Analysis Report: Health Wise Electronic System - Research Paper Example

?Health Wise Electronic System (HWES) Analysis Report Version 1 Participants: AjanthaHulugalle Bushra Abu Abah Keval Patel Saul Andres Roa Casas Saif sultan AL-Mahrouqi Contents Contents 1 1. Executive Summary 3 2. Introduction 4 3. Explanation 5 3.1 Data Structure 5 3.2 Conversion Process 6 3.3 Issues and Ramifications 6 3.4 Required Skills 7 3.5 Staff Training 7 4. Project Assumption 8 5. Information Gaps 9 6. Recommendations 9 7. APPENDICES 11 7.1 ERD (Appendix – A) 11 7.2 Structure Chart (Appendix – B) 12 7.3 Level-0 DFD Current System (Appendix – C) 13 7.4 Level-0 DFD New System (Appendix – D) 14 8. Team Participation 16 8.1 Email between Members 16 8.2 Meetings Record 17 8.3 Team Members’ Task List 17 REFERENCES 18 1. Executive Summary The Health Wise Electronic System (HWES) Analysis Report aims to elaborate the implementation details the new electronic application system to the Company. It has examined how this new system can be developed that would allow the staff of the company to retrieve information related to the distributors, product inventories, sales and payments. In addition, this report has identified and discussed data structure of the system including Entity Relationship Diagram (ERD), old and new system overview through DFDs, required skills for staff and development team, assumptions and information gaps that exist in the analysis. The analysis report has also provided concrete recommendations to improve customer services and sales acceleration means that will be used in HWES. Finally the team players introduction, responsibilities and roles have been clearly outlined along with the participation record of each team member in the analysis phase. The findings of the HWES analysis have proclaimed the importance of a new electronic application system to the company because the current system of keeping paper based records is not effective and difficult to manage. Equally, the company has no record of existing customers as they directly deal with distributors. As a result, the company cannot capture the customer details. The method of collecting cash after the delivery has effected badly to the company cash flow. The analysis team has deduced that the current paper based manual system pose several associated problems in every area of productivity and growth of Health Wise Company (HWC). It is obvious that a new electronic application system would help the company to enhance their performance in future as the company showed a continuous expansion of their business in past three years. Moreover the new web-based application will provide wide expansion of the company products to the business world along with added and enhance competitiveness. The following recommendations have been made: The analysis team has finalized the report for the development of a medium sized enterprise level web-based application which will be equally beneficial for HWC operational requirements and its local or distant customers and distributer. All the staff of the company will be required to undergo a specific training about the new system. 2. Introduction The overall goal of this analysis report is to explain how a new electronic application system can be developed to improve organizational productivity in HWC, which is in the business of marketing and selling natural and non-toxic health care products. The company has been financially sound and professionally managed as well as a continuous expansion of sales can been seen during the past three years. As a result, keeping paper based records of distributors, product inventories, sales and payments could be more difficult and problematic in future. Therefore introducing a new electronic application system to the company will be helpful. Furthermore, feasibility study report has provided an evaluation of how the new electronic application system will help to monitor all their product performances to plan promotion campaigns and better sale strategies in future, identifying distributors and customers based on categories, product information, sales volumes, inventory control and other statistics for tracking the sales performance of distributors over different period of time. Above all, this feasibility study report has illustrated whether this new system is required to enhance businesses in future. The report has also declared the technological possibility of the system and whether economic and other resources are available to develop the new system within the budget. 3. Explanation The executive summary of the system and introduction to the system were completed in the preview course work. This analysis report will now discuss some other features, structures and rules that can be utilized to ensure the smooth development and implementation of the HWES. 3.1 Data Structure The system structure is divided into various modules in order to organize various processes and to establish a clear system model. The modular approach of the system is depicted in the structure chart (Appedix-B) where major processes of HWES are shown communicating with each other. These modules may have an internal structure where various sub processes may be involved to complete various tasks. However, the structure chart is kept limited to the main modules of the system in order to keep the chart simple and easy to understand. The Entity Relationship Diagram of HWES is shown at (Appedix-A). The structure contain ten entities to record all transections of the system. There are several new item are introduced in ERD, like Online_sales entity, Ranking Entity, Admin Entity etc, these entities were deemed needful to record system transactions. 