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Write about the system analysis and design of Swinburne Guru Consulting. 

Organization Background

System analysis is the activity of gathering and understanding the facts, recognizing the problems as well dividing the system into various components. The system analysis allows the analyst to identify the purpose of the system along with its requirements. The system design, on the other hand, refers to the process of altering the present system through defining system components for satisfying the particular requirements. The report is created to understand the aspects of current system of Swinburne Guru Consulting. The report also provides a good visualization of current system components through various designs. The report is divided into two parts mainly. The first part is analysis and second part is designing. The organization background, current system scope, data dictionary and process description provides adequate amount of idea to generate models. In the second stage, ERD, DFDs and Event table is created. In order to create the report, various online blogs, google scholar and similar databases has been used for collecting data.

The report provides the system analysis and design details based on the case study of Swinburne Guru Consulting. The organization is currently having a lot of manual process. The issues of the current system is making the organization slow and inefficient. That is system analysis and design approach is taken into consideration so that gaps and issues can be properly identified.

Business Overview: The business name is Swinburne Guru Consulting and it provides private coaching to organization employees or individual clients. The organization was established in January, 2012. Currently the organization is located at Hawthorn region. The owner of the business is Emily Sodapop. The main service is provided by Emily herself and a group of coaches who work based on sessions. There are also various coaches who work as sub-contractors. The bookkeeper is responsible for handling the payments and invoices. The organization currently occupies a very basic website. The website has static pages that only provides predefined information to the user. 


Challenges: The first challenge that Swinburne Guru Consulting facing is hiring and retaining right staff. In case the organization does not have a specific skilled coach, it starts finding one. In order to satisfy the customer, the organization often hire inefficient or irritating person. No matter how much knowledge a coach has if the coach is not well behaved then client is going to be ultimately unhappy of the service.

The second challenge is use of right technologies. This is a huge challenge for Swinburne Guru Consulting. The organization currently have only manual processes. At present, most of the organizations are focusing on implementing automated processes within business environment. Swinburne Guru Consulting will have many issues in implementing the right ICT technologies because they do not have any knowledge of ICT.

The third challenge is balancing the operational cost with the profit. As the organization is growing, the processes are getting complex and bigger. More resources are required to complete a process and thus operational costs are getting higher. However, the manual processes cannot provide a more cost effective and productive solution.

Challenges

The fourth challenge is competition. The competitors of Swinburne Guru Consulting are using ICT for managing business and social media platform for creating strong bond with the customer. The conventional processes of Swinburne Guru Consulting are not as productive and accurate like automated and system monitored processes of competitors.

Issues: All the issues portrayed in the case study are authentic and related to the current scenario of Swinburne Guru Consulting. The main issue is not having a facility to request coaching assignment over internet. This issue is important because, the customers prefer booking service over the internet rather than physically appearing at office or over the phone. The online service is faster and effective.

The second most important issue is invoice matching. As the whole process is done manually, there is a high chance of having invoices consisting of errors.

The third issues is lengthy coaching assignment booking processes. Frequent customers have to go through every step in the booking processes, however, there is scope of reducing the steps of booking.

 The objectives of the current system are as following.

  1. To collect information from client before accept coaching assignment request
  2. To store client data in a spreadsheet if the client is new
  • Verifying the client data if the client is old
  1. Matching timing between client and coach
  2. Collecting feedback from both the coach and client
  3. Making and receiving payments based on invoices

Constraints of the system are as following.

  1. The system does not provide access from remote location
  2. The system cannot handle huge amount of data
  • Processes are inefficient
  1. Back processes are done manually

Functional Requirements: The functional requirements refers to the functions of the system. The functional requirements of Swinburne Guru Consulting system are as following.

