VUT IBM ACADEMIC INITIATIVE

INTERNATIONAL BUSINESS MACHINES

PROJECT DOCUMENTATION FOR BUSINESS ANALYSIS 3.2

AN INTERACTIVE ORDER ENTRY SYSTEM FOR COMPUSELL

BY CUTHBERT CHINJI JNR

VAAL UNIVERSITY OF TECHNOLOGY BRIDGING -DIGITAL DIVIDE-

207014329

30TH NOVEMBER 2010

VUT IBM ACADEMIC INITIATIVE

Table of Contents INTERNATIONAL BUSINESS MACHINES

Page 1. Background..2 2. Mission and Vision.2 3. Organizational Structure2 4. Problem Statement System Analysis...3 5. Core Objective of the System....5 6. Project Gantt Chart..6 7. Normalized Tables 6 8. Business Rules..6 9. ERD for CompuSell Order Entry System..6 10. Data Dictionary.7

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11. Data Flow Diagram..7 12. Pseudo Code Program Logic..8 13. Reference.9

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1. Background CompuSell is a small mail-order company that specializes in computer sales and supplies as the name suggests. INTERNATIONAL BUSINESS MACHINES It has existed merely for less than a year, yet it is already making waves in the computer market.

2. Mission and Vision CompuSell aims to be one of the first African world class centers for computer solutions. It will provide distinctive services to its client with state of the art technology at competitive prices without compromising quality.

3. Organizational Structure - CompuSell Executive Director

Non-Executive Director VAAL UNIVERSITY OF TECHNOLOGY BRIDGING -DIGITAL DIVIDE-

Non-Executive Director

Non-Executive Director

Regional Manager

General Manager

Branch Manager

Sales Manager

Floor Manager

Office Administrator

Accountant

Supervisor

Receptionist Page 2 of 9

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4. Problem Statement - System Analysis CompuSell uses an old traditional file system to add and maintain customer orders which causes a heavy workload for the system as well as for users. They have realised that their system could cripple their overall business. After a long research to curb their nightmares, they heard about my incredible IBM Initiative Training Program and decided to put my Business Analytical and IBM RPG Programming Skills to test. Upon my analysis I discovered the following in their business: 1) Performance

INTERNATIOAL BUSINESS MACHINES

a) Throughput The amount of work CompuSell staff members perform during the course of the day is exhaustive since they are using an inefficient traditional file system that relies heavily on paper work. b) Response Time - The current system is so slow such that transactions are not updated in real time mode. This affects customer royalty and the business as a whole. Information a) Output Information is not in standard format and that makes it difficult for customers to interpret it. b) Input: i. Data captured contains errors that management cannot make accurate decisions. ii. Due to excessive use of paper work, data sometimes may wrongly be captured or not captured at all. iii. Data captured contains redundancy and that creates confusion between information users. c) Stored Data i) Data is stored in multiple files and that causes data redundancy and unnecessary consumption of storage space. 2)

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ii) Data stored in hard copies at the companies premises is vulnerable to security loopholes and vandalism and that could cost the companys loss of valuable information. 3) INTERNATIOAL BUSINESS MACHINES Economics a) Costs: i) Costs are incurred but the source of the costs cannot be traced. ii) Costs are too high and unjustifiable. b) Profits: i) New markets cannot be explored ii) CompuSell new system will enhance its clients transactions and in turn enhance its relationship with customers. iii) Costs will be considerably reduced.

4)

Control and Security a) Too little security:

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i) CompuSell does not have security control measures for their data and unauthorised people may fraudulently access data for criminal intent. ii) Unsecured data may be violated. b) Too much control or security i) Data that is too secured slows the system performance. ii) Excessive controls cause inconvenience for system users.

