CANTEEN ORDERING SYSTEM

Submitted by : Suman Das

 CONTENTS
1. Introduction
1.1. Company Overview
1.2. Problem Breakdown & Observations
1.3. Objective Based Outlook
1.3.1. Business Objective
1.3.2. Business Objective Based Breakdown
1.4. Advantages of the Canteen Ordering System
1.5. Program Environment
1.6. Future State
1.7. System Requirement
1.8. Usability
2. Business Analysis Core Concept Model™ (BACCM™)
2.1. Change
2.2. Need
2.3. Solution
2.4. Stakeholder
2.5. Value
2.6. Context
3. Requirement Classification Schema (RCS)
3.1. Business Requirements
3.2. Stakeholder Requirements
3.3. Solution Requirements
3.3.1. Functional Requirements
3.3.2. Non-Functional Requirements
3.4. Transition Requirements
4. Project tasks
4.1. Identifying Stakeholders
4.1.1. RACI Matrix
4.1.2. RACI Mtrix table
4.1.3. Onion Diagram
4.2. Identifying the problem statement
4.2.1. Root Cause Analysis (Fish Bone Diagram)
4.3. Identifying objectives
4.4. Create as-is and future process map
4.4.1. As-is Diagram
4.4.2. Future Process map (Swim-lane Diagram)
4.4.3. Future and Old process flowchart
4.5. Context Diagram
4.6. Main features that need to be developed
4.7. In-Scope & Out-Scope
4.7.1. In-Scope Requirements
4.7.2. Out-Scope Requirements
4.8. Activity Diagram
4.9. ER Diagram
4.10. Business Requirements
4.10.1. Functional Requirements
4.10.2. Non-Functional Requirements
4.11. Wireframes
1. Introduction : Established over 100 years, Unilever is a British-Dutch MNC FMCG company, headquartered in
London, England. It is one of the world’s largest and oldest FMCG companies, it is also known for their 400+ brand
names in over 190 countries.Company have 1,49,000 people across the world.
1.1. Company Overview :
 Present in 190 countries
 1500 employees
 12 floors building (in particular location mentioned-UK Office )
𝑠𝑒𝑎𝑡𝑖𝑛𝑔 𝑐𝑎𝑝𝑎𝑐𝑖𝑡𝑦
 2 canteens floors → 150 per floor (300 seats in total )
1.2. Problem Breakdown :
 30-35min = wasted in que/grab table
 Preferred Lunch time = 12pm-1pm (1 hour )
 10-15min = time spent eating
 Time break down  10min = reaching and coming back

