System Analysis and Design - Essay Example

SYSTEM ANALYSIS AND DESIGN 251 Problem When s call Outback Tours (OT) concerning booking of tour reservation, confirming records and making up follow up, they experience delay due to manual system of record keeping. Manual record keeping systems involves of paper oriented journals for every monetary year. They are a nice way to train about accounting and bookkeeping, and maintain control of corporations’ financial details (Bragg 2013, 24). However, it is not a quick way of servicing customer since it involves slow way of organizing, and categorizing details, thus affect quick facilitation their use, retrieval, preservation, and disposition. Due to the disadvantages of this system, Helen McPherson seeks information systems that are crucial to the achievement of modern business organizations. Information systems are the hardware and software applications that sustain data-intensive functions. They involve an integrated set of mechanisms for gathering, storing, and handling data and for provision of information, facts, and electronic products (Stair and Reynolds 2013, 120). Business corporations (OT included) and other institutions depend on information systems to implement and manage their functions, interrelate with their consumers and suppliers, and contend in the marketplace to gain competitive advantage. With this system in place OT will be able to serve their customers efficiently and accurately. This Functional Requirements Report provides information system fundamentals that will facilitate the Customer Booking system including accommodation booking of OT (Stair and Reynolds 2013, 156-200). System capabilities This Functional Requirements Report identifies the required system capabilities that would enhance OT customer booking and accommodation facilities to improve general performance of OT (Institute for Systems and Technologies of Information, Control and Communication 2006, 264). The capability of incorporating IT efforts with business activities and purposes. This potential is to administer organizational preparations, structure procedures and staffing tacking any predicaments in OT booking arrangements Provide a quicker service and efficient customer’s handling It is easy to input booking details through IS system Retrieval of booking details is simplified thus customer service rate is higher Facilitate concurrent input of customers details if more than one customers have called at the same time Customer have a chance to provide feedbacks and comments easily Provide accurate accommodation details Customer can make online reservation requests which is faster Support electronic accommodation allocation which is accurate and precise Encouraging marketing promotional approaches Provide social marketing approaches that would encourage more customers Interface with social marketing Medias to encourage efficient accommodation booking (Institute for Systems and Technologies of Information, Control and Communication 2006, 264). Business benefits Information system comes with many business benefits. OT will benefit from IS incorporation benefits that are essentially to boost customer’s satisfaction and loyalty. 1. The primary benefit of information systems is their ability to provide a user with the information needed to do any task effectively and efficiently (Kurbel 2008, 126). 2. Computer databases and paper records provide data, but information systems provide the appropriate data about each user’s tasks in a format best suited to that user. 3. Information systems can present real-time or archived data as needed and are adaptable to new or modified information requirements. 4. Increase the customer share, frequency of customer preferring OT and customer satisfaction 5. With efficiency of service provision customer attraction and loyalty is achievable. 6. Increased recommendations rate by loyal customers to their friends 7. Information systems can be re-programmed due to their flexibilities to grow with organization need (Kurbel 2008, 126). Scope of the system Functional Requirements Report provides new information system’s scope through context Data Flow diagram. It is easy to analyze the scope through the diagram. This Functional Requirements Report identifies the below procedures as critical information system that would enhance OT’s customer booking system. OT novel customer booking system allows integrate OT management, accommodation department, customer request, departures, marketing, and booking approach. The system would facilitate instant reservation and storage of records to help in serving customers better. Online and telephone booking Accommodation liaison System interfaces Customer and Tour Details Accommodation query Accommodation access Reservation confirmation Booking Details Customer information back to basic or Luxury confirmation Update of records and details marketing package System management Major Use Cases and descriptions Use Case Glossary Use case Name Description Entity Create reservation Customer make a call or request online reservation to Outback Tours company, the clerk receives the call or online request and record particulars of a booking, the clerk confirms customer information, creates a new reservations, upgrade booking system of fresh booking data, correlate with pertinent authorities for the booking interfacing with pertinent offline and tentatively totals the condition. Data that is recorded regarding any new booking in new OT system comprise and not restricted to the tour code, tour name, short description, departure codes and dates, return dates and transaction preferences, the number of clients, duration, names of the drivers and tour guides, the vehicle registration numbers and others (Bittner and Ian 2006). Clerk Reservation reminder Clerk calls customer to verify the details captured are accurate and the customer confirms the details. This is done during tentative reservation thereafter the booking is marked completed. Customer Production of accommodation report Once the clerk has collected the customer information and input to the system. The authorizer, one of the management team members verifies the information and compiles the information collected within a time frame. This is a way of confirming correct information is collected and verified before completion of booking. Manager Entity Relationship Diagram The new customer booking system would incorporate various parties concerned with the booking procedure. Information system entails database responsible for storing, retrieving and updating booking information. Entity Relationship Diagram is a data base entity that is associated with this new system (Bagui and Earp 2011, 210). ERD below represent outline of system database The system permits customer to make booking and the tour clerk receives the details and record details. The ERD above is associated with an attribute description for each entity and association. Name of entity is customer Attribute Brief Description Details Data type (character) Customer No-TO Customer identification 123456 char Name Customer name Phillip char Address mailing address 5 Denolt Street California CA 92 char Telephone Tel no +011 018 506 058 char Date Accommodation period 4/07/2014- 11/07/2014 char References Bagui, Sikha and Earp, Richard. 2011. Database Design Using Entity-Relationship Diagrams, Second Edition: Foundations of Database Design. CRC Press Bittner, Kurt, and Ian Spence. 2006. Use case modeling. Boston, Mass. [u.a.]: Addison-Wesley. Bragg, Steven M. 2013. Accounting policies and procedures manual a blueprint for running an effective and efficient department. Hoboken, N.J.: Wiley. http://rbdigital.oneclickdigital.com. Institute for Systems and Technologes of Information, Control and Communication. 2006. Enterprise information systems VI. Dordrecht: Springer. Kurbel, Karl. 2008. The making of information systems: software engineering and management in a globalized world. Berlin: Springer. Stair, Ralph and Reynolds, George. 2013. Fundamentals of Information Systems. Cengage Learning Read More