Blue Cut Fashions Software Requirements Specification

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Blue Cut Fashions Software Requirements Specification
Author Sharon Culhane - S3163667 Ivette Miglis - S3104495 Hula Kahlal - S3236327
Ida Johansen - S3225651 Darren Hart - S3198830
Table of Contents 1. 2. Executive Summary .................................................................................................................................................. 4 Analysis Current Situation ........................................................................................................................................ 5 2.1. Formal Systems Model .................................................................................................................................... 5 3. Blue Cut Fashions Context Diagram ...................................................................................................................... 6 4. Supplier ..................................................................................................................................................................... 7 4.1. Overview ......................................................................................................................................................... 7 4.2. Supplier - Data Flow Diagram......................................................................................................................... 8 4.3. Predefined Process: Login to Supplier System ................................................................................................ 9 4.3.1. Data Flow Diagram Login ....................................................................................................................... 9 4.3.2. Use Case Login ...................................................................................................................................... 10 4.3.3. Use Case Extended - Login ...................................................................................................................... 10 4.3.4. Flow Chart Login ................................................................................................................................... 11 4.4. Enter New Supplier Contract Information ..................................................................................................... 12 4.4.1. Data Flow Diagram - Enter Supplier Contract Information ...................................................................... 12 4.4.2. Use Case Enter New Supplier Contract Information ............................................................................. 13 4.4.3. Extended Use Case Enter New Supplier Contract Information ............................................................. 13 4.4.4. Flow Chart - Enter Supplier Contract Information ................................................................................... 15 4.5. Edit Supplier Contract Information ............................................................................................................... 15 4.5.1. Data Flow Diagram - Edit Supplier Contract Information ........................................................................ 16 4.5.2. Use Case Edit Supplier Contract Information ........................................................................................ 17 4.5.3. Extended Use Case Edit Supplier Contract Information ........................................................................ 17 4.5.4. Flow Chart - Edit Supplier Contract Information ..................................................................................... 19 4.6. Archive Supplier Information ........................................................................................................................ 20 4.6.1. Data Flow Diagram - Archive Supplier Contract Information ................................................................. 20 4.6.2. Use Case Archive Supplier Information ................................................................................................ 21 4.6.3. Extended Use Case Archive Supplier Information ................................................................................ 21 4.6.4. Flow Chart - Archive Supplier Contract Information ............................................................................... 23 4.7. Coordinate Supplier/ Stock Management ...................................................................................................... 24 4.7.1. Data Flow Diagram Coordinate Supplier/ Stock Management .............................................................. 24 4.7.2. Use Case Coordinate Supplier/ Stock Management .............................................................................. 25 4.7.3. Extended Use Case Coordinate Supplier/ Stock Management .............................................................. 26 4.7.4. Data Flow Chart Coordinate Supplier/ Stock Management ................................................................... 28 4.8. Report Stock Movement ................................................................................................................................ 29 4.8.1. Data Flow Diagram - Manage Stock Movement ...................................................................................... 29 4.8.2. Use Case Manage Stock Movement ...................................................................................................... 30 4.8.3. Extended Use Case Manage Stock Movement ...................................................................................... 30 4.8.4. Flow Chart Manage Stock Movement ................................................................................................... 31 4.8.5. Use Case Report Stock Movement ........................................................................................................ 32 4.8.6. Extended Use Case Report Stock Movement ........................................................................................ 32 4.8.7. Flow Chart - Report Stock Movement ...................................................................................................... 33 4.9. Report Best Supplier...................................................................................................................................... 34 4.9.1. Data Flow Diagram - Report Best Supplier .............................................................................................. 34 4.9.2. Use Case Report Best Supplier .............................................................................................................. 35 4.9.3. Extended Use Case Report Best Supplier .............................................................................................. 35 4.9.4. Flow Chart - Report Best Supplier............................................................................................................ 36 4.10. Report Trading Partner .................................................................................................................................. 37 4.10.1. Data Flow Diagram - Report Trade Partners ....................................................................................... 37 4.10.2. Use Case Report Trading Partner ...................................................................................................... 38 4.10.3. Extended Use Case Report Trading Partner ...................................................................................... 38 4.10.4. Flow Chart - Report Trade Partners ..................................................................................................... 40 4.11. Online Order System ..................................................................................................................................... 41 4.11.1. Online Order System Data Flow Diagram ........................................................................................... 41 4.11.2. Data Flow Diagram Online Order ..................................................................................................... 42 4.11.3. Use Case Online Order ..................................................................................................................... 43 4.11.4. Extended Use Case Online Order ..................................................................................................... 43 4.11.5. Flow Chart Online Order .................................................................................................................. 45 4.12. Inventory System ........................................................................................................................................... 46 4.12.1. Inventory System Data Flow Diagram .............................................................................................. 46 4.12.2. Data Flow Diagram Order Inventory ................................................................................................ 46 4.12.3. Data Flow Diagram Manage Inventory............................................................................................. 47
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5. 6.
7. 8.
4.12.4. Data Flow Diagram Fulfil Inventory................................................................................................. 47 4.12.5. Use Case Check Inventory ................................................................................................................ 47 4.12.6. Extended Use Case - Check Inventory................................................................................................. 48 4.12.7. Use Case - Order Inventory ................................................................................................................. 48 4.12.8. Extended Use Case Order Inventory ................................................................................................. 49 4.12.9. Flow Chart Order Inventory .............................................................................................................. 50 Soft Systems Model ................................................................................................................................................ 51 Requirements .......................................................................................................................................................... 59 6.1. Functional Requirements ............................................................................................................................... 59 6.1.1. Online Sales - External ............................................................................................................................. 59 6.1.2. Online Sales Internal .............................................................................................................................. 59 6.1.3. Store Sales Internal ................................................................................................................................ 59 6.1.4. Stock - Internal ......................................................................................................................................... 59 6.1.5. Supplier - External .................................................................................................................................... 60 6.1.6. Supplier Internal .................................................................................................................................... 60 6.2. Non Functional Requirements ....................................................................................................................... 61 6.2.1. Design Constraints .................................................................................................................................... 64 6.2.2. Cloud Computing...................................................................................................................................... 64 Bibliography ........................................................................................................................................................... 65 Appendix ................................................................................................................................................................. 65 8.1. Project Plan.................................................................................................................................................... 65 8.2. Experience Report ......................................................................................................................................... 66 8.2.1. Activities Log ........................................................................................................................................... 66 8.2.2. Problems & Solutions ............................................................................................................................... 66
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Monday Group 1 Report
1.
Executive Summary
Blue Cut Fashions is a clothing chain that has 3 stores located in Melbournes major shopping centres. Blue Cut Fashions specialise in blue cotton products that are popular with teenagers and young adults. Currently the business has a number of issues relating to its technology and their integration into the current operations. Namely, the core issues relate to an inadequate inventory management system, a non existent online ordering system, poor store to store communication regarding supplier information and stock availability and limited information accessibility for senior stakeholders like James Frost (CEO), Jane Fry (Sales manager and buyer) and Franca De Lorenzo (Technical officer). This report analyses the main issues highlighted by reviewing the information provided by Blue Cut and the stakeholders and applying relevant Business Analysis techniques in order to deliver a solution that address the problems and enhances the effectiveness of Blue Cuts operations. The solution systems will attempt to both address the current existing issues while building a platform for future growth and viability of the company. From the research undertaken, a number of solutions were designed. In order to come up feasible and relevant model systems, a number of key business analysis techniques were utilised. This involved the creation of Dataflow diagrams to show the flow of data within a system, flow charts to illustrate the process within the system, use cases to show the key users and how they will interact with the particular sub-system. Part of this system requirement specification includes both functional and non-functional requirements and some soft systems methodology components. The soft systems research was necessary as there was a small disagreement between two of the major stakeholders, James being the CEO and Jane being the Sales Manager as to what the new solution should entail and accomplish. The created solutions in this report were fundamentally designed and created in order to overcome deficiencies in the existing Blue Cut operations. The solutions themselves address the problems at hand and also provide a basis for better customer service and efficiency in the future.
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2.
2.1.
Analysis Current Situation

