Final System Report

This assignment gives you the opportunity to explain and justify a system proposal to gain approval to proceed with the project. This assignment addresses all of the course outcomes to enable you to:

· plan, build, and maintain systems that meet organizational strategic goals by demonstrating the use of enterprise architecture and applying enterprise governance principles and practices need assessment

· apply a systematic approach to translate requirements into an executable systems design

· effectively communicate with stakeholders to determine, manage, and document business requirements throughout the SDLC

· perform modeling to assist with analysis and decision making

Assignment

The proposed systems design is documented in the form of a Final Systems Report. This report defines objectives and how the proposed system design will satisfy them. The primary purpose of the report is to inform and gain approval to proceed with the project. It should be presented in terms that management and users understand. The Final System Report will be compiled from the previously submitted Staged Assignments, supplemented with information about implementation personnel requirements and time and cost estimates. Rather than paste together all of the previous assignments, the outline below should be followed and will require you to
re-arrange sections of the previous assignments.

All of the information you need to complete the projects in this class is not provided in the case study. In the discussion area of the classroom, there is a discussion titled ”
Case Study Interview Questions” where you can pose questions about the case study, as if you were interviewing the people in the case study organization. Any information that you need that is not included in the case study should be asked about in this discussion. Responses from the faculty member on behalf of the case study organization will be available for everyone in the class.

Use the case study and the Case Study Interview Questions discussion, your previously submitted staged assignments (including the feedback received),
and resources and
source documents (previously submitted documents, as corrected) listed below to create a Final System Report in the format provided. Note that sections are re-organized and some paragraphs may need to be re-written using earlier content but presented as required here. Items highlighted in yellow indicate sections that need to be added to or created for this Report.

Final System Report

I. Introduction to the full systems study. (This section will come from your
Stage 1: Preliminary Investigation Report, re-written or re-organized as appropriate.)

A. An overview of the events leading up to the study

B. The subject of the study

C. The objective and scope of the proposed system

D. A statement of recommendations and justifications for the proposed system

II. Description of the current process/system (This section will come from your
Stage 1 Assignment: Preliminary Investigation Report.)

A. A brief description of the current process or the current system and how it is used

B. The purpose of the current process or system

C. The problems with the current process or system and the rationale for a new system

D. The operating cost of the present system, if applicable

III. Description of the proposed system (Sections A-E will come from your
Stage 1 Assignment: Preliminary Investigation Report; other sections from sources as indicated.)

A. An overview of the proposed system

B. The scope of the project

C. The tangible and intangible benefits of the proposed system

D. Feasibility Analyses

E. Time and cost estimates to implement the proposed system

F. Requirements Checklist (
Stage 2 assignment: Requirements Specification)

G. Data Models (
Stage 2 assignment: Requirements Specification)

H. Process Models (
Stage 2 assignment: Requirements Specification

I. System Design Specification (
Stage 3 assignment: System Design Specification)

J.

Recommended Acquisition Strategy – Respond to each of the following and provide brief explanations of your choices. (
New, to be developed) [Week 6 Content reading on Acquisition Strategy]

i. Identify scope of what to buy

1. Product or service?

2. Commercial-off-the-shelf or custom?

3. Use in-house or contractor support?

ii. Select hosting alternative (dedicated servers, data center, or cloud computing)

K. Implementation Plan (
New, to be developed)

i. A list of personnel needs to develop, install and maintain the new system

ii. A proposed timetable for installing the proposed system and staff-hours required to complete the project

IV. Financial Information

A. The operating cost of the present system, if applicable (from
Stage 1)

B. The estimated implementation cost of the proposed system (from
Stage 1;
updated with any new information)

C. The estimated operating cost and the estimated useful life of the new system (
New, to be developed)

D. The tangible and intangible benefits of the proposed system (
add to those listed in
Stage 1 to include financial benefits)

V. Summary – A summary with a positive statement for implementing the proposed system. The summary should include any concerns about the timetable, funds, software, hardware, or personnel available for the project. (
New, to be developed)

Submitting Your Assignment

Submit your document via your Assignment Folder as Microsoft Word document, or a document that can be ready using MS Word, with your last name included in the filename. Use the Grading Rubric below to be sure you have covered all aspects of the assignment.