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5) a)

Efficiency People, machines or computers: redundantly captured due to

i) Clients information is excessive use of paper work. INTERNATIOAL BUSINESS MACHINES

ii) Information is difficult to generate in time and may not reflect current changes in the business. b) Staff members waste a lot of effort to access data and that reduces productivity. 6) Service:

a) Since CompuSell does not have a database driven system, their current file system produces: i) Unreliable results ii) Inaccurate reports b) There is just not information readily available that would help market the business itself and promote the overall image of the company

5) Core Objectivity of the System VAAL UNIVERSITY OF TECHNOLOGY BRIDGING -DIGITAL DIVIDECompuSell Interactive Order Entry System will be developed to address the challenges the company currently faces as indicated in the system analysis. It will add customer orders and maintain their orders. In a nutshell, these can be summarized as follows: a) Maintain and enhance the image of the company. b) Facilitate business transactions. c) Produce reliable reports for managerial decisions. d) Reduce company overall costs and increase profit returns. Page 5 of 9

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6) Project Gantt Chart NB: Please refer to the sheet attached for the Project Gantt Chart.

INTERNATIOAL BUSINESS MACHINES

7) Normalized Tables (3RD Normal Form) 1) CUSTOMER(CustNo, FirstName, LastName, Address, City, State, Phone#) 2) ORDER(OrderNo, OrderDate, AmtPaid, OrderTotal, CustNo) 3) PRODUCT(ProdNo, Desc, Weight) 4) ORDERLINE(CustNo, ProdNo, QtyOrdered)

8) Business Rules 1) 2) 3) 4) many times A Customer can place one or many orders. A specific order can only be placed by one customer. An Order can contain one or many products. A product can be ordered once or can be ordered

9) ERD for CompuSell Order Entry System VAAL UNIVERSITY OF TECHNOLOGY BRIDGING -DIGITAL DIVIDECUSTOMER PK CustNo FirstName LastName Address City State Zip Phone# PK ORDER OrderNo OrderDate AmtPaid OrderTotal CustNo (FK)

PRODUCT PK ProdNo Desc Weight

ORDERLINE PK PK ProdNo OrderNo QtyOrdered

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10) Entity Customer Order Product Order Line

Data Dictionary Alt Client None Inventory Product Line Acronym C O P OL

INTERNATIOAL BUSINESS MACHINES

11)

Data Flow Diagram (DFD) for CompuSell

Customer

Customer Info

Verify Customer
Verified Customer Info

Customer Data

Customer File

Status Message

Generate Order
Ordered Items

Invetory list

Inventor File

VAAL UNIVERSITY OF TECHNOLOGY BRIDGING -DIGITAL DIVIDESummary Reports

Process Payment

Invoice

Customer File

Print Customer Orders

Customer Orders

Management

Management Reports

CompuSell File

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12) Pseudo Code Program Logic MAIN Display Main Screen Dow Not Exit Screen 1 F3 Exit Program When Customer Number Blank Display Error Otherwise Processes Customer Screen Enddo CUSTOMER SCREEN Find Customer Record Dow not Exit and Cancel Write Footer Screen 2 Show Error When Action Not A and C Show Error When Action A and Order Number Not 0 When Order 0 and Action C List Orders When Order 0 and C Change Order When Action A and Order 0 Get Order# and New Order Enddo

INTERNATIOAL BUSINESS MACHINES

VAAL UNIVERSITY OF TECHNOLOGY BRIDGING -DIGITAL DIVIDE-

LIST ORDER Dow Not Exit and Cancel Clear Order Sub File Write Footer Order Control Screen F12 or F3 Leave Loop Readc Order Sub File Dow Not End of File If Option X Change Order Readc Order Sub File Enddo Enddo CHANGE ORDER Dow Not Exit and Not Cancel Clear Item Sub File Page 8 of 9

