Question:
“UNICEF Child Care” (UCC) is an organisation run by a group of people and the chairman of the organisation is John Smith. UNICEF Child Care provides caring and supervision of a child or children, ranging from age six weeks to age thirteen. UNICEF child care provides facilities for food, nannies, babysitter, teachers or other providers. Parents pay for the services they get from UNICEF child care. John along with other people started the first center in Sydney.
The Children Care gained huge popularity in a short period of time and due to its increased number of children, the organisation decided to open additional centers in Melbourne, Brisbane, Rockhampton and Gold Coast. Collectively all the sites serve over 2,500 people per day. When the initial Children care was opened in Sydney, it had two Learning and Growing Child Care staff, 1 admin staff and one cleaner and a small army of volunteers. However due to opening additional sites in quick session, the number of staff increased exponentially.
The organisation now employs 15 Learning and Growing Child Care staff, 20 admin staff, 5 cleaners, 1 handyman and an accountant. The organisation also appointed a chairman, vice chairman, treasurer and a public officer. Current Manual Process Parents go online to the website and look up bank details of UNICEF child care. They then go and make a payment via bank transfer to the UNICEF child care trust account. Some parents decide to go to a branch and deposit money directly into the UNICEF child care account. After that parents either call the UNICEF trust or email the UNICEF trust to leave their details and get a receipt / invoice.
Once the funds are received at the end of each week the accountant generate tax invoices / receipts for each parents and either emails them the receipt or sends it out to them via Australia post. Each week supplies such as food, nappies, tissues, toys etc…are ordered by the admin staff of UNICEF child care and delivered at the Sydney center. Admin staff at Sydney center then prepares the packages for other centers to be distributed.
The packages are being delivered by TNT courier services to other centers. Prior to ordering the supplies the admin staff in Sydney rings around each center to determine the existing stock levels and estimated number of supplies required each week. Details Recorded for Children
• Name
• Address
• Postal Address
• Phone Number
• Email address
• Whether fees/ charges have been paid to date COIT20248 – Term 1, 2018 - Case Study - ver 1 Page 2 of 2
• Whether tax receipt needed or not
• Extra service taken from the center Accounting At the end of each month the accountant of the child care trust reconciles all accounts and remits all monies collected to various sites. He also talks to the child care management to work out the estimated number of supplies required for the next 4 weeks and plans the order for the supplies. John decides to engage you as a consultant. Your job is to provide him with solutions that address the following issues and provides advice on what needs to be implemented in the future.
Problems with The Current System
1. Staff always must be available to answer phone calls and emails from parents to note their details for tax invoices
2. Parents cannot get a proper end of the yearstatement
3. Wastage of supplies due to inaccurate stock levels Desired System John always wanted a system whereby parents can deposit fees online. He wants that when parents make online deposit of fees, they automatically receive an email thanking them for their payment. Also the payment is stored under cient login so at the end of the year clients can either print a consolidated statement or download a statement from their account.
John also wants the ordering of supplies products for the child care centers to be automated, as the current process involves the Accountant and admin staff in Sydney ringing around the other centers to determine what is required and then placing an order.
Sam has earmarked a budget of $225,000 for this project with a discount rate of 6%. He estimates that the new system will help in reducing staff cost by $4,500 per month and save wastage of food by at least another $5,000 per month thus increasing overall savings by $9,500 per month. Maintenance cost could be estimated at around $500 per month.
Answer:
The UNICEF child care is an organization based in Australia and it deals with providing the various children care services where the parents are required to pay some amount for the services offered, however the company had gained popularity and had opened various branches within the country.
Currently the organization is using a system that is quite tedious where various transactions are done manually and through the phone calls transactions where the parents make the payments in the banks and send the payments details to the organization accountants requesting for the receipt which is only provided after a period of one week ,the admin staffs on the other side faces challenges during the ordering and supplying the supplies to the various UNICEF branches since they have to make the calls to enquire the stock level status and required supplies, however the accountant in the Sydney branch also faces challenges when trying to reconcile the accounts from all branches and compute the approximate supplies needed over the four weeks.
As a result the management had decided to come up with a solution of online system that will eliminate all those problems and enable the parents make payments, receive the acknowledgement email message without making calls, and generate the end year payment statement and also eliminate chance of supplies wastage.