GRADING RUBRIC:

Criteria

90-100%

Far Above Standards

80-89%

Above Standards

70-79%

Meets Standards

60-69%

Below Standards

< 60%

Well Below Standards

Possible Points

Introduction

9-10 Points
Introduction includes a well-written overview of events and subject of the study, objective and scope, recommendations and justification of the proposed system, is derived from the Case Study, and demonstrates a sophisticated level of writing.

8 Points
Introduction includes an overview of events and subject of the study, objective and scope, recommendations and justification of the proposed system, is derived from the Case Study, and demonstrates a clear understanding of the course concepts.

7 Points
Introduction includes an overview of events and subject of the study, objective and scope, recommendations and justification of the proposed system, and is related to the Case Study.

6 Points
Introduction may not include an overview of events and subject of the study, objective and scope, recommendations and/or justification of the proposed system; and/or may not be derived from the Case Study.

0-5 Points
Introduction, or significant portions of the introduction, not included, or demonstrates little effort.

10

Current Process or System

14-15 Points
The description of the current process or system includes what its purpose is and how it is used, the problems and rationale for a new system, and current operating costs. These are clearly stated, are convincing, and are logically derived from the Case Study, and demonstrate a sophisticated level of writing.

12-13 Points
The description of the current process or system includes what its purpose is and how it is used, the problems and rationale for a new system, and current operating costs. These are clearly stated and are logically derived from the Case Study, and demonstrate effective writing.

10-11 Points
The description of the current process or system includes what its purpose is and how it is used, the problems and rationale for a new system, and current operating costs.

 9 Points
The description of the current process or system may not include all of: what its purpose is and how it is used, the problems and rationale for a new system, and current operating costs.

0-8 Points
The description of the current process or system is not provided, is very minimally provided, or little effort is demonstrated.

15

Proposed System

27-30 Points
The description of the proposed system contains all the requisite sections from Stages 1, 2 and 3, and the acquisition strategy and implementation plan are well thought out, thoroughly explained, and relevant to the Case Study; demonstrates a sophisticated level of analysis and writing.

24-26 Points
The description of the proposed system contains all the requisite sections from Stages 1, 2 and 3, and the acquisition strategy and implementation plan are well thought out, and relevant to the Case Study; demonstrates effective analysis and writing.

21-23 Points
The description of the proposed system contains all the requisite sections from Stages 1, 2 and 3, and the acquisition strategy and implementation plan are provided, and relate to the Case Study.

18-20 Points
The description of the proposed system may not contain all the requisite sections from Stages 1, 2 and 3; the acquisition strategy and implementation plan may be inadequate or not included; may not relate to the Case Study.

0-17 Points
The description of the proposed system is severely limited or missing; or little effort is demonstrated.

30

Financial Information

23-25 Points
The financial information includes the current operating costs; estimated implementation and operating costs, and useful life of the proposed system; tangible (including financial) and intangible benefits; is highly relevant to the Case Study and demonstrates a sophisticated level of analysis and writing.

20-22 Points
The financial information includes the current operating costs; estimated implementation and operating costs, and useful life of the proposed system; tangible (including financial) and intangible benefits; is relevant to the Case Study and demonstrates accurate analysis and effective writing.

18-19 Points
The financial information includes the current operating costs; estimated implementation and operating costs, and useful life of the proposed system; tangible (including financial) and intangible benefits; and is appropriate to the Case Study.

15-17 Points
The financial information may not include all of: the current operating costs; estimated implementation and operating costs, and useful life of the proposed system; tangible (including financial) and intangible benefits; may not relate to the Case Study.

0-14 Points
The financial information provided is severely limited or missing; or little effort is demonstrated.

25

Summary

9-10 Points
The summary is clear and convincing, and strongly justifies the recommendation to implement the system; is directly tied to the Case Study and demonstrates a sophisticated level of analysis and writing.

8 Points
The summary is clear and convincing, and justifies the recommendation to implement the system; is directly related to the Case Study and demonstrates a effective analysis and writing.

7 Points
The summary provides a rationale for implementing the proposed system and is relevant to the Case Study.

6 Points
The summary does not provide sufficient rationale for implementing the proposed system, or is not relevant to the Case Study.

0-5 Points
The summary is not included, or demonstrates little effort.

10

Final System Report Format

9-10 Points
Final System Report includes all required sections, effectively organized and presented in a sophisticated manner; follows instructions provided; uses correct structure, grammar, and spelling; presented in a professional format; any references used are appropriately incorporated and cited using APA style.