Formal Systems Model
The Formal Systems Model looks at the three main areas of the business; 1. Operations actions performed on a daily basis 2. Decision Making - decisions that need to be made i.e. when to order more inventory 3. Performance can advise how well your business is performing By identifying these areas, this will help assist the client in determining what it is that they want to improve. The boundary defines the purpose of the system.
Figure 1.1 Blue Cut Fashions Formal Systems Model
Black circles - Operational sub-systems Green Circles - Decision-making systems Purple Circles - Performance monitoring systems
The main sub-systems in the Blue Cut Fashion business are; Sales a new online sales system will enable customers to order via the internet 24/7 from anywhere in the world and their order delivered to anywhere in the world. Inventory the inventory system should allow all stores to be able to see what inventory is in stock and at which stores to be able to fulfil a customers order,
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whether it is online or in store, with real-time updates be able to report on stock inventory levels. Supplier the supplier system will allow better ordering on inventory required, ability to track where stock is at and supplier information.
3.
Blue Cut Fashions Context Diagram
Blue Cut fashions have identified the following system showing the system boundaries, external agents and the major information flows between the agents and the system for their business.
Customer
Order 0
Receipt Inventory information
Reports
Management
Blue Cut fashion system Inventory update
Store staff
Stock Inventory supply Information
Supplier
The following sections will detail each sub-system with use cases, process flows and data flows.
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4.
4.1.
Supplier
Overview
Blue Cut Fashion has identified the requirement to maintain efficient and effective information pertaining to their suppliers. It has been identified that the following criteria is essential: Orders placed Orders in transit Order delivery (when and where) Information has to be live and accessible by mobile devices The above criteria are essential in the automation of the following supplier reports1: Observation 7. Which of our suppliers handles the most product sales? Observation 8. Who is our best supplier? Observation 9. What country or state is the source of our best trading partners? In order to support and collate the above criteria, the following processes must be considered: Login to Blue Cut System (Predefined Process for all Blue Cut System interactions) Enter New Supplier Contract Information Edit Supplier Contract Information Archive Supplier Information Coordinate Supplier/Stock Management Report Stock Movement (supports Observation 7.) Report Best Supplier (supports Observation 8.) Report Best Trading Partner (supports Observation 9.) Throughout the Supplier analysis, Lean Six Sigma for Service 2 Waste Elimination principles was taken into consideration. By eliminating the following, ensures an efficient process: 1. Waiting. the time wasted by operators of a system waiting for an outcome 2. Over-production excess resources such as stock, time, costs towards the development of an outcome 3. Rework the cost of labour that could be best used elsewhere 4. Motion walking, stretching, bending 5. Over Processing doing more work than is required 6. Inventory holding more inventory than is necessary 7. Transportation moving goods from A to B adds cost
1 2
Brief Executive Report, Franca DeLorenzo (20 December 2009) Business Improvement methodology
4.2.
Supplier - Data Flow Diagram
The Data Flow Diagram illustrates the External Entities who will interact with the Blue Cut Fashions Supplier System and what source of information they will be transmitting through the system.
Level 0
Sales
Stock Movement Supplier Administrator 0 Supplier Information Blue Cut Fashion Supplier System Performance Reports Supplier Manager
Purchase Records
Purchase Report
Procurement
Data Dictionary Supplier Information
- Contact details (address, phone numbers etc) - Products supplied (jeans, t-shirts, jumpers, shoes, accessories etc) - Service Level Agreements (agreed delivery time, out of stock notifications, sales margin, supply freezes3) - Other (preferred courier, comments, feedback from Blue Cut Fashion stores and customers) - The number of the Suppliers goods that sold (and returned) - Feedback and comments from staff and customers as to the quality of the product) - Purchase Orders (cost, goods, returns, credits) - Goods Received (receipt of good date, overall condition of stock) - Account Reconciliations - End of Financial Year - Stocktake - Sales by Supplier (profits, goods, stock movement, country) - Performance by Supplier (within agreed Service Level Agreement, positive and negative feedback)
Stock Movement
Purchase Records
Purchase Reports
Performance Reports
Due to stocktake, suppliers cannot distribute goods throughout certain periods of the year.
4.3.
Predefined Process: Login to Supplier System
Throughout each of the following Supplier processes, the following steps are required, Login and Validation. Each time the External Entities need Supplier data, they must login to the system and the system must validate their credentials (do they have the appropriate access to engage with the system for a given activity). These instances will be defined and identified as Login & Validate process. This action takes place throughout each Use Case, Extended Use Case, Data Flow Diagram and Flow Chart for Supplier information interaction within Blue Cut Fashion System.
4.3.1.
Level 1
Data Flow Diagram Login
End User
Open Request 1.0 Login to Blue Cut Fashion System
Options 2.0 Select Supplier <Activity>
Level 2
1.1 Open Request Enter User Name & Password Access Credentials 1.2 Options
Open Supplier
Data Dictionary Open Request Access Credentials Options
- Trigger to open System - Unique identifiers4 to ascertain appropriate levels of access to system - Selection of Supplier Activity can be accessed
Also referred to as Primary Key. This identifier allows information to connect to the right Supplier whenever changes or records are retrieved.
4.3.2.
Use Case Login

Log In
Navigate to Suppliers
Select <Activity> Supplier
Supplier Administrator
4.3.3.
Use Case Extended - Login

Actor/Action System Response
1. This Use Case begins when the Supplier Administrator receives a new Supplier contract and opens the Blue Cut Fashion System 2. Requests User login and password 3. Supplier Administrator enters unique ID and password 4. Validates login and opens new window with menu options 5. Supplier Administrator selects Suppliers 6. Displays a list of Supplier options 7. Supplier Administrator selects New Contract 8. Opens new window generating a unique Supplier ID5 9. Supplier Administrator selects <activity> Supplier 10. Opens new <Activity> window Alternative Courses For Login & Validate 3. 4. 6. 9. Incorrect unique ID and/or Password System recognises Actor is not authorised to complete event System recognises Actor is not authorised to complete event Activity required may not be accessible.
Primary key. Unique ID for database functionality

4.3.4.
Flow Chart Login

Start
Login to Blue Cut Fashion System
Validate User Name & Password
No
Correct Credentials?
Yes
Present Menu Options
Select Suppliers
Display Supplier Action Options
No
Select <Action>
Valid Credentials?
Yes
Display <Action> window
End
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4.4.
Enter New Supplier Contract Information
When a new Supplier has been sourced by Blue Cut Fashions, key information pertaining to that Supplier is entered into the system. The input of contractual data provides Supplier Manager with reporting capability. It is assumed that Predefined Process: Login has been completed and External Entity/Actor can access Blue Cut Fashions Supplier sub-system
4.4.1.
Level 1
Data Flow Diagram - Enter Supplier Contract Information
Supplier Administrator Contract Details 1.0 Enter Supplier Contract Information
Supplier Information D 1 Supplier File Supplier Identifier 2.0 Upload Supplier Contract
Softcopy hyperlink D Scanned Contract 2 File Supplier Information
3.0 Report Supplier Performance Supplier statistics Supplier Manager
Data Dictionary Contract Details Supplier Information
- Physical document in hand - Contact details (address, phone numbers etc) - Products supplied (jeans, t-shirts, jumpers, shoes, accessories etc) - Service Level Agreements (agreed delivery time, out of stock notifications, sales margin, supply freezes) - Other (preferred courier, comments, feedback from Blue Cut Fashion stores and customers) - Unique Identifier for supplier - Access link to scanned copy of contract - Supplier Information performance
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Supplier Identifier Softcopy hyperlink Supplier Statistics
collated,
calculated
to
gauge
4.4.2.
Use Case Enter New Supplier Contract Information

