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Case Study - Eat Organic Food

Part A

Question 1. Use the background information to create a short summary about the "Eat Organic Food".

Answer:

INTRODUCTION

Organic foods are the foods that are produced by following the criteria of organic farming just like Ian did. Organic farming, further, is the process of harvesting and cultivation of crops without the use of chemicals (such as fertilizers and pesticides) at any point of the procedure. Organic food selling is one of the major developing business across the globe these days. Organic foods available in market for supply are labelled and sold separately from general foods.

Question 2. Create an organisation chart for the business.

Answer:

ORGANISATION CHART

Systems Analysis and Design.jpg

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Question 3. Use the information above to describe the area of the organisation under study

Answer:

BUSINESS FUNCTIONS OF NEW INFORMATION SYSTEM

1. The business "eat organic food" follows the notion of growing plantations (i.e. vegetables) that are only organically grown meaning without the use of chemical pesticides or fertilizers. They are considered as one level-up vegetables compared to that of grown normally with the use of chemicals.

2. The business is run by Ian jones, and his wife, Ruth, both of whom are CEO (chief executive officers) of the company. They have divided their areas of interest at the work place.

3. Gardening- the practice of working in a garden area and looking after plants and related things. Noel, Netta, Noeletta and Mick are hired to assist the CEO (Ian) in the gardening aspect. Gardening includes weeding, planting, watering, fertilizers, pricking and pruning.

4. Customer dealing- it involves talking to customer, noting down their order, receiving details of the customer, managing bills or obtaining feedback.Chris, Cathy, Christina and Charlie are the others who lend a helping hand in gardening to others every now and then but are skilled in receiving orders on the phone from the customers and interact with them regarding the same. They report every necessary information to Ian.

5. Delivery-To tackle with the congestion at the pick-up area, Mark and Marsha are appointed as delivery agents, who deliver the food boxes to the desired address of the customer. They are further assisted by Dirk in lifting heavy boxes or sorting them.

6. Accounting (i.e. financial matters) is handled by Sam and Samantha who just work under Ruth.

7. Machinery skills- Ian hired Tim, Terry and Tina to obtain assistance in machinery part of delivery and farms. Tim is the manager and Terry and Tina answer to Tim who is further answerable to both, Ian and Ruth.

8. Marketing- marketing is the development of relationships with customers and satisfying their needs. This is handled by John, son of the CEO.

Question 4. Add the background information, organisation chart, and business functions to your Report document.

BACKGROUND INFORMATION

Ian, formally a mechanic, started organic farming of vegetables at home taking care of various aspects of it (such as weather, season etc). Customers used to order on phone and pick from his house, though he was payed well, customers wanted a better and easier way of placing their orders. Also, with increasing business, over-crowdingbeganat the pick-up area. Ruth, wife of Ian, who previously used to work at accountancy, joined him in his business and they both divided their fields of work. She was very supportive to Ian's work but knew that some alterations had to be made for better efficiency. Ian handled production and harvesting in garden area while Ruth looked after customer dealing, orders and financialmatters.4 new workers were employed to assist in orders and farming. Ian hired 2 persons for delivery process to reduce rush at pick up area. He also hired four people as a helping hand in gardening and three separate ones for machinery part assistance of farming and delivery, one of whom is the manager of the same. John, son of Ruth and Ian, studying marketing at SCU, agreed to help his parents on marketing part and develop new information system for their business. Considering the point of adding new information system, Ruth consulted with an employee for the same who gave her basic advices such as designing a web page for easier compatibility towards orders for both, customers and them. Also, point of producing organic fruits and maintaining the documentations of ‘organic-only'(without use of any chemicals in process) through a computer-based information system was discussed. Discussed in-detail silhouette of business to plan long term strategies to rely on. Ian agreed to Ruth's point of adding information system after she presented him thesystem vision document. After this, different tasks were performed to apply a newly developed system. Ruth mentions the willingness of customers to pay more for organic vegetables because of the high quality. Despite all, she took care that everything may remain in budget. Everything had to worked well because several mistakes like insufficient sources, poor planning or lack of technical support could lead to failure of the project.

ACTIVITY 2

Question 1: Prepare a draft System Vision Document for the Farm Information System.

Answer:

SYSTEM VISION DOCUMENTS

NEW INFORMATION SYSTEM

Problems description
1. customer frustrated about placing an order.
2. Problems regarding picking orders.
3. orders being time consuming due to chit-chat.
4. Meeting customers satisfaction.
5. Lack of indication of availability of products a few days prior
6. Maintaining legal documentation on "Organically Grown" and keeping a track of it.

