Automation of Snow-NZ Sales Ticketing and Sales System - Research Paper Example

 AUTOMATION OF SNOW-NZ SALES Ticketing and Sales System TABLE OF CONTENTS 1. INTRODUCTION 1.1 Current Problems/Opportunities 1.2 Minimum System Requirements 2. FEASIBILITY ANALYSIS 2.1 Technical Feasibility 2.2 Economic Feasibility 2.3 Organizational Feasibility 2.4 Schedule Feasibility 2.5 Resource Feasibility 3. CURRENT SYSTEM SPECIFICATIONS 3.1 UML Models 3.1.1 Use Case Diagram 3.1.2 Structural Model 3.1.3 Activity Diagram 3.2 Structured Design Models 3.2.1 A context Diagram 3.2.2 The Level 0 DFD 3.2.3 One Level 1 DFD 4. PROPOSED SYSTEM SPECIFICATIONS 4.1 UML Models 4.1.1 Use Case Diagram 5. Comparison and Analysis 6. References/Bibliography Page 03 05 CHAPTER 1 INTRODUCTION 1.1 CURRENT PROBLEM/OPPORTUNITIES Three premier recreational snow fields are managed and operated by M/s. Snow-NZ under a long term contractual lease arrangement with the New Zealand South Island’s government. The current Ticketing and Sales system operational for the three resorts are becoming inefficient, slow and time consuming resulting in delays, errors, loopholes for pilferage and financial loss. It also affects the customer satisfaction and comfort and there is no possibility of handling additional load in case of increase in customer traffic or tourist visits. After careful study of the current situation, it is analyzed that following are the barriers or constraints in the Ticketing and Sales system that hinders business growth. Insufficient and outdated computer hardware and ineffective, inappropriate and obsolete Ticketing and Sales System Efficiency of administrative and management staff is limited to the depleted hardware and software resources making business ineffective and inefficient. Stand alone systems of data collection and recording Manual collection of data and processing of information Cumbersome, lengthy and inaccurate data sharing and transfer procedures amongst different users Non-availability of important and crucial data for processing when needed most Duplication of work, data collection and information printout No validation for accuracy, duplicity or wrong data entry Incomplete recording of transaction data and non-availability of processed data required as input information for analysis and management reporting All the above challenges limit sales; make business ineffective and staff inefficient. However it provides huge opportunity for global marketing. Deployment and implementation of new high speed technologies can simplify and make effective and efficient global business on one hand and provide excellent, quick and economical services to the world wide customers on the other hand. Opportunities generated by above challenges are streamlined as under:- Deployment and implementation of high-speed server and globally accessible website providing customized solution on line for Ticketing and Sales of skiing and tourism services. Accessibility of information and data globally as per individual users’ security and requirements Instant ticketing and sales service fully automated and operational by the customer himself and processed by website. Availability of all necessary information in real time for planning administrative and logistic work load and staff e.g. rush season, dull season, number of tourist coming on a single day, etc. Opportunity to get better price when demand is highest and offer maximum discounts when the demand is lowest. Availability of services, its booking, selection and payment on line resulting in real time collection of data, money and its processing Increased sales and decreased cost due to employment of new technologies and automated system Better control on the business operation due to instantly available information and funds generated through on line sales. It can be concluded that challenges are there but with them are huge opportunities which if utilized, can produce outstanding profits for business and great satisfaction for clients. 1.2 MINIMUM SYSTEM REQUIREMENTS The new Ticketing and Sales system will primarily be based on internet technologies and it is recommended that Microsoft technologies are used for the deployment and implementation of the system. The minimum system requirements are recommended as follows:- 1.2.1 Web Server Machine Web Server machine is a personal desktop computer. It manages all the web traffic and transaction, stores, process and retrieves data and controls security and other critical data of each user on internet. It has following hardware devices and software components:- Intel Processor with Pentium 4 with memory of 4GB RAM Hard Disk Two each of 150 Giga Bytes System Board with built in ports for Audio, Video, Printer, Networking, Telephony, Keyboard, Mouse and USB Plug and play peripheral devices such as Printer, Keyboard, Mouse, Speaker, Camera, CD/DVD ROM writer and at least 8GB USB LCD 15” Display Unit UPS for this system about 1 KV adjust as per electricity load Software “Windows Information Index Server”, “Microsoft SQL Server 2000”, “MS Office” and browser “Internet Explorer 8.0” Operating system “Windows Server 2003” Wireless broadband high speed Internet Connectivity 1.2.3 Client Machine Client machine is a personal desktop computer. It will have a browser and internet connectivity that will allow user to connect to the system as client and do his job as per his status