Log In
Select New Supplier
Upload Supplier Data
Scan Contract
Save Supplier Data
Log Out
4.4.3.
Extended Use Case Enter New Supplier Contract Information

1. This Use Case begins when the Supplier Administrator receives a new Supplier contract and opens the Blue Cut Fashion System 2. Requests User login and password 3. Supplier Administrator enters unique ID and password 4. Validates login and opens new window with menu options 5. Supplier Administrator selects Suppliers 6. Displays a list of Supplier options 7. Supplier Administrator selects New Contract 8. Opens new window generating a unique Supplier ID 9. Supplier Administrator enters data into text fields6
6
Empty boxes for Actor to type data

10. Stores data in RAM7 11. Supplier Administrator uploads scanned copy of original contract 12. Files scanned copy onto server 13. Supplier Administrator clicks Save. 14. Validates mandatory text fields are completed before saving data onto database 15. Supplier Administrator exits New Supplier window 16. Displays Supplier menu options 17. Supplier Administrator logs out 18. Confirms if Actor wants to log out 19. Supplier Administrator confirms Yes 20. Close Blue Cut Fashion System Alternative Courses For Enter New Contract Information 3. 4. 6. 10. 11. 14. 17. Incorrect unique ID and/or Password System recognises Actor is not authorised to complete event System recognises Actor is not authorised to complete event Power surges and unsaved changes will be lost No scanned contract to upload Not all mandatory fields completed or noisy data8 has been inserted9 Supplier Administrator may wish to select another Supplier option or upload another new contract
Random Access Memory. Temporary storage of data on the computer Information manually typed (or copied and pasted) into text fields that is incorrectly spelt or irrelevant to meet sufficient requirements (search capabilities and incorrect referencing) 9 Consider use of Dropdown menus where required to reduce noisy data
8
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4.4.4.
Flow Chart - Enter Supplier Contract Information

Start
Select Enter New Supplier
Display Blank Supplier text fields
Enter Supplier Information
Save Supplier Information
No
All mandatory fields complete?
Yes
Confirm Save
Display Sales Order details
End
4.5.
Edit Supplier Contract Information
There will be instances whereby a current Supplier has changes to their contact details or Supplier Manager has re-negotiated the contract and therefore information needs to be
edited. This process also applies to any feedback and updates that pertain to the Supplier throughout operations. The input of Supplier changes data provides Supplier Manager with up to date reporting capability.
4.5.1.
Level 1
Data Flow Diagram - Edit Supplier Contract Information
Supplier Administrator Supplier Information 1.0
Locate Supplier
Supplier Information D 1 Supplier File Supplier Identifier 2.0
Edit Supplier Contract
Altered Supplier Information D 2 Supplier File Supplier Information
3.0 Report Supplier Performance Supplier statistics Supplier Manager
Data Dictionary Supplier Information
- Contact details (address, phone numbers etc) - Products supplied (jeans, t-shirts, jumpers, shoes, accessories etc) - Service Level Agreements (agreed delivery time, out of stock notifications, sales margin, supply freezes) - Other (preferred courier, comments, feedback from Blue Cut Fashion stores and customers) - Unique Identifier for supplier - Any changes made to existing data - Supplier Information performance collated, calculated to gauge
Supplier Identifier Altered Supplier Information Supplier Statistics
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4.5.2.
Use Case Edit Supplier Contract Information

Log In
Select Existing Supplier
Edit Supplier Data
Save Supplier Data
Log Out
4.5.3.
Extended Use Case Edit Supplier Contract Information

1. This Use Case begins when the Supplier Administrator receives a request to edit key contract information for Supplier contract and opens the Blue Cut Fashion System 2. Requests User login and password 3. Supplier Administrator enters unique ID and password 4. Validates login and opens new window with menu options 5. Supplier Administrator selects Suppliers 6. Displays a list of Supplier options 7. Supplier Administrator selects Edit Contract 8. Opens new window requesting a Search for unique Supplier ID and Supplier name options 9. Supplier Administrator enters unique Supplier ID and/or Supplier Name into relevant text field, clicks Search 10. Searches database to match unique Supplier ID and/or Supplier Name then displays all key data plus hyperlink to scanned copy of original
contract 11. Supplier Administrator edits required text field(s) 12. Stores edited text field(s) data in RAM 13. Supplier Administrator clicks Save. 14. Validates all mandatory text fields are complete and displays Click Ok to confirm <insert Supplier Name> changes. 15. Supplier Administrator clicks Ok. 16. Inserts changes onto database 17. Supplier Administrator exits New Supplier window 18. Displays Supplier menu options 19. Supplier Administrator logs out 20. Confirms if Actor wants to log out 21. Supplier Administrator confirms Yes 22. Blue Cut Fashion System closes Alternative Courses for Edit Supplier Contract Information 3. 4. 8. 10. 12. 15. 19. Incorrect unique ID and/or Password System recognises Actor is not authorised to complete event System recognises Actor is not authorised to complete event Supplier name given may not be in database Power surge and changes not saved Supplier Administrator selects Do not Save changes Supplier Administrator may wish to select another Supplier option or upload another new contract
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4.5.4.
Flow Chart - Edit Supplier Contract Information

Start
Enter name of Supplier
Display Supplier(s)
No
Is Supplier Llisted?
Yes No
Confirm Supplier
Display Supplier details
Edit Supplier
Save Changes?
Yes
Confirm Changes
Update Supplier Information
End
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4.6.
Archive Supplier Information
A Suppliers contract information may need to be archived due to a recent takeover or Supplier Manager has identified the need to no longer continue relationships with a current supplier. Instead of permanently removing Supplier data, it is recommended that data is stored in accordance with current best practice under AS ISO 15489 (The Australian and international standard for records management10). The input of archiving a Supplier provides Supplier Manager with historical records should they are required for legal or other regulatory review.
4.6.1.
Level 1
Data Flow Diagram - Archive Supplier Contract Information

Supplier Administrator Archive Request 1.0
Locate Supplier
Supplier Information D 1 Supplier File Supplier Identifier 2.0
Archive Supplier
Archived Supplier Information D 2 Archives File Supplier Information
3.0 Retrieve Archived Supplier Supplier information Supplier Manager
Data Dictionary Archive Request Supplier Information
- Supplier Administrator has received a request to archive a given supplier - Contact details (address, phone numbers etc) - Products supplied (jeans, t-shirts, jumpers, shoes, accessories etc) - Service Level Agreements (agreed delivery time, out of stock notifications, sales margin, supply freezes) - Other (preferred courier, comments, feedback from Blue Cut Fashion stores and customers) - Unique Identifier* for supplier - Supplier information stored into library and not to be displayed as current supplier from selection of Suppliers
Supplier Identifier Archived Supplier Information

10
Reference: http://www.naa.gov.au/records-management/IM-framework/requirements/Standards/AS-ISO15489.aspx
4.6.2.
Use Case Archive Supplier Information

Log In
Select Archive Supplier
Confirm Archive Supplier
Log Out
4.6.3.
Extended Use Case Archive Supplier Information