System capabilities
1. Design a web page for the use of placing orders by the customers.
2. Updating the web time by time based on product availability.
3. Use a web form to memorize order history.
4. Computer based information system would make it easier to exhibit the "organic-only" documentation.
5. Prior indication of uncommon products availability.
6. Keep proper records of all customers including information like address, phone numbers and their regular orders.

New information system benefits
1. Time saving for both, customers and the workers.
2. Better way of reaching customer expectation.
3. Easy to produce and maintain.
4. Quite easily accessible.
5. Record maintainedof each customer.
6. "Organically grown only" documentation kept in check.

ACTIVITY 3

Question 1. Create a table, listing all tasks separately, with their duration;

Answer:

TASK TABLE

Task number

                 Task name

Task duration

1.

Meeting with farm staff

2 days

2.

Staff interviews

5 days

3.

Review farm record, observe business operation

2 days

4.

Interview some customers

1 day

5.

Analyse accounting process

2 days

6.

Study sample of orders and payments

2 days

7.

Field work

2 days

8.

Prepare report

1 day

Question 2. Identify all dependencies, and indicate what predecessor tasks are required;

Answer:

1. Our first task is to have a farm staff meeting including the farmer.
2. Then, would conduct staff interviews that is dependent on 1.
3. Reviewing farm records and observing business operations are dependent on staff interviews.
4. Analysing accounting process, studying sample of orders and payment transactions and undertaking field work is dependent on reviewing farm records and observing business operations.
5. Preparation of report is dependent on the complete study.

Question 3. Construct a Gantt chart in Microsoft Project or other project management software;

Answer:

Gantt chart.jpg

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Question 4. Identify the PERT/CPM chart in the software, and identify the critical path;

Answer:

PERT chart: PERT chart is the flow chart representation of a project consisting of various tasks, making it easier to understand the whole process with complete information.

PERT chart.jpg

PERT chart1.jpg

CRITICAL PATH of PERT chart:
The longest path of the project(task) is called the critical path.
(1-2-3-6-8)

Question 5. Determine the overall duration of the project;

Answer:

Overall duration of the project is 17 days.

ACTIVITY 4

Question 1. What are the risks associated with this project? Create a list of up to 10 risks and their likelihood of happening

Answer:

RISKS ASSOCIATED WITH THE PROJECT:

Sr no.

Risks

Reasons

solutions

Likelihood of happening

1.

Financial risks

May be the project gets out of the budget

Make strategies before implementing the task.

High

2.

Poor planning

Planning not done while keeps pros and cons in mind

Complete background study before planning a task

High

3.

Opposition pressure

Competitive parties could pressurize mind

Serve best offers to attract customers

High

4.

System adaption issue

There is possibility that the new system may not be adapted by the workers

Make staff familiar with the future system before implementing

High

5.

Complexityof new system

Unskilled staff

Hire well-skilled employers

High

6.

Non-user-friendly

May not be accepted by customers

Keep the web simple

High

7.

Reduced interaction with customer

verbal or face to face interaction decreases

Always ask for customer's feedback

High

8.

Hacking or spamming

Since everything is online, hackers could cause a problem

Keep system secure

High

9.

Less experienced consultant

Maybe he is new to the field

Employ a well experienced consultant as whole project is dependent on his guidance

High

10.

Poor teamwork

The employers set together to work lack coordination

Place employers according to their skills

High

Question 2. Define the anticipated benefits of the new system. Anticipated(predicted) benefits: the new system could be helpful in achieving various benefits, be it tangible or intangible.

Answer:

Tangible benefits: the project success will provide benefit to Ian and Ruth's organization (financially and statistically). Well working of the business will also encourage every worker to perform better and better in further tasks. Therefore, with better success and profit, they will able to serve in a more efficient way to people and maintain the reputation of their organization in the society.

Intangible benefits: the new system will help customers save their time from picking order and prevent them from entering the mess at the pick-up area. They will also easily able to receive high quality vegetables at their door step and stay healthy. This would also make it easier for customers to place order no matter where ever they are

Question 3. Define the expected costs of the new system.