1.2. Observations : ≈ 60minutes total

 Employee Complaint : Employees don’t always get the food they want.
 Canteen Problem : Throws away significant amount of food if not sold in time.
 Employee Request : To create an online system to order meals, and delivered in desired time slot.
1.3. Objective Based Outlook :
1.3.1. Business Objective :
 Objective[1-2] (Canteen Operations) :
 Reduce food waste ≥ 30% (in 6 months)
 Reduce canteen operating cost to 15% (in 12 months)
 Scale value of food thrown away
 Previous 25% wasted
 Must Plan for <15%
 Objective[3] (Work Efficiency) :
 Increase average effective work time by 30min per day from each employee (in 3 months )
 Objective[4] (Online System) :
 Make Ordering process automated
Canteen can function with less manpower.
 Deliver food to user workstation
1.3.2. Business Objective Based Breakdown :
 No. Of Employees = 1500
 Hours used (Collectively by 1500) = 5 hr [No. Turns required = total no. of emp(1500)/total seat capacity(300)
=5 ]
 Hours used in month = 5 hr x 26 days = 130 hrs/month
 Increased work-time average in future = 30min per day
 Collective employee lunch time reduction = (5-0.5)hrs = 4.5hrs
 Productivity increase per month = 130hrs - (4.5hrs x 26 days) = (130-117)hrs = 13hrs per month
1.4. Advantages of Canteen Ordering System :
 A system would save considerable time to those employees who use the service.
 It would increase the chance of them getting the food items they prefer.
 This would improve both their quality of work life and their productivity.
 The food wastage will be reduced.
 This will reduce the cost.
1.5. Program Requirements :
 We are going to be creating and maintaining the program in Java. We chose Java because it will not change much
over time, and if we make it well, there will be very little maintenance to be done on the code.
 1.6. Future State :
The employee shall open the web page of the Canteen Ordering System. He/she shall be presented with an
up-to-date menu for the day. It will have a list of all the dishes available in the canteen for the day along with its
prices.
 The lunch order can be placed by employees latest by 11 am. After 11 am the system shall not allow the users
to place orders for lunch items so that the chefs have sufficient time to cook the ordered dishes. There should be
a Menu Manager (a canteen employee) who shall create the menu and update the menu.
 The users can select the lunch dishes they would like to eat and create an order. They should be able to edit the
items they want to order anytime before checking out.
 Once the order is confirmed and the user has checked out, they should NOT be able to cancel or edit the order.
 The canteen manager also known as order processor should be able to view the orders placed by the employees.
He shall take an inventory of all the dishes ordered by different users and get them cooked by the chef.
 This canteen manager should be able to request a delivery to the employees’ workstation.
 There shall be a meal deliverer (delivery boy) who shall deliver the lunch to the employee's desk. After delivering
the lunch, this delivery boy shall close the online customer order.
 If a customer does not like any food item or is not happy with the delivery system by the canteen, they should
be able to submit feedback.
 There is no payment gateway for the same so the payment for dishes ordered shall be deducted from employee’s
salary. Hence, the employees need to enroll for salary payment deduction. The payroll system will handle payroll
deductions.
 At the end of the month the payroll system shall calculate the total number of dishes ordered by each employee.
The payroll system shall deduct money from the employee’s salary.
 Reports for management :
 Most popular dishes?
 Total number of employees are using the system?
 Satisfaction of the employees on using the system. This should be tracked on the basis of feedback submitted
by the employees.
 Sales for each day
 Total monthly earnings
 Order forecasting i.e. a prediction of which items will be ordered and when they will be ordered.
1.7. System Requirement :
 Scalability and Performance: Canteen ordering system is required to support a volume of 1500 employees
ordering. So, the web pages should be light and render fast.
1.8. Usability :
 The screens should be self-explanatory and very user friendly. Management would not want employees not
ordering from the system as they cannot understand the screens and data fields on screen.

2. Business Analysis Core Concept Model™ (BACCM™) : It defines a conceptual framework for the business analysis
profession.
 For proposed canteen ordering system, detailed analysis pertain to below aspects will have
to be done.
 Need to come up with new system
 Change required in to satisfy the need
 Solution to be delivered in response of change and need
 Stakeholders impacted by the solution delivered in response of change and need
 Value to the stakeholder for the solution delivered
  Context of payments horizon in which the solution will be delivered enhancing the value of the application to
the stakeholders.

Fig 1: Business Analysis Core Concept Model as per BABOK

2.1. Change :
 Company will alleviate overcrowding by delivering launches to employees at their workstations.
 Management will build a canteen ordering system that will allow employees to order from the daily menu for
delivery to the workstation.
 The canteen administrator will receive reports of the most popular dishes and a monthly report of total sales
leading to more efficient tracking and operations.
2.2. Need : Unilever UK office has a total of 1500 employees working in 12 floors of a building and have 2
canteens with maximum seating capacity of 300. Since most employees prefer to have lunch between 12pm – 1pm
and their meal preferences kept changing. This 1hour preferred time between 12pm -1pm along with the time
taken to reach, queue up, order and eat the meal with 300 max capacity stated carving into the productivity and
working hours of the employees.
 Need Outline :
 Rush hours
 Employees losing work time
 Overall productivity decrease
 Employee dissatisfaction (preferred meals are either unavailable or already over)
 Uncertainty in tracking meal preferences leading to wastage.
2.3. Solution : Build an online canteen ordering system. Which will in turn create a supportive room for increase
in productivity and decrease in wastage along with other benefits.
 Solution options :

Mobile Application Mobile+Website Website(Viable Solution)