  1. Booking Assignment:The client books coaching assignments through phone, email or letter. The coaching assignment is booked based on the requirement of client. Before confirm a booking, the representative must check if client is blocked.
  2. Match Coach with Customer Requirement:The receptionist will analyze the customer requirements and provide a concise requirement list to coach specialist. Ahmed, coach specialist, will start matching the requirements with the existing coaches. This match will include gender, cost, skills and more. If any coach with required skill is not present, the request if put on hold.
  • Recruiting:The organization recruit new coaches when specific skilled coaches are not available. These recruitment process starts with advertisement mainly. The coaches can also apply for job at the organization.
  1. Advertisement:In case coach with a specific skill is not available at Swinburne Guru Consulting, the organization prints advertisements. The advertisement consist of skills required and potential payment. The coach specialist will interview the applicants and select the eligible ones.
  2. Collect Payment:The bookkeeper sends invoices to the clients after the service is complete. The client will verify the invoice and can contact if any issue remains in the invoice. In case client never pays the amount, the organization contact debt collectors and mark the client as blacklisted.
  3. Make Payment:The bookkeeper of Swinburne Guru Consulting makes payment to coaches after client pays the service fee. 


Non-Functional Requirements: The non-functional requirements, on the other hand, entails how the functions are executed by the system.

  1. Performance:The performance of the current system heavily impacts the business. The system includes only manual processes, therefore the performance is not efficient and accurate.
  2. Scalability:The current system is not scalable. If the organization experience huge increase in client requests, the current resource and infrastructure would not be able to handle the situation. In case, the request amount gets low then resources are wasted.
  • Availability:The system can be accessed from the office only. In case any of the key staff is not available, then assignment booking request cannot be completed. The system availability is very low as the system does not have any back system.
  1. Security:The security of the system is limited to office only. As the system does not have any online transaction, the risk of threats is zero. However, the system can have internal threats because if any file is stolen no one can know that.
  2. Usability:The usability of the system is very low. The current system has very low interaction quality.

Techniques of identifying the use cases: Recognize candidate system actors is the first step to identify use cases. The analyst will read the documentation of requirements and recognize all the actors. It is important to consider external systems as actors. The actors of the use case will interact with the system of Swinburne Guru Consulting.

Identification of goals of actors is the second step to the process. The use cases represents the functionalities of the system. The actors has the goals of completing these functionalities. In this step, the analyst may identify that many actors have the goal of completing a functionality.

The third step is recognition of candidate use cases. The use case may include various scenarios, not just system functionalities. The analyst will select an initial name for describing the candidate use case. 


Identification of use cases within the case scenario is the fourth step. In this step, the analyst recognizes the users of the system (actors) along with the roles of these actors. This way the analyst can identify the use case list of the proposed system.

Logical Data Dictionary:

Attribute

Aliases

Definition

Formula

Update Frequency

Range of Values

coach_name

Name

The name of the coach

None

1. Unknown

2. The name will be updated when coach will provide proper documentation

Not defined

discounted_price

Price

The payment to be made after discount is applied

Total cost – (Discount percentage * total cost)

Daily

$120 - $1000

client_credit_amount

Price

The credit amount allocated to each employee

None

New customer registration

$200 - $1000

Physical Design: 

Entity Name: Client

Attribute

Data Type

Data Value

Integrity Constraint

Example

client_id

int

11

Primary Key

101

client_name

Varchar

100

None

James Ronaldo

client_address

Varchar

150

None

2/3, Main Street, Queensland

client_contact

Varchar

50

None

(02) 09876543

client_profession

Varchar

100

None

Floor supervisor

client_salary

decimal

12,2

None

1500.00

client_credit_amount

decimal

12,2

None

600.00

Key process Description: The key processes are described in the following section.

  1. Book Coaching Assignment:The customer will inform the receptionist to book coaching assignment of a particular skill. The receptionist and coaching specialist will allocate a coach to the client.
  2. Make Payment:The customer will pay Swinburne Guru Consulting for the service and Swinburne Guru Consulting will pay coach. All the payments are done based on the invoices.

Lower Level Process Description: One lower level process is search for coach. This process states that coaches with required skill will be searched. The coach specialist is responsible for this task. 

Conclusion:

From the above study, it can be concluded that the system analysis and design is a very effective approach for identifying current capability of a business system. The proposed detailed description of business analysis provided an in-depth understanding of current system. The functional and non-functional requirements made the whole system scenario extremely clear. The challenges and issues has been provided with concise description. The functional and non-functional requirements covered most of the current system but it could not catch the reason of system inefficiency. The use case identification method has been properly described in the report. The steps are very easy to understand. Each step has been elaborated with adequate amount of information. However, the designs makes the analysis complete. The event table, DFDs and ERD provided great information about the system. 

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