Answer:

EXPECTED COST OF NEW SYSTEM:
1. New system installation-
$2000
2. Equipment price-
$3000
3. Maintenance price-
$2500
4. Salary of staff
-$6000
5. Packaging-
$1000
Total amount-$14,500

Benefits-
Estimated sale of food- $30,000
Income of food from outside sources- $15,000
Total= $90,000

Question 4. Use two or more cost-benefit analysis techniques

Answer:

COST-BENEFIT ANALYSIS

cost-benefit analysis.jpg

benefit amount X possibility of success
cost amount X possibility of success

$45000 X 85%
$14500 X 90%

$2.93. It means if we spent one dollar, we get a profit of $3.93

Question 5. Identify any assumptions and interpretations that you are making with respect to the information that you have been given, that you are estimating, and that you are projecting.

Answer:

ASSUMPTIONS ANSD INTERPRETATIONS:

As far as my view is considered, I think the new project strategies are suitable for the business "eat organic food" and would bring a bright future for the same.

I would suggest that the system must be simple and easily accessible, and teamwork is must to obtain better efficiency of work and it would be suitable for the customers too.

CONCLUSION

Overall, it can be included that Ian and Ruth are great personalities serving great to the society through their business, but they need to make some changes in their way of doing business for the betterment of both, customers and themselves.

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Part B

Background of the Eat Organic Food

In this case, just like his father is a grown farmer who followed the roots of his father and grandparents who were especially the growers of vegetables. In this work, be prefers having his vegetables grown in an organic forma with no artificial fertilizer. Before this, he worked as a mechanic, but since the quality of all the vegetables he sells are enough to pay for his bills be decided to concentrate fully into farming. John has continued to enjoy a positive flow of customers, meaning most of his products are not sold in the market. He also ensures that all order s are organized and delivered by him as he interacts with other customers. Therefore in the end this has resulted to more challenges when there is delay in pick up line since at times customer come all at once.

Making it a challenge for Jones to manage orders at times. In this regard, John has to work with other members of the family, including his wife. This is because the demand for the orders continue to increase on a daily basis and this has also resulted to a lot of congestion during the picking up of the orders(Cornelissen, Salmon, Stanton, & McClure, 2015). In this regard, John has thoughtabout implementing home delivery as a method to manage customers and decrease the number of those coming in to pick up the item at the same time. With his wife, Janet working as an accountant, she helps him learn to deal with the financial aspects of the business.

Organization chart

 

Organisasion chart of Eat Organic Food.jpg

Figure 1: Organisasion chart of Eat Organic Food

Company Activities

A). Purchasing Function -

In respect to the material requirements of the business Eat Organic for is going to make use of their own products, this is important as it ensures that they have minimized the cost and maximized the ability to exercise control. This means that they are not supposed to trade from other providers when looking to purchase product, in this analysis, Jones while who is also the financial manager has the mission to organize the case availability when the time to purchase products is due(Cornelissen, Salmon, Stanton, & McClure, 2015).

b) Productivity

The function of Productivity also plays one of the most important part in the business activities, which is a repeat closed procedure. The cycle of production will most probably depend on the function of marketing due to the fact that any part of production is going to be absolved in the event the results coming out in revenues and sales. Also in the same manner, the function of production will call for a huge investment through the use of fixed assets in addition to the working capital. In the most natural sense, whenever there is some form of control by Jane who is in charge of finances, it should be acknowledge that there would be neither under nor over capitalization (Gronwald, 2017). The criteria for cost benefit will also be one of the major guideline to the allocation of funds meaning the production and financial manager need to work as one.

c) Distribution

When it comes to the issue of distribution, it will look at the continuouscash flow in relation to meeting the needs of the organisation. In this regard, when the business in choosing the different channels of distribution, the media used in advertising and other promotional or marketing activities will also have to be looked in to. In this manner, the function of distribution should not be viewed due to the fact that this is an old form of business meaning customer are allowed to naturally walk to the farm through word of mouth on the idea that the farm products are the best. It is thus important that John does not spend a lot of money on the marketing cost(Gronwald, 2017). The reduction of cost in regard to distribution function is thus but into effect without putting a compromise on efficiency leading to an increased benefit to the enterprise in regard to the customers and higher profits.

d). Personnel

The functions of personnel takes one of the most important aspects of the business and management of the said business. In any case there is no business can function well without the right personnel? The success or failure of any business will usually depend on the type personnel that it has, this is because they are they people entrusted with ensuring all functions of the business are performing well. It is important to ensure that the company has a sound policy on the personnel function which includes a proper structure of its wages, incentives, human resource development, promotional opportunity and other extra benefits that are given to each employee(Mohd Salleh, Rohde, & Green, 2016). All these areas are going to affect financial. However the financial manager needs to know that the organisation will only be in a good position to pay what it can manage. This means that the types of expense incurred on personnel management and the recurrent returns in this type of investment through productivity labour needs to be considered in the organisation of a workable personnel policy.

e) Research and Development

As the company looks forward to expanding its business, it will need to be competitive and innovative. This means a lot of investment should be made on research and development which is part of a productive investment ensure business survival and growth for the firm. Unless the firm has a constant endeavour to ensuring sophistication and improvement of the existing introduction and product of newer varieties, it is expected that the firm will be out marked and be out of existence.

