a few more personnel
to undertake the endeavour for the betterment of the company.

Firstly, in terms of
data entry of credit sales or debtors,
the company needs to hire and assign personnel. The personnel will be involved solely on data entry of credit sales. Seeing that most sales are made
through credit, there is a need for a specialist to handle the workload.

Other than that, the company needs to hire a
collection officer.
The collection officer job scopes are to keep in contact with debtors, solicit payment of their debts and work on a plan for payment if more time is needed to clear their debt.

-Data storage


The data entry system must be revamped too. From
manual recording,
the data from old customers will be
migrated
into the proposed
system
to be kept as an archive.

The computerized data entry will
allow
the
data
to be
stored efficiently

without
the need for
countless paperwork.
With this in mind it can greatly
reduce
the
workload
of the account receivable department.
QUESTION 11
DRAFT A
DATAFLOW DIAGRRAM
OF THE
NEW PROPOSED SYSTEMS
, DEFINING CLEARLY THE
BOUNDARY
, THE
IMPROVED PROCESS
, AND
REPORT TO BE GENERATED
BY THE NEW SYSTEM
System practice in account receivable
department switch to computerizes system.

Data storage

Man Power


Boundary of the new system
Improved process

-Each customer will have
id number
. By entering the id number, all required information of the customer will be automatically filled up by the computer system.
-
Payment
made by the customer will be
update by clicking a button
and data will be retrieving to
generate receipt.
-List of
account receivable
will be automatically
updated by the system
using data retrieve from process of Generate Invoice and Generate Receipt.
 

-All
calculation
will be automatically
performed by the system software.
As long as data entered
is correct, the calculation perform by the system will done perfectly without any error.
-
Accurate calculation
can be performed effectively and it also provides
time-consuming benefit.
 

-As data being updated, report will also be update automatically.
-
Report
can be
generate
at
any time
it is
needed.


-
customer
can also
received information
from the business.
-Customer will
also
be able to
provide update information
to the business such as customer can update their current address in Individual Customer Profile. -Customers also can check payment status.
 


Data retrieve
The amount
Report
Sharing information
Report

to be
generated
by the new system
1.
Status of individual customer
(included discount granted).
2.
Invoice
to be issued to customers.
3.
Receipt
to be issued to customers.
4. List of
Account Receivables.
5.
Amount due
from customers.
6.
Amount receipt
from customers.


System Development Life Cycle (SDLC)
The systems development life cycle is a series of recommended steps or phases designed as a guideline as to what you should be doing and when you should be doing it
SYSTEM PLANNING
-Rafiq needs to initiate system planning to
ensure
that the
system proposed
will be
strategic and operational.
- Rafiq must conduct a preliminary investigation to
underline
the
nature, scope and the goals
of the project.
The nature of the project is debt collection with a scope of collecting debt from credit debtors.

-Next, Rafiq needs to evaluate his
alternatives in finding the right system
that is agreeable with his uncle views.
-This is crucial because there is a 1001 ways of reporting debt collection methods. Alternatives are important to ensure the continuation of the project.


-After consideration and getting approval from his uncle, Rafiq needs to create a
project framework.
-The framework will serve as a support system in forming the proposed system. This will underline all the resources and time needed to carry out this project.



SYSTEM ANALYSIS
-extensive information gathering needs to be carried out of the current system implemented and
identify its weaknesses.

-From the situation we can see that documents are prepared manually, only monthly transactions are recorded in Excel spreadsheet, management request weekly reports and not enough time to process all the invoices manually.

-Rafiq can create a list of solutions.
For example, hiring more accounting staffs will greatly reduce the workload of the department. This will also raise the details and quality of the report which will definitely help the management.

-Rafiq then needs to compile the analysis report to create a better understanding of the project.
-This can be a future reference when it is time to upgrade the system.






SYSTEM DESIGN
-
General design
is a stage where an overall system design is created or made.
-He can decide what software he can purchase of the shelf or what software he needs to develop.
-Rafiq does not need to start from scratch seeing that there is plethora of accounting software available.

-
Detail design
is a stage where the system design is finely tuned.
-From the situation, it is understood that management needs weekly reports and only monthly transactions are recorded.
-This step will ensure that the relevant data is made available to create the weekly report for example.

1) Identify real problems and not just to address the symptoms.
To make the immediate action toward the problem opportunity can’t take by competitors and for the customer satisfaction

2) To understand the existing systems
The right action will make before carry out any changes or improvements.
Work is done manually and usually in monthly basis

3) Establish working relationship with the user of the system
Effected users can adapt with the new system
ultimate success of the new system proposed by them who are the users
of the systems

4) To serves the needs of the organization or company
Have the functionality to solve the problems arise in the
company as well as in handling the receivable account
task efficient and productive performed.



Project Sponsor:
-Workers in account receivable department.
-Customers.

Business needs:
-To link required information throughout the business entity.
-To keep information and data update consistently.
-To assist the business entity in dealing with its
environment especially with the customers.

Functionality of the system:
-Technology based system to assist in performing daily task
-Advanced system to keep information
-Betterment in established strong relationship between
business entities with the customers.


Expected value:

-Improved customer’s satisfaction.
-Information can be retrieved and transmitted effectively.
-Enhanced productivity of workers.
-Established good image and reputation due to effectiveness in
managing daily business entity.

Special issue:

-Skilled workers :
The system is never being practiced. Thus workers need to
be trained to master in using the new technology-based
system
-Costs :
Acquiring or developing of the new system might require
cost as well as costs to maintain the efficiency of the
new system
-Time :
Time required might be long as there are many aspects to
be carefully examined and to be considered.



Prototyping :
Approach where a
version
of the
proposed system
is
quickly built
and
repeatedly modified
based upon the reactions of users as they try out the prototype.

Acts as a
communication device
between
users and systems development team
and aids in the learning process

To
explain
their
requirements
from the model developed by the prototype

Demonstrate
how
the
proposed system
is
intended to operate

It is
not justified
to do prototyping

Prototyping has disadvanatges
i) Can
cause of conflict

ii)
Mistakenly think
that the
actual system
can
be designed
and
developed
at the
same speed

iii) Increase the
complexity
of the
system
as
scope

of the system may
expand beyond original plans

It helps Rafiq
to understand the existing system.
This system it is used by Rafiq to study and plan data input, data flow, data processing and transformation, storage and output of data for an organization's business needs and to design new information systems to meet those needs.

Allows Rafiq to
properly identify and understand user’s requirements
in order to implement needed improvements to their current systems.

It
facilitates user’s involvement
during the planning, designing and implementation of the system. It
improves communication
between analysts, developers, and users throughout the development cycle.

It helps Rafiq to
identify ways to improve the system.
Identifying improvement opportunities requires technology skills and significant business expertise in the functional area being examined.

Provides for the testing of a system in order
to pinpoint bugs and issues
that need correction before final implementation.


QUESTION 12
ASSUMING THAT TALHA’S UNLCE AGREED TO IN-HOUSE DEVELOPMENT, APPLY SLDC APPROACH TO RAFIQ SITUATION, DESCRIBING THE PHASES AND ITS DURATION FROM THE BEGINNING TILL THE END OF THE PROJECT. DO INCLUDE GANTT CHART AND RELATED DIAGRAMS TO CONVINCE TALHA’S UNCLE IN COMMITTING TO THE SYSTEMS REQUEST
Full transcript