COIT20248 Information Systems Analysis & Design

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02-11-2020

Course Code: COIT20248
University: Central Queensland University

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Country: Australia

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

1CRUD 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 architecture1 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.