3.2 Conversion Process The present system at Health Wise is completely paper based and manual. Therefore the extensive data is required to be entered in the new HWES. The analysis team has proposed to develop data-entry form quite early in the software development process. These forms will be made available to the existing staff at HWC. Once all data entry module is operational at HWC the staff will be able to enter all new data directly in the HWES and the management of HWC will supervise the entry of existing data on priority. The management has a tentative plan to complete the data entry four weeks earlier than the projection completion. Correct data entry will be ensured through various validity checks in the data entry forms. The validity of data will be double checked by the Quality Assurance Department at Technologies & Solutions Pty Ltd. 3.3 Issues and Ramifications The data at HWC is mostly contained in registers and ledgers. The conversion of data into electronic form is a quite unwieldy task. However, to avoid any discrepancies, redundancies and inconsistencies data is typed into carefully developed computer based forms. The option of scanning was tested initially but it proved invalid because of inconsistencies, inaccuracies and insertion of special characters into database. 3.4 Required Skills The HWES project is designed to be developed using Microsoft dotNet technologies. The database will be designed in SQL Server, Forms will be designed using ASP.net and business logic will be implemented using C# language. The software development team at Technologies & Solutions Pty Ltd. is thoroughly competent to complete the task. However, few interns are also attached with the development team who will be required to attend classes on ASP.net and C# development. These skills will be taught by the existing programmers of the Technologies & Solutions Pty Ltd. The software development team is required to be briefed by HWC accounts staff on various accountancy procedures currently being used at the company. These purely accountancy procedures will be programmed after comprehension by the software development team. The soft version of these procedures will be tested in fully functional software environment before final approval of the project. 3.5 Staff Training Six staff member are currently working under the command of executive director Samantha Allwood. Samantha has a previous experience of working on corporate custom designed software application system. Therefore, she has a fundamental know how of computer applications and can learn the required skills at her own. However, the rest of the staff is quite hesitant to use new HWES and will require to undergo a carefully tailored training program. The training will last for two weeks and will commence after the HWES is deployed at customer site. The analysis team has identified the short training of the staff in the following areas of interest; Training Module Skills Duration Basic Computer Orientation Introduction to Computers Operating Systems Overview 2 Days Basic Computer Orientation Introduction to Software Applications 1 Days Application Specific Training Introduction to HWES Overview of the system 2 Day Application Specific Training Accountancy Procedures 2 Days Application Specific Training Reports Module Data Retrieval (Custom Queries) 2 Day Application Specific Training Hardware Troubleshooting Software Troubleshooting HWES Troubleshooting 1 Days 4. Project Assumption The analysis team has made a few assumptions for the system that were not originally provided by the client. These assumptions are enlisted below; HWES will also be required to use over a network. Therefore, simultaneous multiple accesses to data structure and optimization factors were carefully considered and incorporated into the project development. The client has not specifically asked for security features but it was assumed that a tight security mechanism will be required for online payments and corporate transactions. The security features suggested for the HWES application includes user based authentication to access system resources and encryption of every transactions that travels outside client’s premises. It was assumed that the client will require additional staff at its offices and there may be a requirement of home-based access to HWES application. It is assumed that the client will require additional products into the system at a later stage and the system is required to have provisions available to accommodate any such additions. 5. Information Gaps The nature of HWC interaction with its distributors is not clearly outlined and there are several areas which will require a further insight into client’s interaction with its distributors. It is not clearly mentioned which system resources are required to be blocked for distributors to address security and business issues. The client has not provided the exact qualifications of the its staff which should necessarily be available to design a customize training program. So, there may be a case where the clients will have to wait before the appropriate training is actually delivered. 6. Recommendations The analysis of the old and new system has helped us to finalize following few recommendations for the Health Wise Company. The company needs to develop an Electronic System to meet present and future requirements. The system scope should be extended a little more than six products and six staff members. Data entry of the existing system should be started immediately in order to ensure in time completion of the project. 7. APPENDICES 7.1 ERD (Appendix – A) 7.2 Structure Chart (Appendix – B) 7.3 Level-0 DFD Current System (Appendix – C) 7.4 Level-0 DFD New System (Appendix – D) 8. Team Participation 8.1 Email between Members Sequence Sender Recipient Subject Date 1 2 3 4 5 7 8 9 10 11 12 13 14 15 8.2 Meetings Record Sequence Attended By Agenda Date 1 2 3 4 5 7 8 9 10 8.3 Team Members’ Task List Sequence Member Task Time 1 Bushra Collecting data 4 days 2 Andres Planning 6 days 3 Saif Analysis 7 days 4 Ajantha Design 5 days 5 Keval Implementation 8 days REFERENCES Hoffer, JA, Georg, JF, Valacich, JS 2008, Modern system analysis and design, Prentice Hall, NJ Hong, M, Wei, Z & Haiyan, Z 2006, Software& Systems Modeling, Jun, Vol. 5 Issue 2, p172-186, 15p Vanamail, P, Subramanian, S, Srividya, A, Ravi, R Krishnamoorthy, K & Das, P. K, Tropical Medicine & International Health, Aug2006, Vol. 11 Issue 8, p1256-1263, Read More