Requirements Analysis and Modelling Assignment Case Description-INF60010

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 Requirements Analysis and Modelling Assignment Case Description-INF60010

 Requirements Analysis and Modelling Assignment Case Description-INF60010

© Swinburne University 2018 By Dr. Xuemei Tian Page 1
Printing Incorporated Book Publishing
Book Production and Sales Tracking System
Contents
Introduction……………………………………………………………………………………………………………………………. 1
Case Background …………………………………………………………………………………………………………………….. 2
Organization Structure…………………………………………………………………………………………………………….. 4
Information Systems Facilities ………………………………………………………………………………………………….. 4
The Problems………………………………………………………………………………………………………………………….. 5
Identify Functionality and conduct Data Modelling……………………………………………………………………… 7
Examples of Functionality: ……………………………………………………………………………………………………….. 8
Appendix………………………………………………………………………………………………………………………………. 11
Introduction
The publishing industry has always been linked inexorably to the dissemination of knowledge.
Publishing and associated printing activities have relied on long-standing and proven old
technologies to provide a definitive linear progression for the creation of content in print form,
providing clear implications for business processes and relationships for the various stakeholders.
The emergence and development of digital technologies have the potential to provide significant
opportunities for publishing in both print and electronic formats, and with advances in electronic
commerce, offers the prospect of new value propositions and business models. New digital
publishing formats encapsulate a range of characteristics including multiple-option
infrastructures, various content formats and viewing modes designed to suit customer
requirements, with editing processes and information updates on the server. These innovations
all contribute to reductions in processing time with the speedy, efficient transmission of content
resulting in economic benefits to relevant stakeholders. However, it must be remembered that
even the latest digital tools and applications can only be viewed as enabling mechanisms whose
acceptance and implementation must align directly with the business strategy and objectives of
organisations.
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INF60010 Requirements Analysis and Modelling Assignment Case Description
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In a book (Martin and Tian 2010), the authors examined trends in digitization against the broader
background of change within the book publishing industry. In an industry confronted with an
intimidating array of challenges, digital technology has a lot to offer. The industry response has
been uneven and at times hesitant, perhaps understandably in view of lessons learned from the
failure of earlier technology initiatives (Martin and Tian 2010).
As in the rest of the world, Australian book publishers continue to take a pragmatic approach to
technology adoption, governed by both current market conditions and the failure of earlier
technologies to deliver the anticipated results. Although content management, CRM (Customer
Relationship Management), and SCM (Supply Chain Management) technologies are by now
ubiquitous, the most influential technologies currently in use in publishing continue to be the
Internet, the World Wide Web and Cloud. However, there is a widespread appreciation of the
wider dimension to digitisation and of its potential impacts on organisational structures and
strategies. This includes renewed attention to issues of value, and of the potential benefits of
providing enhanced customer value through digital content and delivery channels, their
consequent implications for changes to value chains, and the emergence of new and transitional
business models.
One development opportunity that is clearly having an impact upon book publishing is
developments in eBooks and their associated reading devices. eBooks are becoming a publishing
reality and are continually growing in importance through the availability of mobile phones.
Already they are operating both as an enabler and as potential disruptors and disintermediators in
publishing markets.
Case Background
Printing Incorporated Book Publishing is an independent book publisher located in Melbourne,
Australia. It has established itself in the niche market of feminist publications. Though small in
size at 50 employees, it is a leader in the growing online publishing industry in Australia. The
company sees itself as somewhat of a pacesetter in the field of Internet publishing and e-books,
and in 1995 become only the third Australian publisher to have its entire catalogue placed online.
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INF60010 Requirements Analysis and Modelling Assignment Case Description
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Traditionally, aspiring authors had two choices for publishing their work. The preferred option
was to convince one of the major book publishers that their work deserved publication. The
author would receive an advance payment, let the publisher absorb the costs of printing and
promoting the book, and sit back and wait for the royalty checks. However, mainline publishers
accept only a few new manuscripts each year. Authors might face many rejection slips and never
find a willing publisher. The second option for an author was to self-publish through a “vanity
press.” In this option, authors would pay for the printing, take delivery of a garage full of books,
and do all the promotion themselves.