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Load Item Sub File Writer Footer Item Control Screen F12 or F3 Leave Loop Payment Greater than 0 Update payment and Order Date and Leave Readc Item Sub File Dow Not End of File Option C Change Order Option A Blanks Fields Add New Order Readc Item Sub File Enddo Enddo ADD NEW ORDER Dow Not Exit and Cancel Write Footer Change Order F12 or F12 Leave Loop IF Item List product Else Update or Write Order Header and detail Enddo LIST PRODUCT Clear Product Sub File Load Product Sub File Writer Footer Product Control Screen Readc Product Sub File Dow Not End of File Option X Leave Subroutine Readc Product Sub File Enddo

INTERNATIOAL BUSINESS MACHINES

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13) Reference 1. Meyers, B. & Buck, J. 4th Ed. Programming in RPG IV. USA: Colorado. 2007. 2. Bentley, D. & Whitten, L. 8th Intl. Ed. System Analysis & Design. New Yolk: Mc Graw-Hill. 2007. Page 9 of 9

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INTERNATIONAL BUSINESS MACHINES

USER MANUAL
FOR COMPUSELL INTERACTIVE ORDER ENTRY SYSTEM

BY
VAAL UNIVERSITY OF TECHNOLOGY BRIDGING -DIGITAL DIVIDE-

CUTHBERT CHINJI JNR 207014329

30TH NOVEMBER 2010

VUT IBM INITITATIVE VUT IBM ACADEMIC INITIATIVE

Table of Contents INTRODUCTION.2

Retrieving Customer Records.2

Maintaining Customer Orders..3

Adding Products to the Order line.4

Changing an Existing Order line.6

Changing Order Date and Payment for Order Line7

Keyboard Shortcut Keys...7

-----------------------------------------------------------------------------------------------CompuSell User Manual. Copyright 2010. By Cuthbert Chinji Jnr. Page 1 of 7

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INTRODUCTION This user guide provides brief instructions on how to use CompuSell Interactive Order Entry System. It is intended for the staff members who will maintain and add new customer orders. It is highly recommended that you read the user manual carefully before operating the system. Retrieving Customer Records You should enter a valid customer number to retrieve customer records. If the customer number is not valid, an error message will appear at the bottom of the screen. However, if the customer number is found in the database, an Order screen will appear allowing the Customer to place or change an order.

An alert Message appears when the customer number entered is invalid

Press F3 to exist the system

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Maintaining Customer Orders This screen allows the user to add new order to the customer or change an existing order line, to go back to the previous screen or to completely exit the program. In the field provided, type A to add a new order line. Provision has been made for the system to generate an order number automatically for you. Press Enter to confirm after typing A. This will allow you add products to your order line.

Press F12 to go back to the previous screen

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Adding Products to the Order Line Every attempt has been made to make the system as user friendly as possible. You do not need to guess the Part number! All you have to do is Press F6 on your keyboard to retrieve the part number from the database. A dialog window will display the available parts from which you have to select.

Press F6 to automatically display parts in a dialog box

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This dialog box appears when you press F6 key on the keyboard. It automates data entry in the previous screen (Part number) by selecting the part number in the Option field. Key in X in the option field provided as indicated by the arrow to select the part. Press Enter twice to confirm the selected part and display the order information where you could make changes to the order.

Type in X to select Part Number

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Changing an Existing Customer Order Line This screen allows the user to change a customer order. To change customer order, make necessary changes and type C in the in the Select field provided and press Enter to confirm. This will take you to the next the payment screen where you could process payment for the order changed.

Type X to change order and press Enter

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Changing Order Date and Payment for Order Line This screen provides the same interface as the one above. It allows the user to enter payments and the date for the payment. By selecting either A or C, you will Add a new order or Change an existing order line.

Press Page Down on your keyboard to view more records

Keyboard Shortcut Keys The system has been designed for a standard Microsoft Keyboard and the following keys provide easy accessibility: F3 Exits the entire application while F12 displays the previous screen. Print Scrn captures the entire screen that could be used for third application. Tab allows the user to navigate around fields. -----------------------------------------------------------------------------------------------CompuSell User Manual. Copyright 2010. By Cuthbert Chinji Jnr. Page 7 of 7