2.4. Stakeholder :
 External Stakeholder :
 Sponsors, Suppliers, Unilever employees, Management, Canteen Manager, Chef, Menu Manager, Payroll
Manager, Meal Deliverer
 Internal Stakeholder :
 Development Manager, Project Manager, Implementation SME, Developers, Testers, Operational Support
 Simplilearn Business Analyst :
2.5. Value : Online canteen ordering system has its direct impact on 3 core factors work time increase, reduce
wastage and employee satisfaction which in turn collectively increase the overall efficiency and productivity of the
company.
 Minute factors aiding the improvement :
 Employees can avoid questions and moving time.
 Order what they want.
 Increase work time and productivity
 Decrease food wastage.
 Decrease in canteen operational cost.
 Formulate food preparation patterns and improve quality by feedback.
2.6. Context : The context here is that the employee’s current canteen process involves all of them seeking their
meals within the 12-1 pm window. This causes a bottleneck for the canteen operations and causes the employees
to spend up to 30 minutes only waiting. Additionally, the unforeseen demand of the food items results in a wastage
of food from the canteen.

3. Requirement Classification Schema (RCS) :

Fig 2 : Requirement Classification Schema (RCS)

3.1. Business Requirements :
 To reduce the wastage by at least 30% in the coming next six months. The goal is to reduce present wastage (i.e.,
25% per month) down to 15%.
 To reduce the cafeteria operational cost by 15% within a year from the newly launched cafeteria food ordering
system.
 To increase average effective work time by 30 minutes per employee per day, within the next 3 months.
 Build a system that can lessen the burden on the canteen staff, to work faster and more efficient. And to deliver
the food to all employees on time.
 3.2. Stakeholder Requirements :
Interested Parties Role/Interest
Employees Launch portal, Enlisting on the portal, Presentation with available menu and prices for
the day. Place order, review and confirm order, Ability to cancel order before checkout, Order Checkout
Note: Once order is checkout, employee can no longer cancel order), Order to be place before 11am,
Feedback on the quality of the services both the food and the delivery, Security of identity information,
Register for payroll deduction

Menu Manager Content management, Upload menu and prices, Delete/add menu, Graphic skills,
Ability to work with video/picture tools
Canteen Manager Ability to view the orders, Collate orders and group orders, Passed request to chef to
do the cooking, Package order for delivery, Ensure order is fulfilled
Chef Cook the food to required specification
Delivery Boy Delivers the order to the employees’ desk, Close the order on the portal
Application Developer System capability and reliability, Scalable solution, Secure solution, Application Stress
test, Easy and fast loader web pages
Operations/Support Team System support and maintenance
Project Manager Manage project expectations, Manage project delivery quality, Manage project risk
Payroll Order payment to be deducted from employees’ salary using payroll direct deduction
Management Ability to review system performance, System adoption rate, Most popular menu, Daily
sales report, Monthly earning report, Order forecast and sales projection
Implementation SME Build the application using Java code language.
Testers Verify the functionality of the system after the application is developed and before it is
released to the users.
Business Analyst Engage with key stakeholders, create BA deliverable and necessary documents.
Supplier Supply the necessary raw materials for food preparation.

3.3. Solution Requirements :

3.3.1. Functional Requirements :
 User Sign Up/Sign In
 Up-to-date menu for the day
 Order to be placed by 11.00 am
 Create and edit the order before check out
 Delivery to the employees’ work station
 After delivery, the delivery associate shall close the online customer order
 Customer should be able to submit the feedback regarding their orders
 Generation of reports for management regarding the utilization of the canteen order system, reduction in
operational costs.
3.3.2. Non-Functional Requirements :
 Compatibility/Functionality: Must be able to maintain data that is compatible and sharable with the company’s
payroll system.
 Maintainability: Must be programmed in Java
 Performance Efficiency: Must be light and render quickly.
 Scalability: Must be able to support a volume of at least 1500 users at a time.
 Security: Must only allow current employees to register and utilize the system.
 Usability: Must be self-explanatory and very user friendly.
 Compliance: Must comply with all state and federal laws regarding:
 Payroll
  Food Services
 Human Resources
3.4. Transition Requirements :
 Making the website/App available for selected user/testers for testing and making necessary improvements on
feedback and easily available on both Android and IOS software so that all the employees can download and use
it very easily.
 Promoting the App but introducing discount schemes and coupons through emails, templates, adds on the office
notice boards,
 Provide a training meet for all the users and let them know how to use it and what are the benefits of it.
 Make sure that the cafeteria staff are ready with all the equipment they need to handle the food orders and win
good will from all the initial users and take full advantage of the system and make it a success.