1. This Use Case begins when the Supplier Administrator receives a request to archive supplier information for Supplier contract and opens the Blue Cut Fashion System 2. Requests User login and password 3. Supplier Administrator enters unique ID and password 4. Validates login and opens new window with menu options 5. Supplier Administrator selects Suppliers 6. Displays a list of Supplier options 7. Supplier Administrator selects Archive Supplier 8. Opens new window requesting a Search for unique Supplier ID* and Supplier name options 9. Supplier Administrator enters unique Supplier ID and/or Supplier Name into relevant text field, clicks Search 10. Searches database to match unique Supplier ID and/or Supplier Name then displays all key data plus hyperlink to scanned copy of original contract 11. Supplier Administrator clicks Archive
Now 12. Displays Are you sure you want to archive <insert Supplier Name>? dialog box 13. Supplier Administrator clicks Yes. 14. Opens new window requesting Validation data (Date, Authorising Supplier Manager, Reason) 15. Supplier Administrator completes mandatory fields. 16. Validates all text fields* are complete 17. Supplier Administrator clicks Save. 18. Displays Are you sure you want to archive <insert Supplier Name>? dialog box 19. Supplier Administrator clicks Yes. 20. Transfers selected Supplier data onto database11 and displays <insert Supplier Name> has successfully been archived dialog box 21. Supplier Administrator exits Archive Supplier window 22. Displays Supplier menu options 23. Supplier Administrator logs out 24. Confirms if Actor wants to log out 25. Supplier Administrator confirms Yes 26. Blue Cut Fashion System closes Alternative Courses for Archive Supplier Information 3. 4. 8. 10. 14. 15. 19. 23. Incorrect unique ID and/or Password System recognises Actor is not authorised to complete event System recognises Actor is not authorised to complete event Supplier name given may not be in database Validation data may not be fully provided to Supplier Administrator Power surge and changes not saved Supplier Administrator selects No Supplier Administrator may wish to select another Supplier option or archive another new contract
11
Consideration for cloud computing Page 22 of 68 Monday Group 1 Report
4.6.4.
Flow Chart - Archive Supplier Contract Information

Start
Enter name of Supplier
Display Supplier(s)
No
Is Supplier Llisted?
Yes
No
Confirm Supplier
Display Supplier details
Select Archive Supplier
Proceed to Archive?
Yes
Confirm Archive
Transfer Supplier Information to Library
End
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4.7.
Coordinate Supplier/ Stock Management
Requests for moving stock from store to store, from online store to customer and from Blue Cut Fashions will occur throughout trading hours and 24/7 as online sales increase. The Supplier Administrator is required to oversee stock levels and coordinate transportation between store/ customer (sales goods) and supplier (returned goods). Sales staff will identify that a requested good is not available in store and will check other stores for this item. If the stock is available from another store, a transport request is sent to the Supplier Administrator. If a good is faulty, Sales staff (and online customers) will arrange a request to return the goods. The Supplier Administrator verifies all requests, reviews any online sale requests and arranges the couriers to deliver/receive the goods logistically. In instances where a customer wants the item delivered on the day and is willing to accept the courier costs, the Supplier Administrator receives a pop-up email notification and SMS text message to their mobile device to ensure efficient stock delivery. To ensure that in the event whereby stock is low and a customer in store and a customer online request the same low stocked item, the first customer to secure the item(s) on hold, is entitled to the good. In-store this is done by the sales assistant as they hold the item for the customer. Online customers secure the item(s) when adding the good to their shopping cart. Where no stock is available in store, both sales staff and online customers can contact the Supplier Administrator. The Supplier Administrator will liaise with Supplier to secure more goods.
4.7.1.
Level 1
Sales Support
Data Flow Diagram Coordinate Supplier/ Stock Management
Online Customer
1.0
Order Request Request Inventory
Purchase Request
Inventory Data D1 Inventory file
Request Inventory
2.0 Request Inventory Inventory Availabilty D2 Store locality file Location Data
3.0 Coordinate Courier
Delivery Details
Supplier
Receipt Request
Delivery Details
Store
Data Dictionary Order Request Purchase Request Inventory Data Request Data Inventory Availability
- Requirement to deliver desired stock from another store. - Requirement to deliver desired stock to secured sale - Number of item(s) available for sale - Order Request and/or Purchase Request - Inventory Data - Name of Store suburb only
Location Data Delivery Details
- Store location details (address, map reference, phone number, courier rates, pick up schedules by courier) - Location Data - Courier details o Pick up address o Delivery suburb o Urgency (based on customer specification, i.e. today or within 5 days) o Dimension (weight x height x depth), quantity, weight of item(s) transported o Pick up time o Delivery time o Name of consignee and consignor o ATL (Authority To Leave). Consignee/Consignor agrees for goods to be left unsecured at a collection or drop off point o Declaration of Dangerous Goods (if applicable) o Mechanical device availability (forklifts at receiving end to lift bulk items from truck.
4.7.2.
Use Case Coordinate Supplier/ Stock Management
Prior to processing Coordinate Supplier/ Stock Management; where stock may be limited, there is the potential of an online customer and sales staff conflict in securing an item to purchase. This is where real time data feeds are necessary to ensure that the first actor to guarantee the order request locks out the visibility of the other actor to see that the item is still available. This occurrence is illustrated by a lightning bolt in the below Use Case.
Log In
Log In
Check Inventory
Check Inventory
Purchase Inventory
Order Inventory
Online Online Customer Customer
Log Out
Log Out
Sales Sales Support Support
Failure to deflect this potential issue can misguide the Supplier Administrator to commence Coordinate Supplier/ Stock Management and incur waste12. If no conflict has occurred, the order is received by Supplier Administrator and can proceed to Coordinate Supplier/ Stock Management.
12
Refer to Lean Six Sigma for Service, Eliminate Waste

Log In
Receive Request Inventory
Coordinate Courier
Confirm Courier
Supplier Supplier Administrator Administrator
Log Out
4.7.3.
Extended Use Case Coordinate Supplier/ Stock Management

1. This Use Case begins when the Supplier Administrator receives an Inventory Request from Blue Cut Fashion store or online customer and opens the Blue Cut Fashion System 2. Requests user login and password 3. Supplier Administrator enters unique ID and password 4. Validates login and opens new window with menu options 5. Supplier Administrator selects Inventory Requests 6. Displays a list of new inventory requests 7. Supplier Administrator selects top (earliest) Inventory Request 8. Opens new window displaying item request (the requesting store and inventory availability) 9. Supplier Administrator clicks Confirm 10. Searches database to match unique Inventory ID then displays the onhold stock from available store 11. Supplier Administrator clicks Add to Courier 12. Holds pick up and delivery location in
temporary file and displays Next Inventory Request dialog box 13. Supplier Administrator clicks No 14. Calculates courier route and displays Review Courier Options dialog box 13. Supplier Administrator clicks Ok. 14. Displays courier route options to optimize transport efficiency of delivery pick up and drop offs. 15. Supplier Administrator reviews the logistic display and clicks Proceed. 16. Validates all text fields are complete and places Order Request and Delivery Details into form format 17. Supplier Administrator reviews the delivery forms and clicks Print. 18. Prints respective Courier Delivery Form(s) 19. Supplier Administrator logs out 20. Confirms if Actor wants to log out 21. Supplier Administrator confirms Yes 22. Blue Cut Fashion System closes Alternative Courses for Archive Supplier Information 3. 4. 5. 10. 13. 15. 17. 19. Incorrect unique ID and/or Password System recognises Actor is not authorised to complete event Pop-Up Notification for urgent13 Inventory Request received Stock not available in any store and Supplier Name is returned More Inventory Requests exist Supplier Administrator edits routes selected as display data option is not efficient Supplier Administrator edits Delivery form if display data is not efficient Supplier Administrator may wish to select another Supplier option or archive another new contract
13
Customer requires item today and is willing to borne the cost of courier Page 27 of 68 Monday Group 1 Report
4.7.4.
Data Flow Chart Coordinate Supplier/ Stock Management

