Database and Programming Design

Business Requirement Documentation

Student Name

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Date

Business Requirement Documentation

Scope of the Project

Company and Project Objectives

The company aims to use the project to cater to the increasing company needs and offer qualities services to expanding the number of customers. The goal of the company is to increase the speed use of the system to customer with a more reliable system by providing an open and flexible system base of future speculation of technology change. It will ensure a high level of customer’s data security and remove repetition of business transactions in the organization. It will be enhanced by electrical capture of stakeholder’s data from the sources. The project aims to increase information sharing form the company and stakeholders as well as boasts the ability and effectiveness of employee to perform their job. The overall objective is to provide a more efficient and effective way to serve increasing customer and safekeeping of stakeholder data.

The project ensures the end user that is customer and organization have the best experience input into the design process. It ensures there is a reduction in time taken to make a transaction online and the delivery time is reduced. It also gives update of time-to-time on the delivery process (Hsu & Wang, 2017). The project aims to achieve all the organization's goal and objective within the stipulated time and budget. It will also try to minimize the disruption of business operation during this tie on the affected units. It will also come into favorable terms of agreement with the vendors and another department.

Application

To cater to the increasing number and period given, the project will first implement the installation of the servers. It also includes updating the database, starting with the internal environment of the business that is the update of staff data, management, and shareholders information (Lind & Culler, 2015). It will be followed by updating the customer's profile to capture the necessary data, ensure the safety of data received, and increase the speed of the access to the profiles. The system will then concentrate on the security features of the database. The analysis of the system will be conducted to ensure effective use of the application.

The project will update the central hub with the update servers to access the new database. This is to boost the network connectivity between the serves and the computers in the organization. The operating system will be configured again to gain access to the new database and with the networking system. Due to the time parameter, the project will not be updating the hardware system with the new application. They include action such printer and scanners replacement, upgrade of computer desktop hardware, an increase of internet cables, and routers.

Sites

Management is required to interpret different data from the system without physically involved in the daily activities of the business. To achieve the project will install software that will analyze the daily transaction of the business and send interpreted data to the management (T. Hans, 2014). The data may involve a sale report, invoices analysis, and output data of the product. It will easily decision making on the management.

The system will contain part of the vendors of the company as part of the implementation of the project. It will be in the aim to reconcile all the company data and transaction to an online platform. It is to ensure the proper record keeping of all incoming and outgoing transaction with the vendors. To effectively implement the project, the website design will have to change to accommodate the new data. It will include more feature at the end, such as delivery track option, promotion options, and more to compare competing brand in the website.

Re-engineering Process

Re-engineering will restructure the business processes involved during the transaction between the customer and the company. To improve on quality and speed between the transactions taken between the customers purchasing the product and the company staff authenticating the process some of the step involved will be redesigned (Lind & Culler, 2015). There will be a few steps involves, and the website will be automatically caring for the whole process of buying. To authenticate the process employee will take a few seconds to update the customers on the delivery start.

Another process that will be redesign is the analysis of the data. The system will be able to improve in term of speed to analyze customer data, thus offer better quality. Management will be able to pull the reports required as a concise moment to enable make the right decision. The re-engineering of the various process such the customer website, staff users, vendor process, and management will affect the company structures. It will bring in the supervisor of the transaction, the system, and updating and analysis of the system data.

Customization

Since the project is designed according to company specification, it will include all the customers’ preferences. One the customer create a profile and make his first customer the program will be able to speculate customer’s choice and taste of products such that the next time customer login in it will be to advertise the best product (Lind & Culler, 2015). The customization will be limited to only those who have created an account on the company’s website. Accessibility of product and the whole process of buying on the customer's end interface will only be limited to those who have created an account also.

On the company end, interface vendor will be required to create an account and keep track of their invoices. They will be alerted automatically when they supply product each reorders level. The management will be able to manage the company inventories from the others, as vendors are limited to access the movement of product in the company.

The low-level staff will only have access to daily activities transactions. Their activities involve managing the money transaction, authenticating product for delivery, and updating the customers on the delivery process. Top management will be able to analyze all the data required in the running of the business. It includes sale report, balance sheet, income statement, inventory management report, among other reports necessary for decision-making. The information technology department will be in control of the system to offer support and troubleshooting of the system when needed.

Interfaces

The project will implement two information system interface. The first one includes the external user interface that will comprise of customer and vendors(Foster &Godbole, 2016). Customer’s user will consist of features such as the creation of an account, filling of profile data, comparison of various product, various payment methods, the making of purchase, and tracking the delivery of the product. Vendor’s side will comprise of quotation platform, track of invoices, methods of payments, quantities delivered an update of reorder level.

The second interface includes that company user. It comprises features such as the update of the product, price update, promotion update, viewing of successful completion of the purchase of product transactions, update on delivery methods, and time. It will also comprise of customer care services to ensure customer complaints are handled and are satisfied with the services offered. It will also be able to produce various reports needed for decision making in the business.