This report covers the entire proposed system that will enable the automation of the various organizational processes, however the various system use cases ,context diagram, level 0 diagram ,the create read update and delete diagram, the entity relationship diagram ,entity data elements and the system prototype are also covered accordingly.
This system implementation will be helpful to the organization in ordering process, reception of payments and make it easy for the parents to make their payments online and receive the acknowledgement messages automatically and also generate the annual payment statement.
1Critical Use Cases
In this proposed system there are various processes and transaction that will be carried out where the various people will be interacting with the system to complete a certain request, these processes are represented by the various use cases which are done by the various actors of the system (Shelly 2011).Below is the system’s use cases table
|
USE CASE
|
DESCRIPTION
|
ACTORS
|
|
Parents registering in the system
|
The system allow the parents to register their details in the system that they use to login.
|
Parents ,children
|
|
Parents login the system
|
The parents enter the username and password to access the payments system.
|
Parents
|
|
Making online payments
|
The parent enters their payments details and the amounts to pay.
|
Parent
|
|
Receiving the automatic payment email
|
The system verifies the payments details and sends the automatic payments email to the parents.
|
Parent
|
|
Printing payments consolidated statement
|
The parent then print the whole year payment report from the system
|
Parent
|
|
Branch Admin Login system
|
The admin login in the system to access the stock details.
|
Admin staffs
|
|
Updating stock level and required supplies
|
The admin then updates the remaining stock and the required weekly supplies.
|
Branch admin staff
|
|
Sydney admin login system
|
The Sydney admin login to access the branches stock details.
|
Sydney admin staff
|
|
Checking stock level and required supplies
|
The admin verifies the remaining stock and the required stock for each branch.
|
Sydney admin staff
|
|
Placing the supplies order
|
The Sydney admin then places the order for the all branches supplies.
|
Sydney admin staff
|
|
Receiving the supplies orders
|
The Sydney admin receives the order supplies stock ready to package for other branches.
|
Sydney admin staff
|
|
Preparing supplies packages branches
|
The admin package the various branches supplies ready for delivery.
|
Sydney admin staff
|
|
Delivering the packages branches
|
The TNT courier services then takes the packages to the respective branches where the branches admin update the stock and required supplies as well.
|
TNT courier
|
|
Accountant login system
|
The accountant login system to access the system payments and accounts details.
|
Accountant, management
|
|
Reconciling the accounts
|
The account reconciles the branches accounts remit monies received.
|
Accountant, management
|
|
Checking branches stock level
|
The accountant uses the system to check the stock available for the branches.
|
Accountant, management
|
|
Computing the required number of supplies for 4 weeks
|
The accountant then calculates using the total required supplies for the four weeks.
|
Accountant, management
|
|
Planning the order for supplies
|
Then the accountant plan to order the supplies through the Sydney admin staff.
|
Accountant, management
|
(Longworth 2012).
2Use case diagram![]()
|
SYSTEM CRUD DIAGRAM
|
|
ENTITY PROCESS
|
PARENTS
|
ACCOUNTANT
|
ADMIN
|
TNT COURIER
|
|
Login system
|
CR
|
CR
|
CRUD
|
|
|
Make payments
|
CR
|
R
|
|
|
|
Receive parent’s payments
|
|
CRU
|
|
|
|
Receive payment email
|
CRUD
|
R
|
|
|
|
Receive consolidated report
|
CR
|
R
|
|
|
|
Update stock level and required supplies
|
|
R
|
CRUD
|
|
|
Check stock level and required supplies
|
|
R
|
CRUD
|
|
|
Order supplies
|
|
R
|
CRUD
|
|
|
Receive supplies
|
|
|
CRUD
|
|
|
Package supplies
|
|
|
CRUD
|
|
|
Deliver branches packages
|
|
|
|
CRUD
|
|
Reconcile accounts
|
|
CRUD
|
|
|
|
Compute 4 weeks supplies
|
|
CRUD
|
|
|
|
Plan for supplies
|
|
CRUD
|
|
|
(Karumanchi 2012).
