1 Analysis of the current system

1.1 Problems, Opportunities, Objectives and Constraint

Problems

 Manual sorting of orders from clients during delivery truck dispatch may lead to

delays and backlogs

 The new system might prove a challenge to employees used to the old system.

Although there will be training the transition might nit be as smooth as expected.

Opportunities

 Alternative methods of payment for the customer to ease transactions and payment

security.

 Increase the number of products offered. In addition, more options will be available

for customers to choose from therefore improving the ‘foot’ traffic to the store.

Objectives

 Improve the quality of customer experience by providing more product and payment

options.

 Make for an efficient return policy of product as all custom build scan be traced back

to the firm

Constraints

There are three typical constraints that a project may face. This is normally represented in the

triple constrain triangle. The project will face scope, time and cost constraints during its

implementation phase.
The scope refers to the key components of the project. Some scope constraints on the new

system would include which kind of vehicle is to be added to the fleet for delivery purposes.

Who handles the orders taken via online services? How does the new system keep track of

the accuracy of orders placed and reconcile it with clients’ requirements? In order to guard

against ‘scope creep’ the firm would need to ensure that the client’s needs are clearly

highlighted and they are asked to confirm that orders placed are accurate.

Time constraints is a bit more complex because the whole switch from the old into the new

system is scheduled. Each task, meeting and process is a factor of time and needs proper

schedule to achieve objectives set by the firm. The firm will be constraints in time required

between deliveries. Also, although the new delivery vehicle is bound to only cover a radius of

two miles, there will be a time constraint on how many deliveries it can make in a single

working day.

The cost constraint is the most watched for by most firms. Money as a resource is heavily

guarded and the firm’s ability to acquire capital for implementing the new system will be its

first cost constraint.

List of system requirements

First the firm will need an item ordering process: this process is tasked with taking the

information on an order from a client, arrange the information in an acceptable format for

internal purposes then send the order information to a company staff. The company staff is

supposed to prepare the order for delivery and subsequently update the inventory list to

account for the order made. The information on updated inventory is then feed back into the

item ordering process via the order item detail node.

details before providing them with the ordered item bill. This system also sends the payment

details to the invoice creation system.

The invoice creation system: this process receives payment details regarding a customer from

the payment system. It then generates an invoice for the ordered items and presents it to the

customer.

The service and item delivery system: this is the final requirement for this set up once items

have been confirmed to by the company staff and all payments are in order, the item or

service ordered for is delivered to the customer.

1.2 Modelling system requirements

Below is a representation of the major processes and their connections and level (the DFD

diagram)
 1.0
2.0 Item
Custome 3.0 Ordering
Payment
r 4.0 Payment Company
Invoice SystemOrder Item
Process
Service and Details Staff
Creation Details
hardware
Delivery System

Ordered
Ordered
Invoi item Ordered
item Payment Available Items to
Item Bill
ce order item
Available
Details ordered
Deliver
Delivered Items information
item updated
1.3 Feasibility analysis
Costs:

The purchase of new vehicles adds to the total cost of operation and introduces a

further depreciation consideration. Further more vehicles have maintenance costs that would

further eat into the margins of the business.

salary to be paid and a higher insurance and benefits coasts to be accounted for.

Multiple payment systems add to the risk of fraud and the cost of doing business.

Having a single payment option makes it easy to predict expenditure.

Benefits:

The introduction of a delivery truck would bring in more customers given the

convenience of not having to physically be at the shop. A delivery system improves customer

relations and referrals.

The advent of multiple payment systems also fosters better relationship with the

customer. It provides a level of convenience for customers that they do not have to worry that

they can only shop when they have a certain payment method they prefer.

Alternative:

The best alternative that gives the company both value and reduces costs is to

purchase motorcycles for delivery purposes. This ensures low running costs and timely

delivery of items to the customers. Motorcycles can cover the two-mile radius more often and

more efficiently given their maneuverability.