4. Project tasks :

4.1. Identifying stakeholders – Create a list of stakeholders (as taught in Business Analysis Planning and
Monitoring Knowledge Area)
4.1.1. RACI Matrix :
 RESPONSIBLE: The person who will be performing the work on the task.
 ACCOUNTABLE: The person who is ultimately held accountable for the successful completion of the task and is
the decision maker. Only one stakeholder receives this assignment.
 CONSULTED: The stakeholder or stakeholder group who will be asked to provide an opinion or information about
the task. This assignment is often provided to the subject matter experts (SME).
 INFORMED: A stakeholder or stakeholder group that is kept up to date on the task and notified of its outcome.
4.1.2. RACI Matrix table :
Stakeholders Responsible(R) Accountable(A) Consulted(C) Informed(I)
Project Manager R A
Business Analyst R
Employees I
Canteen Manager R
Chef R
Canteen Service Staff R
Delivery Staff R
Domain SME C
Implementation SME C
Testers R I
Operations Team C
Payroll Team R I
Management Team I
Supplier R I
 4.1.3. Onion Diagram :

Fig 3 : Onion Diagram

4.2. Identifying the problem statement in this system.
 Total no. of employees : 1500
 Total no. canteens : 2
 Total seating capacity (including both) : 300 employees
 Total time taken to go to the canteens : 10 min
 Total time taken to wait in the queue for food and table : 30 – 35 minutes
 Total time taken to eat : 10 – 15 minutes
 After all the trouble taken and waiting in the queue, if the choice of meal is not available, then the employee
returns without eating. Total wasted time & eating approximately : 40 – 45 minutes
 All-together time taken by each employee for lunch between 12 – 1pm : 50 – 60 minutes
4.2.1. Root Cause Analysis (Fish Bone Diagram) :

Fig 4 : Root Cause Analysis (Fish Bone Diagram)

4.3. Identify objectives of the new Canteen Ordering System.

Fig 5 : Business Objectives

4.4. Create as-is and future process map (using flowcharts). You can use any of the popular tools in the market
like Microsoft Visio, Lucid Chart, Creately, Pidoco, or Balsamiq
4.4.1. As-is Diagram :

Fig 6 : As-is Diagram

 4.4.2. Future process map :

Fig 7 : Future process map

4.4.3. Future and Old process flowchart :
 This diagram portraits a vivid picture of how the old process
(as is) and Future process (To be) looks like and also depicts
how this system change will affect the involving end user. As
it shows the old process was tiring with too many contact
points and wastage of time which in turn effects the
satisfaction level of the involved parties. But the new system
completely eliminates all contact points except delivery and
takes the wastage of time to a bear minimum which leads to
maintain a higher satisfaction level.