But with the growth of the Internet, a new option has emerged: electronic publishing. An
author’s work can be converted to an electronic file that can be read on-screen or printed to a
printer. From a website, potential buyers can purchase the file and download it. New devices are
being developed, such as book-sized LCD screens that accept downloaded books, to make “ebooks”
as portable as paper books. eReaders, such as Amazon Kindle, Apple iPad and Google
Android are very popular. There are also developments in mobile reading which eBook version
for mobile, such as the iPhone version. Because e-books bypass the expense of printing, they can
be produced and sold much more cheaply than paper books. All it takes is someone with the
expertise to produce quality e-book files and a popular e-book web site. So far as eBooks are
concerned, however, Printing Incorporated publisher’s eBooks have been available in four
formats:
1. Screen-optimized DRM-free digital editions in PDF format (designed for reading on
computers)
2. Printer-optimized DRM-free digital editions in PDF format (designed for printing on
customers’ printers)
3. ePub format digital editions, also DRM-free (designed for reading on the iPhone and
iPad)
4. MOBI format digital editions, also DRM-free (designed for reading on the Kindle)
Printing Incorporated works with authors to turn a manuscript into a polished e-book and
maintains an e-commerce site from which people all over the world can buy and download the
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books. To increase their web presence, Printing Incorporated also maintains a relationship with
major book e-commerce sites and online bookstores, such as Amazon to get their books listed on
those sites. Printing Incorporated charges authors an upfront fee that is smaller than what a
vanity press would charge. They charge a small commission on each book sale and pass the rest
of the sale proceeds on to the author. Printing Incorporated also offers a book promotion service
to send out press releases on books for an additional charge to authors.
Printing Incorporated does all this from their offices in Melbourne, Australia. They are looking
to build a large office building that would combine all employees sometime in 2014. Printing
Incorporated had just 10 employees two years ago, and 25 employees last year and currently 50
employees. If such growth continues, they could pass the 100 employee level within the next
year or two. Currently there are two offices located closely together in Melbourne: Office A
focuses on Production, Resources and Management (e.g., setting up strategy, developing the
website, online channel and ebook technologies, HR, promotion and Finance). Office B focuses
on Sales and Service (e.g., sales development, Print-on-Demand (POD) services and after-sales
service).
Organization Structure
Printing Incorporated Publishing
Information Systems Facilities
The information architecture for Printing Incorporated Publishing standardizes on the following:
Joseph Green
President
Mary Samson
VP Sales
Gary Johnson
VP Operations
Brian Ramsey
VP IT & Digital Business
Sales
Department
Promotion & Marketing
Department
Production
Department
Finance
Department
Technical Services
Department
Digital
Department
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• Employee PCs (one each) – Hewlett Packard Pentium II and Pentium III Class.
64 megabytes of RAM
4-10 GB hard drive
17” monitors
Operating Sys – MS Windows 2000 Professional
Software Tools – MS Office 2000 suite.
• Network Server – Hewlett Packard 9000 class
256 megabytes of RAM
25GB hard disk storage in 4-disk RAID 5 array
Operating Sys – MS Windows 2000 Server
Database Management – MS SQL Server
• Internet Server – Hewlett Packard 9000 class
256 megabytes of RAM
Matching 10GB hard disks with mirroring
Operating Sys – Redhat Linux 7.0
• Printers – 5 shared Hewlett Packard LaserJets
• Specialist software Conversion, Content management, and digital rights
management (DRM) software
The Problems
With its tremendous growth, the company desperately needs an integrated information system to
track its authors, books-in-progress, sales, and royalties. Currently, each salesperson keeps a
personal database of his or her leads in Microsoft Access. These individual databases were all
created by the Technical Services Department according to a template, and so are fairly standard.
However, the individual databases do not talk to each other. There is no way to be sure that two
salespersons are not courting the same author. In addition, it is difficult to get any combined
author list or to calculate the performance of the salespeople. One goal for the proposed
information system would be to have a central database of author leads that could be used for
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INF60010 Requirements Analysis and Modelling Assignment Case Description
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checking duplicates, monitoring salesperson performance, and providing for easy direct
marketing to all active leads.