2 The required data elements needed for the data entities
Below are the various data elements that are required for the identified entities.
|
NUMBER
|
ENTITY NAME
|
DATA ELEMENTS
|
|
1.
|
CHILDREN
|
ChildID
Name
Address
PostalAddress
PhoneNumber
Email address
FeeStatus
Receiptneeded
ExtraService
|
|
2.
|
PARENTS
|
ParentID
FullName
Address
Postalcode
City
PhoneNumber
ChildID
|
|
3.
|
STAFFS
|
STAFFID
FullName
Position
Role
PhoneNumber
|
|
4.
|
PAYMENTS
|
PaymentID
Amount
Date
STAFFID
|
|
5.
|
BRANCH
|
BranchID
Name
City
STAFFID
|
|
6.
|
STOCK
|
ItemID
ItemName
StockLevel
Requiedsupply
BranchID
|
(Award 2013).
3 Prototype of website design and architecture![]()
![]()
![]()
![]()
1 Individual group member’s contribution towards the development of the project
During the project development the work was done as a team and each person contributed towards the completion of the project in all stages, the below table summarizes the various projects stages and the contribution.
|
Tasks Names
|
Expected Starting Date
|
Expected Finishing Date
|
Expected Durations (hrs)
|
Actual Starting Date
|
Actual Finishing Date
|
Actual Durations (hrs)
|
Contributions (%)
|
|
Identification of use cases
|
5/17/2018
|
5/17/2018
|
3
|
5/17/2018
|
5/17/2018
|
3
|
50
|
|
Drawing of context diagrams
|
5/18/2018
|
5/18/2018
|
4
|
5/18/2018
|
5/18/2018
|
3.5
|
40
|
|
Drawing of the level 0 diagram
|
5/19/2018
|
5/19/2018
|
3
|
5/19/2018
|
5/19/2018
|
3
|
70
|
|
Drawing the entity relation diagram
|
5/20/2018
|
5/20/2018
|
5
|
5/20/2018
|
5/20/2018
|
5
|
65
|
|
Drawing of create read update and delete(CRUD) diagram
|
5/21/2018
|
5/21/2018
|
5
|
5/21/2018
|
5/21/2018
|
4
|
70
|
|
Identifying the entities data elements
|
5/22/2018
|
5/22/2018
|
2
|
5/22/2018
|
5/22/2018
|
2
|
75
|
|
Designing the website prototype.
|
5/23/2018
|
5/23/2018
|
6
|
5/23/2018
|
5/23/2018
|
5.5
|
75
|
2 Conclusion
The proposed website will be implemented where all the specified features in the use case will be implemented therefore as a result the organization will be able to manage their resources efficiently without having any chance of loss of the supplies items ,however the customers will also be part of the beneficially since they will be able to make the payments at their own convenience without going to banks and sending their payments details to the accountants and eventually they will be able to generate the annual consolidated payments report easily.
3 Reference
Goyal, A. (2011) systems Analysis and Design Paperback .2nd edn.INDIA:Prentice Hall India Learning Private Limited.
Gupta,B.(2015) Power System Analysis and Design.1st edn.New Delhi: S Chand & Company.
Singh,B.(2016) Systems Analysis and Design.4th edn.Delhi:New Age International Private Limited.
Wixom,D.(2016) Systems Analysis and Design.2nd edn.New Jersey:Wiley publishers.
Award,E.(2013) Systems Analysis and Design .3rd edn.Delhi:Galgotia Publications Pvt Ltd.
Karumanchi,N.(2012) Peeling Design Patterns: For Beginners and Interviews.5th edn.New York:CareerMonk Publications.
Laplante,P.(2013) Real-Time Systems Design and Analysis: Tools for the Practitioner.2nd edn.New Jersey:Wiley.
Jain,S.(2010) A Level Made Simple Structured System Analysis and Design.2nd edn.New Delhi:Bpb Publications.
Downs, E.(2011) Structured Systems Analysis and Design Method: Applications and Context. 2nd edn. New Jersey: Prentice-Hall.
Longworth, G.(2012) Introducing Structured Systems Analysis and Design Method .4th edn. New Jersey: Blackwell Publishers.
Shelly, S.(2011) Systems Analysis and Design.10th edn .Boston: Cengage Learning
Terry, L.(2013) Management Information Systems .9th edn.Boston: Thomson Learning.