Start
Select Inventory Request
Display Inventory Requests
Open Inventory Request Add to Delivery Request
Yes
Display Delivery Details Retrieve and Display Data
Calculate Delivery Route
More Inventory Requests?
No
Display Delivery Route(s) Confirm Inventory Availability
Yes Open Edit Mode Delivery Routes No Is Route(s) Logistical?
Validate item is in stock at requested store
Yes
Finalise (all) Delivery Routes Stock is on-hold at selected Store? No Display Supplier contact details Print Courier Delivery Routes
Request Courier Delivery Forms
Request Item from Supplier Call Courier(s)
Item Available from Supplier?
Yes
Order Item
Close Inventory Request
No Inform store that stock is not available
End
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4.8.
Report Stock Movement
The Supplier Manager monitors the success of a supplier based on the amount of the goods sold. Other information may also be reviewed, such as both negative and positive feedback from sales staff and customers as to the quality of goods. The overall report relies on input from stores to produce a reliable output report to Supplier Manager.
4.8.1.
Level 1
Data Flow Diagram - Manage Stock Movement
Sales
Customer Order 1.0
Process Sale
Item Data D 1 Inventory File Inventory Data 3.0 Report Supplier Product Sales Supplier volume Supplier Manager
Data Dictionary Customer Order Item Data
- Customer selects item(s) to purchase - At point of sale, information is collated from scanned price tag (product type e.g. t-shirt, colour, style, cost, sales margin, supplier) - Number of item(s) available for sale - Number of stock moved by each Supplier
Inventory Data Supplier Volume
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4.8.2.
Use Case Manage Stock Movement
In order to produce the Report Stock Movement, how the stock movement is captured needs to be identified.
Log In
Process Sale
Log Out
Sales Staff / Customer
4.8.3.
Extended Use Case Manage Stock Movement

1. This Use Case begins at point of sale. The Sales staff process the sale or customer purchases online 2. Requests User login and password 3. Actor enters unique ID and password 4. Validates login and opens new window with menu options 5. Actor selects item 6. Matches the item ID to the Supplier 7. Actor purchases item 8. Updates inventory 11. Actor logs out Alternative Courses for Manage Stock Movement 3. 4. 5. 14. Incorrect unique ID and/or Password System recognises Actor is not authorised to complete event Actor does not select any item(s) Item data may correct
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4.8.4.
Flow Chart Manage Stock Movement

Start
Select Item
Display Item Details
No
Does Item match display?
Yes
Proceed to purchase
Update Inventory
End
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4.8.5.
Use Case Report Stock Movement
Once historical data is collected in system, Supplier Manager can produce a report as required to monitor stock movement from Suppliers.
Log In
Request Supplier Good Movement Report
Log Out
Supplier Manager
4.8.6.
Extended Use Case Report Stock Movement

1. This Use Case begins when Supplier Manager requires Stock Movement report. 2. Requests User login and password 3. Supplier Manager enters unique ID and password 4. Validates login and opens new window with menu options 5. Supplier Manager selects Report Stock Movement 6. Displays criteria options (date range and other filters14) 7. Supplier Manager selects criteria 8. Retrieves and totals stock sold (and returned) by Supplier offering mode of display 9. Supplier Manager selects preferred display 10. Exports to selected display 11. Supplier Manager logs out Alternative Courses for Report Stock Movement 3. 4. 10.
14
Incorrect unique ID and/or Password System recognises Actor is not authorised to complete event Too much data to display on selected format (e.g. MS Excel spreadsheet, html or
Range of options available by which to select data, e.g. date range, product type, State, Country
mobile
device restriction)
4.8.7.
Flow Chart - Report Stock Movement

Start
Select Report Stock Movement
Display Selection Criteria
Select filter criteria
Retrieve data
Select export file
Export data
Yes
Is data file too big for selected output
No
Proceed to Export Data
End
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4.9.
Report Best Supplier
The Supplier Manager monitors the success of a supplier based on the highest profits generated by a Supplier. Other information may also be reviewed, such as both negative and positive feedback from sales staff and customers as to the quality of goods. The overall report relies on the sales input from stores (in-store and online) to produce a reliable output report to Supplier Manager.
4.9.1.
Level 1
Data Flow Diagram - Report Best Supplier

Sales
Customer Order 1.0 Manage Sales Revenue
Sales Data D 1 Sales File Profit Margin 2.0
Report Best Supplier
Supplier result
Supplier Manager
Data Dictionary Customer Order Sales Data
- Customer selects item(s) to purchase - Date and time of sale - At point of sale, information is collated from scanned price tag (product type e.g. t-shirt, colour, style, cost, sales margin, supplier) - From Sales Data, profit margin is determined by calculating the difference from cost price by Blue Fashion Cost to the Supplier and what the cost was on charged to the customer. - Total profit generated from Supplier
Profit Margin
Supplier Result
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4.9.2.
Use Case Report Best Supplier
Once historical data is collected in system, Supplier Manager can produce a report as required to determine the Best Supplier.
Log In
Request Best Supplier Report
Log Out
Supplier Manager
4.9.3.
Extended Use Case Report Best Supplier

1. This Use Case begins when Supplier Manager requires Best Supplier report. 2. Requests User login and password 3. Supplier Manager enters unique ID and password 4. Validates login and opens new window with menu options 5. Supplier Manager selects Report Best Supplier 6. Displays criteria options (date range and other filters*) 7. Supplier Manager selects criteria 8. Retrieves and totals profit by Supplier offering mode of display 9. Supplier Manager selects preferred display 10. Exports to selected display 11. Supplier Manager logs out Alternative Courses for Report Stock Movement 3. 4. 10. Incorrect unique ID and/or Password System recognises Actor is not authorised to complete event Too much data to display on selected format (e.g. MS Excel spreadsheet, html or mobile device restriction)
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4.9.4.
Flow Chart - Report Best Supplier

Start
Select Report Best Supplier
Retrieve data
Select export file
Export data
Yes
No
End
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4.10.
Report Trading Partner
The Supplier Manager monitors which Suppliers country offers better trading partners. The volume and profit from a Supplier reflects an understanding of the local knowledge in the textile industry. The overall report relies on input from Manage Stock Movement sales to produce an output report based on the Suppliers country of origin to the Supplier Manager.
4.10.1.
Level 1
Data Flow Diagram - Report Trade Partners
Sales
Customer Order 1.0 Manage Stock Movement
Item Data D 1 Inventory File Inventory Data 2.0 Identify Supplier Country
Supplier Information D 2 Supplier File Country of Origin
3.0 Report Best Trading Partner Supplier volume Supplier Manager
Data Dictionary Customer Order Item Data
- Customer selects item(s) to purchase - At point of sale, information is collated from scanned price tag (product type e.g. t-shirt, colour, style, cost, sales margin, supplier) - Contact details (address, phone numbers etc) - Products supplied (jeans, t-shirts, jumpers, shoes, accessories etc) - Service Level Agreements (agreed delivery time, out of stock notifications, sales margin, supply freezes) - Other (preferred courier, comments, feedback from Blue Cut Fashion stores and customers) - Number of item(s) available for sale
Supplier Information
Inventory Data
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Country of Origin Supplier Volume
- Filter on Suppliers country - Number of stock moved by each Supplier
4.10.2.
Use Case Report Trading Partner
Once historical data is collected in system, Supplier Manager can produce a report as required to identify the best trading partners.
Log In
Request Best Trading Partner Report
Log Out
Supplier Manager
4.10.3.
Extended Use Case Report Trading Partner