8 Points
Final System Report includes all required sections, appropriately organized and presented in a professional manner; follows instructions provided; uses correct structure, grammar, and spelling; any references used are appropriately incorporated and cited using APA style.

7 Points
Final System Report includes all required sections; follows instructions provided; contains minimal grammar and/or spelling errors; and follows APA style for any references and citations.

6 Points
Final System Report may not include all required sections; may not be well organized, and/or does not follow instructions provided; and/or contains grammar and/or spelling errors; and/or does not follow APA style for any references and citations. May demonstrate inadequate level of writing.

0-5 Points
Document is extremely poorly written and does not convey the information.

10

TOTAL Points Possible

100

1

Stage 1 – Preliminary Investigation Report

I.
Introduction

Precision Electronics Parts, Inc. has identified a need to replace the current customer billing and payment system and re-engineer the associated processes. The purpose of this preliminary investigation report is to document the planning phase of the System Development Life Cycle (SDLC) for this project. The report will identify the problem or opportunity presented, analyze various feasibility aspects of implementing a system, and provide a recommendation for further action with estimated costs and schedule.

II.
Problem to be solved

The current customer billing and payment system at Precision Electronics Parts, Inc. needs to be updated and meet the organization’s needs. The system is causing delays in billing and payments, resulting in lost revenue and dissatisfied customers. The manual process for handling billing and payments is time-consuming and error-prone, leading to inefficiency and errors. The main problems with the current system are delays in billing and payments, resulting in lost revenue and dissatisfied customers; inefficiency, errors in the manual process, leading to incorrect billing and payments; and high operational costs.

III.
Findings

a.
Scope of Proposed System

The proposed system will automate the billing and payment process and integrate with the company’s existing inventory management system. The system will include automatic billing generation, electronic payment processing, and real-time billing and payment status reporting. The system will also include a customer self-service portal for viewing and paying bills. The system will cover all aspects of the billing and payment process and will be implemented across all departments within the organization.

b.
Constraints

Several constraints have been identified for the proposed system. These include:

· Limited budget for the implementation of the system

· Inadequate IT resources within the organization

· Limited time for implementation and testing of the system

· Less training resources available for employees

c.
Fact Finding

The fact-finding process revealed that the current manual billing and payment process is causing delays in billing and payments, resulting in lost revenue and dissatisfied customers. The process is also error-prone, leading to incorrect billing and payments. Additionally, the manual process is time-consuming and leads to high operational costs.

d.
Current Costs

The current cost of the manual billing and payment process includes labor costs associated with manual data entry and errors, as well as the cost of delays in billing and payments. The exact cost of the current system needs to be specified in the case study. Still, the organization is losing revenue and incurring additional costs due to the manual process inefficiencies.

IV.
Feasibility Analysis

a.
Technical Feasibility

The technical feasibility of the proposed system has been determined by assessing the availability of the necessary hardware and software resources to implement the proposed system. This includes evaluating the compatibility of the proposed system with the existing hardware and software infrastructure and the availability of the necessary technical skills within the organization. The proposed system is technically feasible, as the necessary resources and skills are available within the organization.

b.
Financial Feasibility

The financial feasibility of the proposed system has been determined by evaluating the costs and benefits of the proposed system. This includes a cost-benefit analysis of the proposed system, which estimates the costs of implementing it and compares them to the expected benefits (Mall, 2018). The costs include the expenses related to the development, implementation, and maintenance of the system, while the benefits include improvements in efficiency, accuracy, and customer satisfaction. The proposed system is financially feasible, as the benefits outweigh the costs.

c.
Organizational/Behavioral Feasibility

The organizational and behavioral feasibility of the proposed system has been determined by assessing the organization’s ability to implement and maintain the proposed system (Shylesh, 2017). This includes evaluating the organizational resources, such as personnel and budget, that will be required to implement the system and assess the organizational readiness and willingness to adopt the proposed system. The proposed system is organizationally and behaviorally feasible, as the necessary resources and support are available within the organization.

IV
. Recommendation

After conducting a thorough analysis of the current situation and the proposed system, it is suggested that Precision Electronics Parts, Inc. proceed with the implementation of the proposed system. The system’s benefits outweigh the costs, and the organization has the necessary resources to implement and maintain the system.

A comprehensive evaluation of the system requirements and a specific solution proposal is proposed to be developed in the next phase of the SDLC. This will comprise a more in-depth examination of the proposed system’s technical, economic, and operational feasibility, as well as the development of a project plan that includes a schedule and budget for implementation.