Data Collection and Analysis

When the company begins to apply the new system, then it will be important for the owner of the business to not write down every order to the note. The new system storage is also going to be helpful in the future especially when it comes to using it in receiving order, pick up and processing order. Through the collection of the system, it will be easy of the company accountant to use the database to store details of customer and all the products that they will have which also has ll the imaginable pieces regarding the company operations(Mohd Salleh, Rohde, & Green, 2016). The system store update and continue to analyses the information of which the company is going to utilize on the future and current challenges.

Decision Making

For the company to realize long term success in its operations, it will depend on the adequacy of its strategic plan. This means that there needs to be an organization team forinformation'ssystem to establish strategic plans and make decisions regarding the organization prosperity and longevity. Information regarding the business will be used in the information evaluation from all sources which also include those from the external reference that provide information for the general economic environment where the business operates(Patro & Raghunath, 2017).

Business Process

Information systems are also important as they help in the development of a much larger number of value added systems within the company(Patro & Raghunath, 2017). One example is where the company is required to integrate information systems in respect to the manufacturing cycle so as to make sure that the output will also comply with the quality management standards and requirements.

ACTIVITY 5

Question 1. What fact-finding techniques, apart from interviews, do you recommend to find out the requirements for the new system?

Answer:

The requirement for new system:

With respect to ensuring the expansion of the short term to medium term in the future to include other farms as part of their supply chain. Also it is important to note that the family is very interest in this project. For example, Frank will have to visit John's farm and talk about the home delivery option.

Interview questions:

Discussion And Interview Eat Organic Food's Staffs

Setting:

Objective of interview:

Date, time and location:

June 10, 2019 at 10am, in Eat Organic Food's farm

User participants: (names and tittle/positions)

Customer service and Orders

Interview/Discussion:

What are the most frequent problems you experience with the new system?
What would you do if customers complained about the processing time of their orders?
How would you handle an angry customer?
How are you going with the new system?
What do you think about the quality of the new system as a customer?
Are you familiar with any computer/analysis/data entry skills?

Follow-up:

Important decisions or answers to questions:

See attached write-up on commission policies.

Open items not resolved with assignment for solutions:

See items number 5 and 8 on open items list.

ACTIVITY 6

Question 1. Write down a list of the main functions needed to be handled by the new system

Answer:

Main functions need to be handled by the new system:

Divide customers into 2 types: Regular and Standard. After this it is also important to note that the "Phone-in" system: all customers can provide their order through the existing system, but they need to fill in online order form. There is also the Online form system: storage customers' orders during last week and also present "defaulted selection" to speed up order placement, therefore customers have chance to change the selections through a check-box interface.

Among the company delivery options will entail Delivery options: customers have chance to choose pick up on the farm or home delivery. And after this is done, the cash/EFTPOS sales and credits charge amount will be transferred into Eat Organic Food Accounts through accounting software.

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ACTIVITY 7

Question 1. Review the EOF fact-finding summary and all other information you have about the required system and critically analyse this for duplications and inconsistencies.

Answer:

Entity Relationship Diagram

The Eat Organic Food database store provides details about the operations of the farm products, store, orders from customers and the management of other parts of the business. In this regard, the following is a prototype that Eat Organic Food would use however, the principles in any case would remain the same. In this regard, the company is going consider the following facts:
• The Eat Organic Food has one or more satellite branches.
• The Eat Organic Food simplified version of what a real organization is going to use, however these principles are still going to remain the same.
• Each farm product is going to have a product number, a unique item number and the stock is enough for each to meet the customer demand.
• Each product from the farm is also packaged in a unique manner to meet the different demands of the each customer.
• A loyal customer is also provided with a name, a surname and a unique customer ID from the website database.
• A customer is able to make an order from time to time.

The ERD diagram derived from the model described is thus as follows:

ERD diagram.jpg

Figure Above showing the ERD diagram for Eat Organic Food

In the above diagram, each item will be unique identified by a code number which will also be used as the primary key.
And order will be uniquely identified by its order number meaning the company is going to use this order number as the primary number. The source and the place of delivery will also be capture in the FromandTo attributed, and the database has also ensured that it has separate attributed for the time and order is made to the time that the order is delivered.