1. This Use Case begins when Supplier Manager requires Best Trading report. 2. Requests User login and password 3. Supplier Manager enters unique ID and password 4. Validates login and opens new window with menu options 5. Supplier Manager selects Report Trading Partner 6. Displays country criteria options (all country or selected country filters*) 7. Supplier Manager selects required country criteria 8. Retrieves total stock as percentage and dollar value sold (and returned) by Supplier filtered on country and offers mode of display 9. Supplier Manager selects preferred display 10. Exports to selected display 11. Supplier Manager logs out Alternative Courses for Report Stock Movement 3. Incorrect unique ID and/or Password
4. 6. 10.
System recognises Actor is not authorised to complete event Country of choice not displayed Too much data to display on selected format (e.g. MS Excel spreadsheet, html or mobile device restriction)
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4.10.4.
Flow Chart - Report Trade Partners

Start
Select Report Stock Movement
Retrieve data
Select export file
Export data
Yes
No
End
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4.11.
Online Order System
The Online Order will allow customers the ability to purchase and order Blue Cut fashions stock via the internet 24hours a day. This will broadened the companys customer base and enable them to fulfill customer orders via existing store stock. Other information such as number of online sales, success of online marketing campaigns can also be tracked.
4.11.1.
Online Order System Data Flow Diagram
The Data Flow Diagram illustrates the External Entities who will interact with the Blue Cut Fashions Ordering System and what source of information they will be transmitting through the system
Level 0
Customer Sales
Sales Order request Stock Request
Order Data
1 Ordering Database
Stores
Inventory Update
Sales Order Data Sales Order Data
Manager
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4.11.2.
Level 1
Data Flow Diagram Online Order
Customer Sales
Customer Order
Receive & show Online Catalogue content
Manager
Customer Logs In 3 Authenticate & Authorise Customer Inventory Data 2 Update Inventory File Online Sales Report D2 Verify Customer Daily Inventory D1 Customer Identity File Inventory File 7 Produce Management Reports D4 Daily distribution report Order Distribution File Store for order distribution
Stores
Inventory
Order details
D5
Store distribution File
Customer Verified
Verify Customer Details 4 Authenticate Customer Payment Method Verify Payment Method D3 Customer Details File 5
Order confirmation
Order confirmed
6 Order details Update Order Distribution File
Update Order File
Data Dictionary Customer Order Inventory Data Customer Logs In Verify Customer Customer Verified Verify Payment Method Verify Customer Details Order details Order confirmed Store for order distribution Order confirmation Order details Daily distribution report Online Sales Report Inventory Daily Inventory
Customer order information Number and type of Inventory requested Customer username & password information is entered in Customers information is verified against information stored in database Customers information is verified as correct and allows customer to proceed Customers payment method is verified against external payment systems, i.e. paypal etc All Customer information is passed through Customer Order information with shipping details Completed customer order information Customer Order routed to correct store for distribution Order distribution information Customer Order details Daily order distribution information Information on Customer Online Orders / Sale Number and type of inventory processed Daily file of inventory requested for online sales
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4.11.3.
Use Case Online Order
Search Catalogue
Select Item
Log In
Enter Payment Details
Receive Order Confirmation
Customer Customer
Log Out
4.11.4.
Extended Use Case Online Order

1. Search Catalogue / Select Item(s) 2. Item(s) are added to the shopping cart 3. Select more items or finalise purchase 4. Prompt for registration/log in 5. Register / Log in 6. Prompt for payment details 7. Enter Payment information 8. Payment information presented 9. Edit / Accept Payment Information 10. Shipping information is presented 11. Edit / Accept Shipping Information 12. Order details are confirmed 13. Receive Order Details Confirmation Alternative Courses Online Sales
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1. 5. 11.
Item out of stock Log in invalid Payment details invalid
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4.11.5.
Flow Chart Online Order

Start
Register/ Log
No
Validate registration/ Log in
Details Correct?
Yes
Present Catalogue(s)
Select clothing category
Yes
Add to Shopping Cart
Return search items
Buy more?
No
Present order details with cost
Validate/edit order details
Verify payment/ shipping details
Validate/edit shipping details
Present and send order confirmation
Prompt user to log out
End
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4.12.
Inventory System
The Online Order will allow customers the ability to purchase and order Blue Cut fashions stock via the internet 24hours a day. This will broadened the companys customer base and enable them to fulfill customer orders via existing store stock. Other information such as number of online sales, success of online marketing campaigns can also be tracked .
4.12.1.
Inventory System Data Flow Diagram
The Data Flow Diagram illustrates the External Entities who will interact with the Blue Cut Fashions Inventory System and what source of information they will be transmitting through the system.
Level 0
0 Blue Cut fashion system
Inventory information
Store staff
Inventory update
Stock Inventory supply Information
Supplier
4.12.2.
Level 1
Data Flow Diagram Order Inventory

1.0 2.0 Inventory Request Manage Inventory D1 Inventory file Inventory Data Order Request Fulfil Inventory Order D2 Order file
Sales Support
Item Data
Order data
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4.12.3.
Level 1
Data Flow Diagram Manage Inventory
1.1 Item Data Check Inventory Inventory Data
1.2 Order Data Order Inventory
4.12.4.
Level 1
Data Flow Diagram Fulfil Inventory
2.1 Order Data Receive Order Request Item Data
2.2 Inventory Data Validate Order Data
2.3 Order Request Process Order Request
2.4 Goods Receipt Order
Inventory Data
2.6 Distribute Inventory Item Data
2.5 Upload Inventory File
Order Data
4.12.5.
Use Case Check Inventory

Receive Order Request
Validate Availability
Request Authorisation
Place Order with Supplier
Log Out
Supplier Supplier Administrator Administrator
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4.12.6.
Extended Use Case - Check Inventory Actor/Action System Response 2. Results for the query is presented
1. Enter product Query
3. Select item requested 4. Information about the item is presented with number of items in all stores 5. Request is sent to another store if needed 6. Request is sent to another store through the system Alternative courses check inventory 5. Item is in store and sold
4.12.7.
Use Case - Order Inventory

Log In
Search Catalogue
Locate item
Check Inventory
Order Inventory
Shop Shop Assistant Assistant
Log Out
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4.12.8.
Extended Use Case Order Inventory

System Response
Actor/Action 1. This use case starts when new products are needed in the store 3. The shop assistant enters unique ID and password
2. Request for user details and password
4. Validates login and opens new window to search the catalogue 5. Enter product query 6. Results for the query is presented 7. Select item wanted and check inventory 8. Item is added to an order template 9. Select more items or finalise order 10. Order is saved in an order database and sent to supplier administrator 11. The shop assistant logs out of the system
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4.12.9.
Flow Chart Order Inventory