such as client, customer, supplier, administrative staff, management staff, etc. It is a system unit having following hardware devices and software components:- Intel Processor Pentium 4 with memory of 1GB RAM Hard Disk Two each of 150 Giga Bytes System Board with built in ports for Audio, Video, Printer, Networking, Telephony, Keyboard, Mouse and USB Plug and play peripheral devices such as Printer, Keyboard, Mouse, Speaker, Camera, CD/DVD ROM writer and at least 8GB USB LCD 15” Display Unit UPS for this system about 1 KV adjust as per electricity load Software “MS Office” and browser “Internet Explorer 8.0” Operating system “Windows XP with service pack3” Wireless broad band high speed Internet Connectivity CHAPTER 2 FEASIBILITY ANALYSIS 2.1 TECHNICAL FEASIBILITY This Technical Feasibility study attempts to identify the needs of technology, labor, logistics, physical location and materials the new Ticketing and Sales System will require running the business. 2.1.1 Technology Requirements The requirements of technological equipments calculated here below and may be adjusted before any final decision after inspection and assessment of the existing hardware. The decision to either upgrade the existing hardware or replace it with new will depend upon its remaining life, status of depletion and cost benefit. It is recommended that Microsoft or few of its Gold members is approached to get volume discount on software licenses. One System Unit as Computer Server Thirty System Units as Computer Clients Thirty One LCD Monitors Thirty One Printers Thirty One Keyboards Thirty One Mouse Thirty One USB Drives Thirty One UPS Thirty Licenses for Windows XP Service Pack 3 Microsoft SQL Server 2008 with internet users license Microsoft Information Index Server with internet users license Microsoft Office with Thirty One licenses Microsoft Visio and Visual Studio .NET 2003 for developer license. 2.1.2 Labour Requirements The requirements of labour calculated here below and may be adjusted before any final decision after inspection and assessment of the existing people. The decision to either train and develop the existing staff or replace it with new one will depend upon a concerned staff’s age, skills and performance. One Web Administrator manages and controls web related work One Database Manager manages and control data and its backup Thirty Sales Officers to use and manage system and client Three Maintenance Officers at three different locations One Training and Development Officer to train staff Two Web Developers for constructing and maintaining the web code 2.1.3 Logistics for wireless high speed Internet Connectivity To establish global connectivity amongst all the users, it is required that a good Internet Service Provider (ISP) is hired which will provide high speed internet connectivity and communication link for the Server and all the Client machines without any wire connection. This will promote and globalize the tourism business immediately upon launching of the new website on the internet. A complete list of Internet Service Providers and Broadband Companies of New Zealand can be found at http://broadband.t5.co.nz/ and their prices, services and analysis for making the right selection. 2.1.4 Physical Location The existing brick and mortar office should be inspected and reorganized to fit an I.T. Department where the Main Server should be deployed. Alternatively the Server can be deployed at a city head office since the entire system is based on wireless broad band connectivity. It should also be explored if the server can be maintained at any third party location which is very common nowadays and also very economical. However, the issues of security and data theft are quite common and needs strict scrutiny before any outsourcing. The Web Administrator, the Database Administrator and Two Developers sit in the I.T. Department to control, monitor, manage and maintain the Ticketing and Sales system. The Sales Officer current locations are well suited for administrative management and should remain same. However, their furniture should be reviewed and modified according to the new computer hardware installation, such as electricity outlets, telephony outlets and tables for printers. 2.1.5 Material Requirements To conduct day to day business and maintain office facilities, various types of supplies are needed as under:- Printer Cartridge/Ribbons Plain Papers Stationery items like pencil, pen, staple, etc. Consumables like tissue paper, soap, tea, etc. DVD/CD for making backup of data and software Printed stationery like receipts, tickets, payment slips, etc. 2.2 ECONOMIC FEASIBILITY The Economic Feasibility given in the attached Excel format shows Cost Benefit Analysis. The cost of developing the system is estimated at $13,50,500 consisting of following components:- Computer Equipment $ 400,000 Peripherals $ 125,000 Networking $ 165,000 Software $ 102,500 Developer Labour $ 398,000 The important assumptions for this analysis are as under:- Growth in sales is assumed at 20% per annum The cost of labour is indexed at 10% per annum The cost of Training is indexed at 7% per annum The Break Even point is estimated as 23% The rate of interest is assumed as 3% 2.2.1 Present Value Analysis The present value of initial investment of $ 13,50,500 invested at 3% at the end of 6th year will become $1350500(1+0.03)^6 = $ 16,12,568. The net return is $ 262,068 as against $ 378,795 expected in new Ticket and Sales System 2.2.2 Net Present Value Analysis The initial investment for developing the Ticketing and Sales system is $13,50,500 and its operational cost for six years is estimated as $ 12,98,083. The total cost comes to $26,48,583. The benefits of six years expected in the form of increased customer sales, reduced wastage and improved efficiency is estimated at $ 30, 27,378. This yields a net present value NPV of $ 378,795 which is 14% return on Investment. 