Due to the fact that the operations may not allow two customers to share a particular customer ID, the company will provide an EmailAddress as the unique ID for each customer.

The store can be engaged to any number of orders, while each order will also be required to be made from a single point of sale. So the relationship between the orders and the Items have required cardinality due to the fact that a particular order may not exist without checking out the store, the order will also totally participate in the said relationship. Using this system, I customer can be able to make different orders while a company or a retailer can also be an allowed to make several number of orders forthe unique retailers. As seen early in regard to the intermediate entities. The ERD model is going to contain the following entries:

ITEMS

SPECS

Farms

Identified by location

Customers

Identified by customer ID

Status

Regular

 

variable

Orders

Identified by Item ID

Retailers

Identified by Supply chain ID

What the ERD will not DO

It is worth mentioning that the model used in the above database can also be used to capture the details of the employees and customers, gender, age and the frequency of visiting the store. In this regard, that database is going to treat the capacity of each store as an attribute to an individual customer. If instead it is assumed that the capacity is determined by the item number then this would have created a new Order Model entity with attributes of the OrderNumber and Amount of stock. The Itementity would then not have the Stock attribute. In this regard, it will be important for the owner to map different order numbers to each farm and destinations. In most cases, groceries would use order number to identify a particular product and the amount of items that have been sold or retained. This also specify the date of the purchase independent of other orders in the basket. For example, if a customer came in to the farm to make orders for cucumbers and coriander, on the first week and another order for cucumber on the second week of a given month these would be quantified differently even when they have come from one customer. This means different order can be taken and documented at the same time, thus calling for more technical support to ensure this.
It is also assumed that each item will had a unique code meaning an item from one farm would not have the same code as an item from another farm, even if they belong to the same group, like say vegetables, or cucumbers.

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ACTIVITY 8

Question 1. Create a system sequence diagram for one of the use cases identified in Activity 6. Add this system sequence diagram to your report in the appropriate area.

Answer:

System Sequence Diagram

The sequence system will be used as a point of sale and recording for the company grocery storage including the day to day activities of the company retail activities. In this regard, it is only the administrator that will be allowed to bill and record all the goods purchased, details of various employees and come up with different details of different prices with the support of the different database functions. The goods will also be organised in a manner that are categorized within the database. In this manner, if the customer want to buy any farm product, the till operator is going to ender the order number and the price of the time is going to show up, after this the customer will then be required to pay the amount. However, in the event that there is no need for change after the payment has been confirmed, it is going to be reflected in the system interface. There will also be a receipt issued for all the vending and the details for each sales will be saved in regard to each transaction.

Activity Diagram

Activity Diagram.jpg

Context Diagram for Eat Organic Foods

Context Diagram for Eat Organic Foods.jpg

The Dataflow Diagram of the System

Dataflow Diagram of the System.jpg

Challenges of the current Non-digitized System

The current system does not support the integration in various channels of communication and business transaction in comparison to the company competitors and given that the competitors have such technology, it is not a good view for the company. In addition, the current system may also not be in a position to allow for payment through different methods like the master cards and the debit cars. And the system database by itself may not have all the records of the store, meaning the paper work may be used to some extend like for the purchase of different invoice payment.

Software Requirements and Design tools

In this system the company can use Microsoft Visual Studio 2015 and above, which will be required software in use.
The coding language is going to be Visual C#, SQL
The Microsoft Access or SQL SERVER is also going to be used for database.
StarUml orsmart draw OR EDRAW orVisio 2007 OR HIGHER is going to be the software to be used for UML diagrams.
In terms of documentation Microsoft Word will be used.

One of the main challenge will arise due to lack of independence for the future developments and adjustments as a result to the system becoming unfriendly, inflexible and restrictive to expansion. Also it is possible that software vendors may be very expensive which will lead to the strain in the current budget plans by Eat Organic foods. It will also call for the purchase of new hardware which must be compatible with all the software requirements which might be costly to the general organisation. Also specialist are required during installation of new software.

Conclusion

The system will allow for more outsource for Eat Organic Fruit which provides for a quick implementation due to the fact that it will come with a complete package. In this regard, it is also expected that this is going to save time since the project will require to be delivered to the users with immediate effect. Also as part of management of the farm, the user is going to have an adequate time to understanding the functionality of the system as they are going to be trained to be familiarized with the system before it is finally installed. It is also time saving and not expensive in terms of budgeting for the database designers and the system analysts.

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