There is no centralized tracking system to record sales transacted. Sales made via different
channel are recorded separately, sometimes by different groups. It is hard to monitor book sales
records and calculate authors royalty payments and salespersons performance. HR staff need to
combine data from different channels manually. It is difficult to maintain 100% accuracy at the
time and needs to be attended to if and when any complaint received.
Once manuscripts come in, there is currently no computerized tracking system at all. A manual
file folder is created for each book-in-process that contains notes from each production worker.
The file folders move among several plastic bins that represent the various stages of the
production process: Manuscript Scanning, First Galley Approval, Second Galley Approval,
Electronic File Creation, Web Posting, Press Releases, etc.
When a worker needs to find a file, he or she has to search through each bin until it is found.
When an author calls in to check on the status of his or her book (and they often do), that also
necessitates a lengthy search. The proposed information system should allow for electronic
tracking of books through the production process. It should be able to identify the current status
of each book. It should also provide a mechanism for workers to enter notes electronically as
they carry the book through the process. Finally, the system should support a self-service website
where authors can check on the status of their book without calling Printing Incorporated.
Once a book is available for sale, the proposed system needs to streamline the calculation of
sales and royalties. Currently, sales numbers are downloaded from the e-commerce server at the
end of each quarter and dumped into an Excel spreadsheet. Then numbers from outside major
book e-commerce sites are added to the spreadsheet. The Accounting Department calculates
royalties in Excel and manually writes checks. Management would like the proposed system to
calculate the sales and royalty information automatically.
Some examples (current forms an interface) can be found in the appendix.
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Identify Functionality and conduct Data Modelling
Information system development projects incorporate several key milestones. This assignment
will require you to complete milestone 1 – problem analysis which includes understanding
business in general, their challenges, issues/problems, current system issues/problems, and
current system requirements. Milestone 2 – Data Modelling which uses some of the models of a
Structured Approach, such as Event table, Data fragments, a context diagram, DFDs, ERD and
DFD documentation to illustrate the current system.
The purpose of the problem analysis phase is threefold. First and foremost, the project team must
gain an appropriate understanding of the business and system problem domain. Second, we need
to answer the question, “Are these problems (opportunities and directives) worth solving?”
Finally, we need to determine if the system is worth developing.
The problem analysis phase provides the systems analyst and project team with a more thorough
understanding of the problems, opportunities, and directives that triggered the project. In the
process, they frequently uncover new problems and opportunities. Information employed and
acquired during these analyses has to be from all levels of the company, such as salespeople,
management, finance & HR staff. You will need to understand the current processes, the
problems, issues, and opportunities.
Because this is an academic exercise, you will not be able to do the practical exercises such as
surveys and interviews. However, you should provide a brief explanation on how to investigate
the current system and understand the problems. You are allowed to make assumptions with
those areas which not clearly explained in the case description. To make assumptions, you
should conduct research, such as checking publishing websites or reading published academic
papers related to book publishing in order to justify your assumptions.
Having studied the current system and analysed some of its problems and opportunities, and of
course, gained approval to proceed, you can then start to provide suggestions on how to address
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INF60010 Requirements Analysis and Modelling Assignment Case Description
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the current system issues, and design a new system which enhances their business management
and processes. You will focus on system design and development practices in assignment 2.
Examples of Functionality:
The information system at 2 of the Printing Incorporated offices would have to perform the basic
functions. A few of the more important ones are described below.
Customer maintenance
Customers will register with Printing Incorporated by giving their name, address, home
telephone number, work telephone number, mobile number, and email address. There are two
types of customers: member and non-member. Members are identified by unique identification
numbers.
eBook sales
A customer may purchase eBook(s) through the Printing Incorporated website or third parties’
sites, such as Amazon. As mentioned previously, Printing Incorporated has developed four (4)
different formats which can be download to different devices. Purchasing through the Printing
Incorporated website is slightly expensive than purchasing through the third parties’ sites.