2.3 ORGANIZATIONAL FEASIBILITY The Snow-NZ is a private Limited Company. The New Zealand Tourism Authority has outsourced its management and commercial operation of three snowfield areas to the Snow-NZ. These snowfields are as under:- “Remarkables” ski fields based within thirty minutes of Queenstown. “Coronet Peak” ski fields based within thirty minutes of Queenstown. “M Hutt” ski fields based fifty minutes travel from Christchurch The Organization has one Chief Executive and four managers handling four different departments of Catering, Transport, Logistics and Information Technology (I.T.). Each department has its own man power to manage and operate day to day work. The logistics have 30 Attendant Guide which will operate automated Ticketing and Sales System. The I.T. Department monitors, manages, implements and deploy the website customized solution with the help of Web Administrator, Database Administrator and two developers. 2.3.1 Organization Chart 7 2.3.2 Principles and practices of business The Snow-NZ follows a published code of conduct which has following important clauses. Ethical principles of honesty, truth and respect must be followed Each employee dealing with customer needs to be extra polite and nice Punctuality and regularity in attendance is non-tolerated No cash dealing in any way with the customer. All receipts and payments to be made by credit cards or cheques 2.4 SCHEDULE FEASIBILITY The deployment and implementation of the new Ticketing and Sales system will be completed within 68 days approximately from the start date. The broad work units are categorized below with the time estimated for each:- Hardware Upgrade 3 days Software Upgrade 7 days Internet connectivity 10 days Website construction 40 days Training and development 7 day Website launching 1 day A Gantt chart showing the above work units expanded over the calendar is given over the next page. Gantt Chart Ticketing and Sales system (page 1) Gantt Chart Ticketing and Sales system (page 2) 2.5 RESOURCE FEASIBILITY WBS Activity Skills needed Name of person Skills level Deliverable Effort days Start date End date Cost 1 Hardware upgrade MSC/BSC Information Technology Outsource Hardware Vendor Expert Computer Hardware 3 May 2 May 4 Negotiable 2 Software upgrade MSC/BSC Information Technology Outsource Software Vendor Expert Software 7 May 2 May 10 Negotiable 3 Internet Connectivity Web administrator Outsource ISP Expert Wi-Fi broadband Internet 10 May 5 May 13 Negotiable 4 Website Construction Web Administrator Developer 2 VB.NET Developers IT manager Web Admn. Expert Website 40 May 9 July 1 Negotiable 5 Training and development MSC/BSC Information Technology IT manager Web administrator Expert Lessons on operating website 7 July 4 July 12 Negotiable 6 Website launching Top Management Chief Executive Expert Operating website 1 July 13 July 13 Negotiable CHAPTER 3 CURRENT SYSTEM SPECIFICATION 3.1 UML MODELS 3.1.1 Use Case Diagrams The Use Case Diagrams designed in this document identifies the usage of this system. It provides description of how system will be used. The numbers of people or stake holders involved in using this system are as follows:- Internal Sales Staff Guest Services Backpacker Worker Staff Manager External Agents Tour Operators Customers Use case diagram depicts external and internal persons who collaborate and cooperate to do the operating activities of certain nature in the form of an action. These use cases are identified as under:- Sell Tickets Activate prepaid vouchers Access ski field services and infrastructure Record transaction information Usage Scenarios Each use case can have different scenarios to face. It is therefore also important to understand what alternatives and options are available to perform an action. This is depicted in a tabular form in the Usage Scenario of one important use case. Use Case: Sell Tickets Use Case Id UC0001 Actors 1. Sales Staff 2. Customers Actions 1. Is customer prepaid voucher? 2. If yes Customer Activate Prepaid Vouchers 3. If no then cheque what is required? 4. Equipment Hire? 5. Lift Passes? 6. Ski Lessons? 7. Collect Payment. 8. Issue Ticket Descriptions Any person intending to use lift, equipment or take ski lessons requires first to buy a ticket by making payment to sales staff. Alternative Paths Contact manager sales staff Preconditions 1. Tickets should be in stock Post conditions 1. Transaction details are recorded 2. Revenue, commission and bank accounts are updated. Author Naseem Chagani Exceptions 1. Takes too long to sell ticket 2. Prepaid vouchers require further action 3. Credit card payment refused. 3.1.2 Structural Model The Structural Model depicts Class diagram and the relationship of different classes used in the system so as to see how cohesive the relationship is amongst different objects and classes. Since this project is a Windows based Application each class is represented in a Windows Class of Form having standard sub classes of controls, like Labels, Text Box, Buttons, Picture Box, Icons, Slide Bars, Data Grids, etc. The following diagrams illustrate relationship amongst different form class. 