Fig 8 : Future & Old process flowchart

4.5. As a Business Analyst working on this project, find out the scope of the Canteen Ordering System. To find
the scope you can use the case diagram (UML) or context diagram for the same.
 Context diagram gives a bird’s eye view on the entire
system and the data flows within. It shows how each
section acts and how they transform data which
they receive as input and give out as output for the
next section or process point to carry out. Online
canteen acts as a centre hub for all the data to flow
and transform into their respective forms and flow
into the next sector. Even when this is a loop, the
centre acts as a storage (mostly temporary) the
initial trigger comes with the input from the
employee side which triggers other entities even
when it comes to the report generation at the end of
each month (continuous process for continuous
improvement and monitoring).
Fig 9 : Context Diagram
 4.6. Write down the main features that need to be developed.
 Website and Mobile Application
 Website to be Light Weight and Manage 1500 Logins at a time
 Admin Account Creation and Login.
 Creation of Accounts / Logins of All Stake Holders.
 All logged in Employees should be able to view and browse the menu and price list and also add to cart the meals
to the cart to view the total cost of items to be ordered.
 Order can be placed Only Before 11 am & on selection of Payroll Cut (by clicking on the deduct from payroll tab)
 Registration Details Should Include the Following :
 Employee Registration :
 Name
 Employee ID
 Designation & Department of Work
 Floor & Desk Location
 Password
 Admin / Project Manager / Accounts / Management / Payroll Dept Registration :
 Name
 Employee ID
 Designation & Department of Work
 Floor & Desk Location
 Password
 Canteen Manager Login :
 Name
 Employee ID
 Designation & Department Of Work
 Floor & Location
 Password
 Chef Login :
 Name
 Employee ID
 Designation & Department Of Work
 Floor & Location
 Password
 Canteen Manager :
 should be able to Upload the Menu on a Daily or Weekly Basis
 Should be able to view the orders placed. Download and upload the same for the chef to prepare the meals.
 Should be able to View the orders ready for delivery and assign the same to the delivery boy for dispatch.
 Should be able to organize table slots for employees on the basis of 15 min eating time per employee.
 Employees :
 Should be able to create and login the account. Also, should have a feedback column for suggestions and
complaints.
 Should be able to Browse and Smoothly order the meals as desired with ease.
 Management:
 Should have access to all the accounts, sales, inventory / stock, data, to generate substantial reports in
accordance to the data received.
 Should be able to track the inventory Coming IN – Consumed – Wasted – And then Stock In Hand on a daily
basis.
 Delivery Boy :
 Should be able to view the list of orders ready for dispatch to be able to deliver the meals on time and close
the order post-delivery.
 Payroll Dept :
 Should be able to have access for employee’s consent to deduct the meal amount from the employee’s payroll.
 Should be able to deduct the meal amount from the employee’s payroll with ease.
 Should perform the task of organizing and sharing the below data with Project Manager & Other Concerned
Senior Managements.
 Collect the Data of number of employees using the system
 Make a List of top 5 favourite Dishes Ordered
 Daily Sales Report
 Monthly Sales / Revenue Report along with Earnings
 Order Forecasting, i.e., Prediction of which item will be ordered and when will it be ordered.
 Submit Employee Satisfaction Report on the basis of Feedback Received.
 IT / Tester / Implementation SME :
 Technical team should be available to troubleshoot any kind of errors or bug issues.
 Should Perform the Testing with perfect precision and coordinate the results with other stake holders
concerned with the development task.
4.7. Write the in-scope and out-of-scope items for this software.
4.7.1. In-Scope Requirements :
 Menu Selection :
 Employee will access Canteen Ordering System main page via URL.
 Employee should be able to view the day's menu without having to log in.
 To order, employee will have to log in with User selected ID and Password.
 If employee has not set up a profile, 'Initial Registration' sup-application will launch (see Initial Registration
section for detailed requirements).
 Web page will be active until 11:00AM - Message 'Ordering Time Expired' will appear in main Page - All
customer logins will be blocked until menu is updated.
 System will perform security check against saved Password from initial registration or updated Password.
 If Password is Forgotten, system will initialize 'Reset Password' Routine - (see Initial Registration for detailed
requirements).
 When reaching main page, User will select items from Daily Menu.
 Menu will be separated into 'Snacks', 'Main Dishes', 'Drinks', 'Desserts'.
 Menu will have Photograph, Description and Price for each menu.
 Each item will have 'Like' icon next to the price.
 User will click on 'Like' Icon for each item selected and message 'Item in Tray' will appear.
 Check-out :
 Main page will have Shopping Cart Icon on Upper right corner to Check-Out.
 Shopping Cart will display a list of all item selected by the user along with activated 'Like' icon.
 User will be able to click activated 'Like' icon to deactivate it and remove any item from tray.
 Message 'Item Removed from Tray' will appear.
 User will have the ability to 'Continue Shopping' or 'Confirm Order'.
 If 'Confirm Order' is pressed, message will appear that Customer will not be able to make changes or Cancel
the order.
 Canteen will include applicable sales tax and display window with the list of items and Total.
 and total amount due to customer.
 Payment :
 Payment will immediately be requested to Payroll.
 If Payroll does not have a record of employee (i.e. employee left company, terminated, new.
 employee) message will appear that Employee is not registered.
 Payment will be sent to Canteen and deducted from employee salary.
 Initial Registration :
 First-time Customers will need to create a profile in the system.
 Customer will enter Employee ID, First Name, Last Name, Work Phone, Cell Phone (optional), work-email.
 System will require customer create a unique password with standard rules - (1 or more Capital letter, 1 or
more lower case letters, 1 or more number [0-90] and 1 non alphanumeric character). Password should not
be longer than 12 characters.
 If customer forgets the password, initial page should have 'Forgot Password' link that will send an automated
email to reset the password. Customer profile will be updated with new password.
 Canteen Manager Requirements :
 Canteen Manager will have write-access to Menu for daily update. Canteen Manager will be able to add,
update and delete items in the menu including photographs, description and price.
 Canteen Manager will have 'Administrator' capabilities for updating web-page.
 System will require Canteen Manager to enter Employee ID and unique password.
 Only one Administrator can be logged into the system at one time.
 If more than one person is Canteen Manager (administrator) the system will display message that another user
is Administrator at this time.
 System Administrator should be able to override and close out any account accidentally left open.
 System Requirements :
 Application will be written in Java for easy maintenance.
 Canteen Manager will need a new server or standalone computer to track orders, data storage and create
reports.
 System will auto-create daily reports to track sales, how many employees use the system, access satisfaction
reports from customers and report on the most popular dishes.
 Server will monitor in real-time all orders and send these to stations where the Canteen Manager will be able
to dispatch them to the Chefs.
 Delivery Agent will receive orders from Canteen Manager as these are completed.
 System will compile all daily information.
 System will auto-create monthly reports to include monthly earnings and order forecasting based on what
dishes are the most popular.
4.7.2. Out-Scope Requirements :
 Breakfast items are not included in Canteen Ordering System.
 Refund to Customers in the event an order is never received.
 Electronic 'received' confirmation recording the time of receipt of order.
 Automated email to customer once order is complete.
 Automated email to customer when order is received.
 Include suggestions of what can be done better in Feedback.
 Real-time notification of 'Order Status' in customer profile (in 'My Orders' section).
 Delivery to any other place besides work station.
 To streamline daily work, Canteen Manager should be able to update menu for the entire week (i.e. upon closing
of canteen on Friday).
 Mobile text message option when order is complete or received.
 Optional Inclusion of dietary preferences from Customer (i.e. vegan, low-cal, gluten-free, etc).
 Optional Inclusion of food allergies.
 Inclusion of automated emails with the day's menu and suggestions (depending on dietary preferences).
 Web Page must be accessible via mobile or Tablet device.
4.8. Draw an activity diagram for the system.

