Systems Documentation and Revenue Cycle Process

Tasks

A.In Session 06 “Systems Documentation”, we started to document AIS using DFDs. Read the brief case below, and answer the questions following it:

All Your Waste Are Belong To Us (AYW) provides waste disposal services for several councils in County Kerry, Ireland. When a new client wants to establish service, the client calls the company's main office on the phone. An AYW employee collects the following information from the client: name, street address, city, state, post code, area code, telephone number, e-mail address. The employee gives the new client information regarding regular weekly service dates, special services provided by the company, fees and billing procedures. AYW bills its clients every two months in advance of the service; for example, bills are sent to clients at the beginning of January for the months of January and February. Initially, AYW does all its billing manually; they send out paper bills and collect payment from clients via cheque. Once service is established, a client can create an online account; the online account provides an option for paperless billing and a separate option for charging a credit card rather than paying with a mailed cheque. To create an online account, the client creates login credentials (user name and password); they provide their AYW account number (provided on the invoice) and relevant credit card data (type of card, name, billing address, and security code). AYW's database uses the account number to look up the client's original information, then merges the new information with it.

1.What is the name of the data flow diagram level that provides the highest-level view of the AYW information system?

2.How many processes will be shown in a context diagram for the AYW case?

3.AYW stores clients' information electronically. What symbol would the database file be represented as in a data flow diagram?

4.AYW's manual billing process will be represented in a data flow diagram with what symbol?

5.Assume AYW wants no more than three processes shown on its Level Zero data flow diagram. Name at least two processes you can identify from the case above on that level. You can earn bonus marks if you can name all three correctly. (3 marks; +2 bonus marks if all three are correctly named)

6.How many data stores will be shown in AYW's Level Zero data flow diagram, and how are they labelled? 

B.In Sessions 16-17 “Revenue Cycle”, we covered the activities of the fulfilment processes of businesses. Create a) an activity-entity table and b) a systems flowchart based on the following revenue process. You should be able to document this revenue cycle based on your knowledge demonstrated in the poster presentation case study – but this time on your own!

Systems Documentation

Rivia Ltd sells durable medical equipment, such as wheelchairs and hospital beds; each salesperson at Rivia specialises in a specific type of medical equipment. When a prospective client comes into their store, a greeter does a preliminary needs assessment to determine what type(s) of equipment the client requires. Based on that preliminary assessment, the greeter will match the client with a member of the sales staff. The staff specialist does a more detailed needs assessment, the results of which go into a computerized database along with the client's name, address, phone number and other related information. After the needs assessment, the staff specialist determines the client's budget, as well as whether the client has insurance coverage for the desired equipment; clients without insurance coverage receive a 10% discount on all equipment purchased up to £1,000, and a 20% discount for any sales over £1,000. The staff specialist makes recommendations based on the client's needs and budget. If the client chooses to purchase from Rivia, the store fills out any necessary insurance paperwork and collects the client's portion of the bill. For example, if an insured client purchases a wheelchair with a price of £2,000 and the insurance covers 80%, Rivia collects £400 from the client at the time of the sale. Rivia accepts cash, checks and major credit cards from clients. Insurance payments go directly to Rivia and normally arrive within 60 days of the sale. If the client needs more than one type of durable medical equipment, the first staff specialist introduces the client to a subsequent staff specialist, who repeats the process until all the client's equipment needs are met

a)Complete the Activity-Entity Table below. To help you, the correct number of rows and entities involved are given. Fill in the line number and activity performed. 

b)System Flowchart (Insert from Lucidchart below this line – ensure it fits the width of this page)

C.Please answer the following questions referring to sessions 11-12 “E-business and Enterprise Resource Planning systems”. Note: Copy-pasting of answers from slides or textbooks will not gain marks! Remember that your replies will be checked by Turnitin. To gain full marks, you may want to research online as well.

1.Explain the terms “E-commerce”, “B2C” and “B2B”. Give an example for each (B2C, B2B) that has not been stated on the slides, providing a link and describing the nature of your chosen business example (i.e. you will need to do a little research online)

2.Explain in detail the ERP-related terms “real-time environment” and “scalability”

3.Contrast the traditional, closed-database-architecture information system model to that of an ERP system by describing both, including issues employing the former in a business.

5.Press-4-Luck Ltd is a provider of slot machines for casinos in Ireland. Their CEO, Ingrid O’Moneysack, has tasked you to draft a document on the implementation of an ERP system. The very first considerations should go towards the way an ERP system may be implemented. Since Ingrid does not have much time to investigate this, you are to detail the two ways how an ERP system can be implemented in an organisation, including their advantages and disadvantages.

6.After having read your answer to Q4, Ingrid becomes concerned what an ERP implementation may mean to her employees and the culture at Press-4-Luck Ltd. In a memo, explain to Ingrid the risks the implementation of ERP systems is disruptive to operations, and the role of corporate culture in such disruptive implementations.