Architecture

The technical architecture will be involved in planning the design of the whole project. They show in the diagram, chart the information flow, and control measure in places at every point of the system(Xing & Qi, 2015). They include the physical design of the project and the material required to hold the hardware part of the system. They form the connection of all the system involving the hardware and the software to ensure the system run as required. They recommend the requirement of the information asset in implementing the project. They will be involved in using various domains as a business model, information, services and technical in design the required business model, capture the relevant data, alignment with business process, and provide security features.

They will also play the role of management in offering technological strategies for the company process according to business vision and goals. They also provide advisory services to the management team concerning the business solution that involves the role of information technology. Some application includes providing information technology long-range plan to achieve the project objectives.

Conversion

The project will first utilize the parallel conversion method to make customer familiar with the new system. Within a stipulated time, the project will use to direct conversion method where it ultimately uses the new system(T. Hans, 2014). The customer old profile will be deleted and required to create new profiles. The previous company data that is stored on electronic devices will be converted to the new system to ensure full transit to the new system. The vital information that was left behind in the old system will be integrated into the new system to make it full operation. Security measure will be followed to ensure no critical data is lost during the transit.

Testing

The project will be tested on a fully integrated system to ensure it complies with the desired result. The project will use simulated method to test the reliability, compliance, and performance before being launched. It will be able to recommend an improvement need.

Funding

The project is expected to receive much support from shareholder since the main aim is to improve shareholders wealth; thus, most of the financing will be shareholders contribution. The company retention profit will be used to fund the project. The company wills also source from external credit sources such as a bank.

Training and Education

Training on the uses of the new system will be conducted on all employee in the company according to their customization use. Education will include all the stakeholder of the company to make them familiar with the project (T. Hans, 2014). Customer will be provided with the written guideline on the website the moment the access it on how to create both the account and a profile and how to maximize all the features available.

Project Control

The project will use the documentation and prepared project plan along with company budgeting plan to monitor the progress of the system. It wills constraint not all the activities within the budget line and make sure resources are misused (Keyes, 2017). It will ensure the project is on track with the stipulate completion time by following the project plan. It will ensure there is no or little change occur on the scope of the project working on the project documentation. The company is required to employ skilled personnel in the area of project management to always evaluate and monitor the progress of the project. The monitoring group is expected to come up with a baseline review of the project.

The Possible Risk Associated With the Project

The project is related to the risk of uncontrolled strategy schedule leading to developing a comprehensive timeline. The number of the developed interface may interfere with the existing system. The project may include failure due to shallow knowledge of the user. Vendor may not estimate the product may be due to insufficient information provided. Unrealistic budgeting of the project may cause the constraint on the implementation of the project (Parry & Lind, 2016). Unrealistic time estimation to complete the project due to enormous pressure from management. The project may face the risk of being implement by a team member with little knowledge of the business operation or information technology. There may be unmatched functionality with the new packages due to reducing customization. The procurement may use unclear methods to provide low qualities raw material or induce unclear quality management procedure.

Project Assumption

The project assumes the following in developing the plan. All the stakeholders are willing to shift the business operation to take advantage of the new system. Top management is in support of the project and provides all the resources need to ensure the project is completed. The monitoring group carries their work precisely without any influences to ensure they provide recommendation where required. The vendor will deliver the material in time. The project team member will adhere to the company guideline and communication plan. Any delay in supply of material will result to project completion delays(Hassan, Ahmad, &Zuhaira, 2018). Any new information provided may lead to a change in the project plan. All the information about the company and the user is disclosed to the project. All the users will participate in the timely execution of the project plan. The technological infrastructures that needed in the project will be readily available in the market.

Project Constraints

The project may be limited access to the international user to the nature of law enforcement. Resources available in the market may limit the project success. Budget constraints due to limited sources of finance may hinder the successful completion of the project (Parry & Lind, 2016). An unforeseeable disaster such as national disaster, for example, war, earthquake may extend completion time. Completion time of the project may constrain the proper execution of the plan.

Integration with Other System and Infrastructure

For the project to be completed, all the software system must be integrated with the hardware system. The computer software such as enterprise resource planning will be integrated with computer desktop. The networking such as the internet will be accessed through the router available and central hub. Servers will serve as the domain for accesses of internet and storage of data to ensure reliability and speed of the system. Printer and scanner will be connected with the computer to produce the output processed such as invoice and reports. The database will be upgraded and made available to both the customer user interface and company user. Security features such as password and supervision when the long transaction is involved will be implemented in the system to ensure safe data storage (Norman, 2014). The project will be integrated in all business unit of the company to ensure uniform flow of the project.

Definition of Terms

Interface refers to a point where two systems interact to make a complete pattern of design software.

Integration refers to the redesign of different sub-system or component of a system and brings them together to make one complete system.

Database refers to the storage of the collection of information can be easily managed, update, and accessed anytime in need.

Project scope refers to tools that are used to explain the key objective of the project, the desired milestone, functions, completion time, and costs.

Project Activities Plan

Gantt Chart Showing the Schedule of the Project Activities