Start
Search Stock Inventory
Stock Inventory displayed
Return Stock items
Select Stock items
Prompt for quantity of stock
Quantity available instore? Yes
No
Check other stores
Stock available?
No
Order stock
Fulfil Customer Order
Prompt for quantity of stock Yes Stock Request sent to Head Quarters
Check courier database Update Stock Inventory Request Courier Supplier receives stock request
Prompt log out
End
Supplier fulfils stock order
Update Stock Inventory
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5.
Soft Systems Model
A Soft Systems Model is a framework for collecting and interpreting information about the overall system and the issues and constraints of the Human Activity System. There are four stages in developing a Soft Systems Model; Stage 1 Unstructured Problem Situation. Identifies different views and stories that the various stakeholders hold about a particular problem Stage 2 Rich Picture. Presents a pictorial caricature of Blue Cut Fashions operations in an easy to understand format Stage 3 Root Definition, CATWOE, developed to express each stakeholders viewpoint, C Customers, A Actors, T Transformation, W Weltanschauung (world-view of the actors), O Owners, E - Environment Stage 4 Conceptual Modelling, builds an abstract alternative view of the present situation in the form of an ideal system and compare it to reality. Blue Cut Fashions: Overview: Blue Cut Fashion is a clothing chain that has 3 stores located in Melbournes major shopping centres. Specialising in blue cotton products predominantly but is expanding its range of clothing that is popular among teenagers and young adults. Sales Manager Jane Fry has identified 2 main components being an e-commerce web site, which would allow online sales of our selected stock. The second, being an e-business site, which would allow sharing of stock and supplier information between our stores. CEO, James Fry, agrees with the first; online sales system, and that the second ebusiness site, should solving current problems is one issue that needs to be resolved as part of on-going business and I T development. Presently, issues exist to a number of areas such as item returns, product availability and pricing however a political issue in the organisation may exist between James and Jane on what the future online system will do. Stakeholders: James Frost CEO of Blue Cut Fashions. Jane Fry Sales Manager of Blue Cut Fashions. Franca De Lorenzo Technical officer of Blue Cut Fashions. Employees (sales staff) Customers: both in store and online browsing/purchasing. Problem/Political Issue: Conflict or difference of ideas between Jane Fry and James Frost on what the finished online system will do. (Documented below). ********************************************************************* Sales Manager, Jane Fry sees the new system having two main components, an ecommerce web site, allowing online sales of our selected stock and the second, being an e-business site, which would allow sharing of stock and supplier information between our stores. However the CEO James Frost, agrees that there should be an online ecommerce site and that is pivotal for future business planning and development. James
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sees that solving current problems is one issue that needs to be resolved as part of ongoing business and I T development.
Stages of SSM: Stage 1: Unstructured problem situation Fact finding Study Hard (factual) data: Blue Cut Fashions is under pressure following poor sales performances and job cuts to staff. There is no formal system linking the 3 stores inventory located in major Melbourne shopping centres. A clear division between Jane (the sales manager & buyer) who feels that the new system will enhance current operations and James (the CEO) who feels that the new system will resolve existing issues. (See transcript excerpt above). The current systems and processes used in Blue Cut Fashions are inadequate or non existent for returns management, inventory management, online purchases and receipt handling. Supplier information is currently held in Francas spreadsheet, James Blackberry and Janes PDA.
Soft data: (Assumptions and Opinions) There is a possibility that the issues identified are not shared equally by James and Jane. This is due to them both listing different issues to the other this indicative of varying awareness to issues that exist in the organisation. The conclusion that James is feeling pressure as the CEO of a dropping sales and recently downsized clothing retailer is possible as he stated that I am responsible for the operation of the entire chain of our stores, the finances, and the planning of its future. In other words - the buck stops with me. This could explain why he is so adamant of the new system being the basis for the future success. Consumers expect quality service when querying a prospective purchase with sales staff. Consumers also expect a safe online ordering system that is easy to use. As the CEO, James has set targets to deliver high profits and tangible objectives such as market share. Intangible objectives include providing quality service and brand recognition. The sales staff is also expected to not fully embrace organisational change as generally, people prefer to stick to proven, tested and normal processes that they are familiar with. However, it is possible that they may feel embarrassed when they cannot adequately assist customers due to technological restraints and therefore may welcome a new system that can alleviate this concern.
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Franca De Lorenzo has stated that she believes the electronic supplier information is Grossly inadequate. James Frost feels that the supplier information spreadsheet is a work of art contradicts Franca. Stage 2 Analysis: Structuring a problem situation.
Rich picture:
The above rich picture is made up of 4 different items. Pictures represent a unique stakeholder for Blue Cut Fashions. Thought clouds represent opinions, thoughts or ideas of that particular stakeholder. Rectangular boxes connected to a stakeholder represent the role of the stakeholder in the Blue Cut Fashions operations system. Speech bubbles describe the stakeholder in detail i.e. who they are specifically. Stage 3: Root definition: CATWOE: James Frost CEO of Blue Cut Fashions Customers: Teens and Young adults better in store operations and online sales capabilities. Suppliers better information quality. Blue Cut Fashion employees beneficiaries of better systems. Actors: Franca De Lorenzo technical officer, most likely to oversee operation and maintenance. Jane Fry Sales Manager likely to oversee facets of the system.
Sales Staff those who use the system in Blue Cut Fashion stores. Transformation: System addresses existing IT and business issues and also provides a platform for future performance improvements. Weltanschauung (world-views): Online system will solve current problems whilst also allowing the online sales section to be a pivotal aspect of our future planning and development. Owners: Blue Cut Fashion Board of directors, Shareholders (if any), Owners. Environment: Competitors, time needed before operational is scarce and technological constraints. CATWOE: Jane Fry Sales Manager of Blue Cut Fashions. Customers: Teens and Young adults better in store operations and online sales capabilities. Suppliers better information quality. Blue Cut Fashion employees beneficiaries of better systems. Actors: Franca De Lorenzo technical officer, most likely to oversee operation and maintenance. Jane Fry (Herself) Sales Manager likely to oversee facets of the system. Sales Staff those who use the system in Blue Cut Fashion stores. Transformation: Customer needs clothing information (online) such as product availability. System turns queries into processed orders. Blue Cut Fashion Staff take a customer director query in store and find an accurate answer via the system, they also place order requests. Weltanschauung (world-views): 2 components, e-commerce website for online sales; e-business site to allow sharing of stock and supplier info between stores. Current set up is poor. Owners: Blue Cut Fashion Board of directors, James Frost (CEO) Shareholders (if any), Owners (if applicable) Environment: Competitors, time needed before operational is scarce and technological constraints
CATWOE: Franca De Lorenzo Technical officer of Blue Cut Fashions. Customers: Teens and Young adults better in store operations and online sales capabilities. Suppliers better information quality. Blue Cut Fashion employees (Board/James Frost/Jane Fry/Sales staff) beneficiaries of a better system as can make more informed decisions. Actors: Franca De Lorenzo (Herself) technical officer, most likely to oversee operation and maintenance. Jane Fry Sales Manager likely to oversee facets of the system and report to James Frost. Sales Staff those who use the system in Blue Cut Fashion stores. Transformation:
Will receive large numbers of input data relating to sales, customer details, suppliers, stock and process it into a meaningful output that satisfies technological requirements and improves Blue Cut Fashion performance. Weltanschauung (world-views): New system is grossly needed; current system is by far inadequate. My spreadsheet is not effective enough to deal with current issues. Better communication technology links between James, Jane and myself. Owners: Blue Cut Fashion Board of directors, James Frost (CEO) Shareholders (if any), Owners (if applicable) Environment: Competitors, time needed before operational is scarce and technological constraints Root Definitions (Current system): The Blue Cut Fashions stock and supplier information system is owned by the Board of Blue Cut Fashions and operated by Franca De Lorenzo and the Blue Cut Fashion staff. It adequately handles stock and supplier information while providing basic integration to devices owned by key stakeholders such as Jane Fry and James Frost. The system is perhaps insufficient to meet the current and future needs as it is restricted by technological capabilities of the system, the cost (time and money) and the culture of the business. Root definitions (future system): The Blue Cut Fashions stock management, supplier information and online order system owned by the Board of Blue Cut Fashions, operated by Jane Fry, Franca De Lorenzo and Blue Cut Fashion sales staff provides a system that deals with customer queries, customer orders and employee requests for information in an efficient and professional manner. The system is safe and secure, easy to use and provides a basis for future development while addressing existing issues. It is perhaps restricted by the lack of unity between some key stakeholders, time and money constraints.
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Stage 4: Conceptual models.