3.1.3 Activity Diagram 3.2 STRUCTURED DESIGN MODELS 3.2.1 A Context Diagram Context diagram uses following symbols to show the flow of data amongst input source, a process and output source. Purpose Symbol Process to denote transformation of data Interface which are external sources or consumers of data outside the boundary of this system Data Store where data is being stored for later retrieval. Provides input to the process. Outputs of the processes may also go into these data stores. Data Flow to show the flow of data 3.2.2 The Level 0 DFD 3.2.3 The Level 1 DFD CHAPTER 4 PROPOSED SYSTEM SPECIFICATION 4.1 UML MODELS 4.1.1 Use Case Diagrams The Use Case Diagrams designed in this document identifies the usage of the proposed system. It provides description of how system will be used. The numbers of people or stake holders involved in using this system are as follows:- Internal Sales Staff Guest Services Account Manager Trainer Executive External Agents Tour Operators Customers Suppliers Use case diagram depicts external and internal persons who collaborate and cooperate to do the operating activities of certain nature in the form of an action. These use cases are identified as under:- Sell Tickets Login Process Payment Deliver services Generate Reports USE CASE DIAGRAM OF PROPOSED TICKETING AND SALES SYSTEM Usage Scenarios Each use case can have different scenarios to face. It is therefore also important to understand what alternatives and options are available to perform an action. This is depicted in a tabular form in the Usage Scenario of one important use case. Use Case: Sell Tickets Login Use Case Id UC0001 Actors 1. Customers 2. Agents 3. Tour Operators Actions 1. Login with user name and password 2. Authenticate and validate 3. If Not validated then try again 4. Stop after three attempts 5. Offer available services 6. When Services selected go to payment processing 7. If payment successful then update database 8. Generate Ticket and send email to customer 9. Offer user to print ticket Descriptions Any person, intending to tour or visit ski resorts in New Zealand, can book and buy ticket on line by making payment with credit card. Agents and tour operators can also generate ticket through website and their allocated user name and password. Alternative Paths Contact support services by email. Preconditions Internet connection and computer Post conditions Transaction details are recorded Revenue, commission, bank accounts updated. Agents, Tour Operators commission recorded Author Naseem Chagani Exceptions If customer make mistake no option for changes in processed orders. CHAPTER 5 COMPARISON AND ANALYSIS 5.1 SIMILARITIES AND DIFFERENCES The proposed Ticketing and Sales system is based on new Windows based and Internet based technologies. It will allow global access, sharing and networking of data. The current Ticketing and Sales system is obsolete and outdated and do not allow sharing or access of data beyond single computer. The proposed Ticketing and Sales system is a real time web based system which will do all the validation, authentication, pricing and printing on line instantly at the time of transaction entry as compared to current Ticketing and Sales system which is manual and has no validation or authentication. The proposed Ticketing and Sales system will update the database and process all its relevant effects in accounts immediately upon completion of transaction by the user. No human intervention whatsoever is required. On the contrary current Ticketing and Sales system takes long manual procedures to update accounts and process information. The proposed Ticketing and Sales system will generate all the customized management reports for all the stake holders on a click of a button which facility is not available in the current system The proposed Ticketing and Sales system will give access to all the data for retrieval in any required format which would enable efficient planning and management of services at resort. The proposed Ticketing and Sales System will be able to handle as much increase as possible in the number of intending tourists at the resort. It will also make marketing simpler, faster and most economical. 5.2 CONCLUSION AND RECOMMENDATION The new proposed Ticketing and Sales system will be far advanced and most economical system. It will increase efficiency and effectiveness of all the staff at the resort on one hand and provide great comfort and satisfaction to the customers on another hand. The return on investment is expected to be 14% which is higher than the current rate of interest. The technology will bring many collateral advantages and benefits for the country as well. The larger number of tourists visits will increase the local sale in the area and bring different cultural and regional values to New Zealand. It is therefore recommended that the new proposed Ticketing and Sales system is approved and implemented as early as possible. CHAPTER 6 REFERENCES AND BIBLIOGRAPHY “Lahle Wolfe. ‘Feasibility Study Course Index’ About.com Guide, About.com Women in Business. About.com, Women in Business, 29 Apr. 2011. Web. 29 Apr. 2011.” Read More