Fig 10 : Activity diagram

4.9. Draw an ER diagram of the system.

 An Entity Relationship (ER) Diagram is a type of

flowchart that illustrates how “entities” such as
people, objects or concepts relate to each other
within a system. The below diagram illustrates
the relationship between the stakeholders of the
Canteen Ordering System for Unilever.

Fig 11 : ER Diagram
4.10. Write out the business requirements, both the functional and nonfunctional requirements.
4.10.1. Functional Requirements :
 Website will take lunch orders from employees until 11:00AM.
 Site must be user-friendly with reliable connectivity.
 Site calculate bill with no cash transaction at the time of purchase.
 Website will have connectivity and collect funds from Payroll.
 Site will track all order and deliver them in real-time to Canteen Management.
 Site will compile all orders and perform analytic for reporting most popular dishes, total daily sales, total
monthly sales and forecast future sales of dishes.
 Website will have a Feedback page for customers.
4.10.2. Non-Functional Requirements :
 Menu will be easy to read and categorize food by type.
 Website should be able to serve all 1500 employees in the building.
 Website shall increase employee work-life quality.
4.11. Draw wireframes or mock screens for any two of the features namely Menu Creation and any other feature
as deemed fit by the student. (Use the technique prototyping or wire framing that is taught in the Training).
You can use any of the wireframing tools like Microsoft PowerPoint, Microsoft Word, Balsamiq, Sketch, Adobe
XD, Adobe Illustrator, Figma, UXPin, InVision Studio, InVision Freehand, or Moqups.

Fig 12 : Sign Up/Log In page

Fig 13 : Online order page