It is also advisable that the organization forms a project team to oversee the implementation of the proposed system. This team should include members from various departments within the organization, such as IT, finance, and operations. The project team will ensure that the proposed system is implemented on time, within budget, and to the satisfaction of all stakeholders.

Moreover, it is also suggested that the organization conducts thorough testing and training of the system before it is deployed to production. This will ensure that the system works as intended and that the employees are properly trained to use the system.

Finally, it is recommended that the organization establishes a plan for ongoing maintenance and support of the system. This will ensure that the system operates efficiently and effectively over the long term.

V.
Conclusion

The proposed system for automating the billing and payment process at Precision Electronics Parts, Inc. has been thoroughly evaluated for feasibility and potential benefits. The analysis results in support the recommendation to proceed with implementing the system. The proposed system will automate the billing and payment process and integrate with the company’s existing inventory management system, leading to increased efficiency, accuracy, and customer satisfaction, reduced operational costs, improved inventory management, and improved data analysis and reporting.

References

Shylesh, S. (2017). A study of software development life cycle process models. In 
National Conference on Reinventing Opportunities in Management, IT, and Social Sciences (pp. 534-541).

Mall, R. (2018). 
Fundamentals of software engineering. PHI Learning Pvt. Ltd..

2

Requirements Specification

Requirements Specification

Background:

The proposed system is an automated billing and payment system that will replace the manual process currently used at Precision Electronics Parts, Inc. The system will automate the billing and payment process and integrate with the company’s existing inventory management system. The system will include automatic billing generation, electronic payment processing, and real-time billing and payment status reporting. The system will also include a customer self-service portal for viewing and paying bills (Shylesh,2017).
I.
Functional Requirements.

a.
Output requirements.

i.
electronic payment confirmation: An electronic confirmation of payment that is sent to the customer upon completion of payment.

ii.
Billing/payment report: A report that will be generated monthly that provides a breakdown of all billing and payments that were processed in that month.

iii.
Payment status report: A report that will be generated on demand that provides the current payment status of a customer’s account.

b.
Input requirements.

i.
Customer data: This includes the customer’s name, address, phone number, and other contact information.

ii.
Payment information: This includes the payment amount, payment method, and payment date.

iii.
Invoice data: This includes the invoice number, invoice date, and invoice amount.

c.
Processing requirements.

i.
Generate invoice: This process will generate an invoice based on the customer’s purchase data.

ii.
Process payment: This process will process the payment information and update the customer’s account with the payment amount.

iii.
Send payment confirmation: This process will send an electronic payment confirmation to the customer upon completion of payment.

II.
Technical Requirements

a.
Security requirements: The system must be secure and protect the data from unauthorized access.

b.
System control requirements: The system must provide an audit trail of all transactions and must be able to be monitored and controlled.

c.
Performance requirements: The system should be able to process payments promptly and should be able to generate reports quickly.

d.
Business continuity requirements: The system should have backup and recovery processes in place to ensure that data is not lost in the event of a system failure.

III.
System Scope Diagrams

a.
Context Diagram: The diagram below shows the context of the system and the external entities that interact with the system.

Fig1. Context of the system and the external entities that interact with the system
Initial discussions with users about issues with the current system and the requirements for the new system are required as part of the process of developing the analytical framework by drawing and analyzing the context diagram. They are formally recorded alongside any identified system needs from prior research (Mall,2018).
b.
Use Case Diagram: The diagram below shows the actors and use cases of the system.

IV.
Data Flow Diagram

a. Data Flow Diagram: The diagram below shows the flow of data through the system.

Process Models

Structured English

If the customer account has an outstanding balance IF the payment method is a credit card

THEN process payment

THEN generate invoice

THEN process payment

ELSE IF payment method is electronic payment

References

Kramer, A. F. (2020). Physiological metrics of mental workload: A review of recent progress. 
Multiple-task performance, 279-328.

Mall, R. (2018). Fundamentals of software engineering. PHI Learning Pvt. Ltd.
Roleda, M. Y., & Hurd, C. L. (2019). Seaweed nutrient physiology: application of concepts to aquaculture and bioremediation. 
Phycologia, 
58(5), 552-562.

Shylesh, S. (2017). A study of software development life cycle process models. In National Conference on Reinventing Opportunities in Management, IT, and Social Sciences (pp. 534-541).

