System requirements

Preliminary Investigation and Requirements Report Template

Version 0.1: Thursday, October 29, 2020Tuesday, November 24, 2020

Presented by: SSG Andrew J Barr

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CASE STUDY WORKSHEET AND TEMPLATE

Worksheet

Client approval: Yes X No

Note whether your case study needs to be ready in time for a specific event:

Date: 1 November 2020 _______________________Event: Week 4

Template Case Study for Lisa Tejada and Ruben Keys, owners of Club IT

General Information

Company profile

 Club IT, owned by Lisa Tejada and Ruben Keys, is an entertainment club that has

live music, a dance floor, serves drinks and food.

 Recently renovated, Club IT occupies 6,000 square feet of space, has a 600

square foot dance floor as well as seating for 220 people

 Revenues in 2004: $1.5 million

 Profit in 2004: $37,691

Business situation

In the Club IT mission statement, Ruben and Lisa state that they “seek to build a

community that meets regularly at Club IT”. To achieve this, they must be able to

efficiently provide their services. However, it seems there are some serious inventory

problems that need to be addressed. They are running out of the more popular items

more frequently and are oversupplied on items that don’t sell. As a result, Club IT wants

to implement a system that would change their inventory levels in real-time.

[CLUB IT] CONFIDENTIAL PAGE 2

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CASE STUDY WORKSHEET AND TEMPLATE

Technical situation

Club IT is operating on very basic workstations that have somewhat obsolete capabilities

for 2005 such as the amount of RAM, processor, and operating system. The current

amount of RAM is 1 GB which is considered low for personal use in 2005, therefore in a

commercialized environment, 1 GB of RAM would not be acceptable at all. The Pentium

processor may be acceptable depending on what generation it is, but most likely it will

need to be updated. Lastly, the Windows XP Professional would be an adequate

operating system but having the 64-bit architecture would be significantly better.

After evaluating the current systems, it is obvious that Club IT is running on an outdated

infrastructure and it would not be able to support the inventory tracking system they

desire. They wish to implement a continuously updated inventory system that alters the

inventory levels the moment an order is placed. Also, Club IT wants to be able to

generate reports that shows trend data such as the sale of different items, if a particular

waitress had higher sales, or if time of the day influenced sales of different items. Lisa

also has a serious concern regarding the confidentiality of data.

[CLUB IT] CONFIDENTIAL PAGE 3

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CASE STUDY WORKSHEET AND TEMPLATE

Problem or Opportunity

Project Scope

The project scope is to implement an efficient infrastructure while remaining as cost

effective as possible:

1.) An order entry system must be installed and be able to forward each order to a

database while printing a receipt of the transaction.

2.) A database system linked to the order entry system must be created and should

adjust the inventory levels in real-time as each item is placed in an order by an

employee. This system should also be able to automatically generate orders for

products that fall below the pre-set acceptable threshold for that product amount.

3.) Separate databases should also be implemented to show trend data such as: the

sale of different items, if a particular waitress had higher sales, or if time of the

day influenced sales of different items. The databases must be able to directly

communicate with the order entry system and the inventory system. The

[CLUB IT] CONFIDENTIAL PAGE 4

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CASE STUDY WORKSHEET AND TEMPLATE

databases should also be able to export the data to an Excel spreadsheet, print it

or send it via email.

4.) Data security and confidentiality should be prioritized.

Project Creep

With Club IT having such a large facility (6000 square feet), the possibilities for them to

advance technologically is near endless. It is very possible that Lisa and Ruben may

want to expand in the future or implement a more advanced infrastructure. If that does

come to existence, the Project Scope must be completely redesigned to accommodate

for the new scenario. The inventory processes could be messed up if not reprogrammed

as the data management would not be as effective if there is too much information which

could lead to a system overload if neglected.

Constraints

The constraints consist of installing a POS, enacting a Perpetual Inventory System, and

creating designated databases for analyzing data trends. More constraints can be added

down the road if the owners wish for the business to grow. However, constraints can only

be added by the owners. According to the prompts, there are no government regulations

applying a constraint to the system, yet they may exist.

Perform Fact-Finding

I set up a meeting with Lisa and Ruben to discuss Club IT and find out pertinent

information. The questions that were asked are listed below. After the all the desired

information was retrieved, a diagram to show the current process was created.

[CLUB IT] CONFIDENTIAL PAGE 5

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CASE STUDY WORKSHEET AND TEMPLATE

Interview Questions:

1.) What are your personal backgrounds and what led you to creating Club IT? What

is the history of Club IT?

2.) What are some of the constantly changing aspects of Club IT? As far as growth

in facility size, number of staff, and products or services offered?

3.) What are Club IT’s business goals with this specific project?

4.) What is the ideal ending situation of this project in which all the goals were met?

5.) Which individual is ultimately in charge for guaranteeing that adequate resources

such as manpower, money, and man hours are provided to improve the IT

infrastructure?

6.) What is the exact budget and much leeway is available in case an unexpected

issue arises?

7.) How open are you to the idea of replacing all current equipment with more

advanced equipment to enable a more efficient IT infrastructure?

8.) What is the current computer configuration like? What hardware and software is

currently being used?

9.) What kind of software do you have experience with, and do you have a

preference on what software is used?

10.)What areas of the current configuration do you feel need the most attention in

this refresh?

Current Processes

Since Club IT has such a primitive IT infrastructure the sequence use case is a very

basic and bleak. They do not really have a defined sequence for the ordering and

inventory portion of the system. Since most of the work involves manual activity,

conventional keyboard input is often deemed impractical, so they hardly use the system.

Currently, the ordering system only prints a receipt upon the order entry.

[CLUB IT] CONFIDENTIAL PAGE 6

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CASE STUDY WORKSHEET AND TEMPLATE

Requirements

List of Requirements

There are three main system requirements that will all work with each other: Point-of-

Sale System (POS), a Perpetual Inventory System, and a SQL Database System.

POS System

 Employee puts in the order at designated workstation

 The workstation generates a receipt, prints it, and records it in a digital log

 The order inputted is automatically put in the Perpetual Inventory

Perpetual Inventory System

 The orders are automatically acknowledged and uploaded into the

continuously updated inventory tracking system. They system breaks down

the item into each ingredient and computes it against current inventory levels

 The system identifies inadequate inventory levels and notifies the appropriate

personnel for correction

 Order forms that are already filled out with the correct number of products are

generated and printed out

SQL Database System

 There will be two main databases: one regarding the inventory levels and the

other involved with sales. Both will be linked with the Perpetual Inventory

System and the POS System.

 Only personnel that are authorized can perform queries using the predefined

utility scripts. The query will return any related and applicable data

 The reports can either be exported to an Excel spreadsheet, printed or sent

via email

[CLUB IT] CONFIDENTIAL PAGE 7

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CASE STUDY WORKSHEET AND TEMPLATE

[CLUB IT] CONFIDENTIAL PAGE 8

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