However, there are some benefits to purchasing through their website. For example, if the
customer is a member then they can receive the discount, they can exchange ideas with authors,
receive free copies and attend free company events (such as authors and readers meet and new
eBook launching events.). Each eBook has an identification number. If a member decides to
purchase an eBook, the sale will be recorded for warranty purposes and possibly marketing
purposes against the member’s identification number. Sometimes customers who are not
members may buy an eBook but in that case, no customer information is recorded, and the
customer must retain their receipt in case there are any problems with the eBook.
Payment
The company accepts three (3) types of payments for a member: Cheque, credit card or through
banks. Each member has their payment account. If they are not able to pay immediately, they can
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pay later (in a month). However, for non-members, they have to pay up front before eBooks are
sent to their devices.
Reporting:
These reports should be able to be generated by each department and top management. Some
examples are provided below.
Member transaction history
This lists members, their purchases of ebooks over the requested period (usually quarterly or
annually). The ebook purchasing code, title, date, and cost should be provided. This report will
help in analysing the current market and develop customer mailing lists. One such mailing list,
for example, would be for members who have not purchased an eBook for a specified period so
as to make a special offer to them.
The report would provide member identification number, member name, member address, the
total amount spent by the member on purchasing over the specified period, movie identification
number, eBook title, single eBook price, eBook purchasing price, purchasing transaction number,
date, etc.
eBook Selling List
This is provided so that members can be contacted about purchasing eBooks. The report would
provide the member identification number, member name, telephone numbers, eBook
identification numbers, and eBook titles.
Sales analysis report
This relates to sales of eBooks including sales data. This lists all eBooks in stock including
purchase prices, and the number of times an eBook was sold when requested by a customer. This
report is used to analyse sales revenues.
Catalogue of eBook
This lists all important data for each eBook, the category of eBook (e.g., drama, science fiction,
horror, animation, etc.), sale price, sale frequency, and quantity on hand.
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*Above are only some examples, you are required to analyse the case and list all necessary
functionalities. You can make assumptions if necessary.
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Appendix
Exhibit 1 Salesperson Lead Database Entry Form
Exhibit 2 Royalty Compensation Form
Book ID BV510
Title Vectors and Victories
Author Debbie Swanson
Quarter Ending 06/30/00
Source Net Sales 15% Commission Net to Author
Pinnacle $ 150.00 $ 22.50 $ 127.50
Webooks $ 60.00 $ 9.00 $ 51.00
BD Booksellers $ 45.00 $ 6.75 $ 38.25
Total $ 216.75
Royalty Compensation
60 Rouse
Road
60 Rouse Road
Port Melbourne
VIC
3207
03 9632 7399
3 – 4 pm AEST
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Exhibit 3 Production Control Form
Book ID AS912
Author Wilbur Schmidt Pen Name Brad Rockford
Address 2192 East Huntington Rd Book Title The Ends and the Means
New Middlebury, PA 14583
Sub Title My Life in the NSA
Phone 837-555-0392 Num Pages 237
Production Control Form
Task Technician Begin Finish
File Begun D S 04/12/00 – –
Scanning B G 04/12/00 04/14/00
1st Galley Sent to Author T T 04/15/00 05/10/00
1st Galley Corrections J B 05/11/00 05/18/00
2nd Galley Sent to Author J B 05/19/00 06/05/00
2nd Galley Corrections J B 06/07/00 06/15/00
3rd Galley Sent to Author J B 06/15/00 07/02/00
PDF File Created K G 07/05/00 – –
Post to Web K G 07/05/00 – –
Standard Promotion S M 07/10/00 07/13/00
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Exhibit 4 Salesperson Call Log
Salesperson Mikala Garrison
Date Lead Notes
01/11 Catherine Davison
Does not have the money. I told her about the payment
plan and she said it still was not workable. Would call
me when she was ready
01/11 Susan Mohler Is scared to publish, I assuaged some fears and
answered questions on headers and paging.
01/11 Carla Johnson Sent packet.
01/11 Albert Yang
Had e-mailed with questions, and I was calling to
answer them. Was a bad time – had to run an errand
and wants me to call him back in a half hour.
01/11 Ramesh Fallah Left message
01/11 Wilber Felling Made sale. Should be sending in manuscript
tommorrow.