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2

System Design Specification

System Design Specification

Introduction

Precision Electronic Parts Inc. (PEP) is a privately-owned electronics company located in Kansas that has been producing precision electronic components and replacement parts for medical equipment for the past two decades. Recently, there has been a surge in demand for their motors, which has put a strain on the Ordering and Shipping Department, causing delays in the Finance department’s financial processes, and making it difficult for the Business Administration department to keep up with the increased demand (Suroto & Desi, 2014). To address these issues, PEP has enlisted the consulting services of RedOrum LLC, a company that specializes in finding business solutions. RedOrum LLC will work with PEP to develop a streamlined payment, invoicing, and billing system that integrates with other IT components within the company, generating reports for all necessary departments.

Input Layout

i.
Accounts receivable input

The input captures the customer’s details that are used to generate the reports. The first a customer comes to the organization their details shall be captured and used in the subsequent transaction. Some of the details are mandatory while others are optional.

ii.
Invoice Report

The monthly invoice shows the payments the company needs to pay off. This is the detailed information about every product the customer purchased. The invoice report will be generated monthly and will contain the date (month and date), customer ID, and employee id.

iii.
Billing Report

The modules are used to generate a list of bills for a particular customer. This captures the dates, from and to dates, and other details about that particular bill.

i.
Output Layout

This part of the design outlines how the system output will be presented to the user or operator, and how it fits into the larger data flows of the system. The outputs will include various elements such as reports, required input, data displays, and final user displays of the results. The output files will display the expected results that will be produced from integrating the SaaS software suite, which aims to enhance the workflow related to order processing, inventory management, and order tracking.

i.
Accounts Receivable Output layout

The Accounts Receivable (AR) module within the software system provides a variety of up-to-date reports that can serve as a source of backup information. These reports document the proceeds or payments that the company is owed by its customers in exchange for goods or services provided. The AR module is responsible for tracking, recording, and processing customer payments, as well as following up on any overdue payments.

ii. Output Invoice layout

The report is a collection of information that is sent to clients either in the form of a hard copy invoice or an electronic copy sent to their email addresses. It provides a monthly overview of unpaid invoices in the system and highlights any overdue payments (CHAI, 2021. By modifying the payment method, sale date, or location, the report can be customized to suit the client’s needs. can ultimately enhance customer satisfaction and strengthen business relationships.

Output layout 3: Billing Collection

The Past Due/Collections report is designed to capture accounts that are behind on payments. The report identifies accounts that are either 30-day, 60-day, or 90-day delinquent, and helps track the progress of overdue accounts. A report is an important tool for managing cash flow and ensuring that accounts are brought up to date.

Database Design, Entity Relationship Diagram

An entity relationship diagram (ERD) is a visual representation of the entities, attributes, and relationships between them in a database system. It is commonly used in software engineering and database design to model complex systems. ERDs provide a clear and concise overview of the database structure, making it easier to understand and maintain the system over time (Biscobing, 2019). In this section, we will discuss the entity relationship diagram for the system.

ERD 1

The ERD shows the interaction between the customer, payment, and invoices tables in the database. The customer and payment tables have many too many relationships. And the payment and invoice have many-to-one relationships (Benali, & Asri, 2021).

ERD 2

The ERD shows the relationship among the tables that are involved in invoice generation. The product table is added to the ERD and it has many to one relationship with the order.

ERD 3

The ERD shows the table that is involved in the generation of the monthly reports in the systems. This is where the collection table that contains details of the invoices and orders plays a critical role. This table has too many relationships to the customer and the invoices tables.

References

Suroto Adi, & Desi Maya Kristin. (2014). Strukturisasi Entity Relationship Diagram dan Data Flow Diagram Berbasis Business Event-Driven. ComTech, 1, 26.

Benali, A., & Asri, B. E. (2021). Towards Rigorous Selection and Configuration of Cloud Services: Research Methodology.

https://doi

org.ezproxy.umgc.edu/10.5281/zenodo.4431076

Biscobing, J. (2019, September 11). What is an entity relationship diagram (ERD)? – Definition from WhatIs.com.SearchDataManagement.

https://searchdatamanagement.techtarget.com/definition/entity-relationship-diagram-ER

D

CHAI, W. (2021, February 10). What is SaaS (Software as a Service)? Everything you need to know. SearchCloudComputing.

https://searchcloudcomputing.techtarget.com/definition/Software-as-a-Service

https://doiorg.ezproxy.umuc.edu/10.21512/comtech.v5i1.2577

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