01/11 Steve Ippolito Left message
01/11 Albert Yang Called back. Wasn’t there.
01/11 Debbie Massey Left message
01/11 Ben Beruman Had questions about file formats. Writes on Mac in
MacWrite. I will check with Production and call back.
01/11 Ben Beruman Called back and told that we can read MacWrite. He
wants to think about it.
01/11 Robert Horstman III I think I have the sale. He wants to “spruce up”
manuscript before sending
01/11 Jan Krath Interested. Sent packet
01/11 Albert Yang Called back. Got him. Answered general questions.
Call Log
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Exhibit 5 Printing Incorporated Data Attribute Dictionary
Below is a Data Attribute Dictionary that contains some examples of the attributes and
definitions. Data Attribute Dictionary is one of the important documents that systems analyst
should prepare when they analyse a system. This example just gives you some ideas, but you are
not required to complete the attribute dictionary in your assignment.
Author ID A unique, automatically-incrementing numeric field that the system will assign to
each author.
Author First Name A field consisting of an author’s first name.
Author Last Name A field consisting of an author’s last name.
Author Address 1 A field consisting of an author’s street address.
Author Address 2 A field consisting of the second line of an author’s street address.
Author City A field consisting of the author’s city of residence.
Author State A field consisting of the abbreviation for the author’s state of residence.
Author Zip Code A field consisting of the zip or postal code for the author
Author E-mail Address A field consisting of the author’s e-mail address
Author Social Security Number 9-digit numeric field unique to each author used for tax reporting purposes and
collected when the book begins to be sold.
Best Time to Call A field consisting of best time of day/week to reach the author by telephone.
Author Phone Num A 10-digit field consisting of an author’s telephone number.
Author Phone Description Field describing the author’s phone number (i.e. Work, Home, Cell, Pager, etc.)
Employee ID A 3-digit alphanumeric field consisting of a salesperson’s first and last initials
and (if needed for uniqueness) a 1-digit number.
Employee Name A field consisting of a salesperson’s first and last name.
Base Salary 6-digit field, including two decimal points, consisting of the weekly base salary
for the salesperson
Publication Commission 6-digit field, including two decimal points, consisting of the commission amount
paid to the salesperson for each publication sale.
Promotion Commission 6-digit field, including two decimal points, consisting of the commission amount
paid to the salesperson for each promotion sale.
Call ID A unique, automatically-incrementing numeric field that the system will assign to
each call.
Call Date The 8-digit numeric field in MM/DD/YYYY format consisting of the date of the
call.
Call Time The 4-digit numeric field in HH: MM format (using 24-hour military time)
consisting of the time of day of the call.
Call Notes A field consisting of the salesperson’s notes on the call
Book ID The 5-digit alphanumeric field is uniquely identifying each book. The ID consists
of two letters identifying a book type code followed by a 3-digit number.
Book Title A field consisting of the book’s title
Book Sub Title A field consisting of the book’s sub-title
Num Pages A field consisting of the number of pages in the book manuscript.
ISBN A 20-digit alphanumeric field consisting of the book’s ISBN. The data should be
formatted, to begin with, the characters ISBN followed by a space and the
number.
Task ID 3-character alphanumeric abbreviation for a task name.
Task A field consisting of the name of a task.
Web Name A field consisting of how the task should be described when the information is
posted on the author self-service web site.
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Days to Complete A field consisting of the normal number of days it should take to complete each
task. This was added by David Hill for possible later use in tracking past-due
tasks. David states that every task should be completed in less than 45 days.
Sales Quarter 6-character alphanumeric field in Q/YYYY format consisting of the quarter and
year in which a sales number is being reported
Source A field consisting of the vendor reporting the sale.
Net Sales 8-digit field, including two decimal points, consisting of the amount of sales from
the source for the quarter.
Publication Sale Date The 8-digit numeric field in MM/DD/YYYY format consisting of the date the
salesperson sold the author on publication services.
Promotion Sale Date The 8-digit numeric field in MM/DD/YYYY format consisting of the date the
salesperson sold the author on promotion services. Note that an author may wish
to buy promotion services again and again periodically.