CEO
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Sales Manager
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Combined
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6.
6.1.
Requirements
Functional Requirements
A functional requirement defines a function of a software system its component. A function is described as a set of inputs, the behavior, outputs and defines what the system is meant to accomplish.
6.1.1.
Online Sales - External

Easy to select items for purchase to add to shopping cart Simple payment process multiple payment options, paypal, credit card Order confirmation number displayed Option to sign up to newsletters Username and Password login
6.1.2.
Online Sales Internal

Displays catalogue of inventory Online registration system for customers Storage of customer information Customer Identity and Authorisation method username / password Order workflow capability, ability to route to store which has available stock Order history information Allow different payment methods paypal, credit cards visa, mastercard, American express, Diners Verify credit card details to allow purchase of order Update stock inventory in real-time to display potential delays in order fulfillment Marketing capability website display of specials Ability to retrieve all customer email addresses for marketing campaigns Capability for links to other websites
6.1.3.
Store Sales Internal

Flexible price tagging system to allow for easy updates Ability to scan & display price of item in store Cash register sales updates inventory system in real-time Sales docket to contain information on item purchase, description of item, size, style,colour, price, total of goods, item reference number Access to inventory system to see stock availability in other stores Ability to code faulty goods in the inventory system for return to supplier Ability to code returned goods in the inventory system to update stock that item is available
6.1.4.
Stock - Internal
Real time inventory. The system should automatically be updated when an order is completed and when a sale is made either that be online or in store. Details about every item are stored in a database. The details should include; name, barcode, price inn, price out, description, size and number of items in every store. The inventory database should be accessed by all Blue Cut stores and possible to access when not in store. IT staff at head quarter will enter stock information into the database. Orders to suppliers are sent to head quarter
If an item out of stock is available in another store a request can be made to transfer the item.
6.1.5.
Supplier - External
Correct Supplier stock codes on Purchase Orders Forward upcoming promotions and other communications via one email address (suppliers@bluecutfasions.com.au) Notification of stock being returned and when, by what courier Fast, reliable and efficient delivery of goods
6.1.6.
Supplier Internal
Display catalogue of active Suppliers Daily upload of Inventory Request received from Blue Cut Fashion Stores and online customers Online capability for authorised personnel to approve and release Supplier purchase orders Automated notification if a given supplier has had no order activity within <#> months Online registration system for new suppliers Storage of supplier information Supplier order history information Real time stock availability View supplier upcoming promotions and events Ability to retrieve all supplier email addresses for marketing campaigns Capability for links to supplier websites Ability to display cost price and margin per item, per store of items currently in stock Access to all store inventory systems to identify stock availability in all stores Ability to report details of faulty goods against supplier records Track stock movement between Customer, Supplier and all Blue Cut Fashion stores Preloaded Courier forms to ensure all relevant specifications are complete Remote access to Blue Cut Fashion when working out of office Choice of report format (spreadsheet, html, csv, pdf)
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6.2.
Non Functional Requirements
Non Functional Requirements (NFRs) are defined as a requirement that specifies criteria that can be used to judge the operation of a system, rather than specific behaviours. Typically, Non-Functional Requirements can be called quality of the system, what are the quality goals of the system, for example updates in real-time or batch updates overnight, how many concurrent users will the system allow at the same time, what type of security controls are in place. The following Non Functional Requirements apply to the whole Blue Cut Fashion system, with specific non-functional requirements per sub-system stipulated. Usability internal Training times: Store staff 1-2 hours on new system Office staff 2-3 hours on new system, including how to update inventory etc IT staff 1-2 days on the technical aspects of the system, how load new information, file types, regular maintenance on the system, upgrade potential on the system, architectural diagram on how the system interacts and flows between the different sub-systems. Measurable task times: typical order customer online order should take no more than 3-5mins with logging in, authentication, authorisation, verification of payment typical in store customer transaction response time on inventory file to cash register should take no more than 1 minute. Comparing usability with other state-art-systems Online help systems should be available to customers, easy to navigation and understand Frequently Asked Questions, Interactive help text when mouse hovers over text, online wizards, tool tips Follows consistent standards throughout the whole system, that is the consistent use of terminology, formats, etc Usability external - website Use of mock-up wire frames for website design Easy navigation Complies with minimum W3C standards for disability usability standards Use of Dublin Core standards for metadata User Friendly error messages
Reliability Availability online system should be available 24/7, internal system should be available 23/7, allowing hour per day for back-ups Accuracy describes how close the measurement is to real value while precision is the units which is used to measure the data in. Bugs per type there are four different severity levels of system bugs and production problems, they are defined as follows: Severity 1 - Production server or other mission critical system(s) are down and no workaround is immediately available. All or a substantial portion of mission critical data is at a significant risk of loss or corruption. There is a substantial loss of service.
Business operations have been severely disrupted. Severity 1 support requires you to have dedicated resources available to work on the issue on an ongoing basis during your contractual hours There is no workaround to the disruption
Severity 2 - Major functionality is severely impaired. Operations can continue in a restricted fashion, although longterm productivity might be adversely affected. A major milestone is at risk. Ongoing and incremental installations are affected. A temporary workaround is available. There is no workaround to the disruption
Severity 3 - Partial, non-critical loss of functionality of the software. Impaired operations of some components, but allows the user to continue using the software. Initial installation milestones are at minimal risk There is a workaround available. Severity 4 General usage questions. Cosmetic issues, including errors in the documentation.
Mean time between failures / repair time the response time between system failures will depend upon the type of support agreement in place with vendor, the below table is typical response times Production 4 business hours, 24 x 7 8 business hours 12 business hours 24 business hours Definition Blocks further testing Currently visible and / or detrimental to customers Possible immediate detrimental to revenue or reputation Needed for time critical deadline Fixed before next release Numerous customer complaints about the issue Critical area of the system Will be very visible and / or detrimental when released (Dev) Does not conform to what was stated as a requirement for the release Should be fixed if time permits, not a critical area of the system Some Customers impacted by it but there is a workaround
Severity Critical / Severity 1 Major / Severity 2 Minor / Severity 3 Cosmetic / Severity 4 Priority Priority 1 immediate
Priority 2 High
Priority 3 Medium
Priority 4 - Low
Very few customer complaints logged about the issue Would like to be fixed but can be released as it is cosmetic Few customers even notice it or are impacted by it
Performance Response times external website to comply with standards of no more than 10-20 second page load times Throughput ability to hand multiple transactions via online orderings and stores Capacity ability to handled 1000 concurrent users external users via online website during peak times and 400 concurrent internal users during peak times Degradation modes degradation of service should only occur once capacity thresholds have been reached Supportability Ability to be able to upgrade system requirements Ability to fix system issues Security Secure online ordering system Secure online customer registration process Secure online payment method Secure access to the internal systems inventory, reporting Secure remote access to internal systems via PDA, Blackberry, Computer
Reporting System Reporting capability Online sales number, revenue, items Store Sales number, revenue, items Number of orders fulfilled Turnaround time on order fulfillment Number of faulty items Inventory of stock levels per stock number, product, by store stock number, supplier information, product/stock category, style, sizes, colour, cost price and purchase price Supplier information details, unique supplier ID, Number of returns due to Suppliers providing wrong stock items Accounts outstanding, paid Customer Demographic information
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6.2.1.
Design Constraints
There are a number of design constraints in the overall system. There is a need to ensure that the system complies with the standards for useability from both an internal and external perspective. External useability needs to comply with the minimum W3C standards to ensure that people with disabilities can still use the online ordering system, otherwise Blue Cut Fashions could missing out on a potential customer base. The system also needs to scalable and have appropriate systems support in place during testing and once it is deployed into production.
6.2.2.
Cloud Computing
Cloud Computing has been heralded as the next big thing in the IT space. Cloud Computing according to Daugherty et el, is also known by other names, such as on demand computing, elastic computing, utility computing, grid computing, everything-as-aservice and software-as-a-service. To understand how a company can use cloud computing, we need to understand what cloud computing is which is basically the dynamic provisioning of IT capabilities like hardware, software or services from third party companies over a network into a companys organisation. Cloud Computing companies offer a number of services, that fall into different categories, Customer Relationship Management (CRM), human capital, financial management, procurement, content management, word processing applications, spreadsheets, e-mail and web conferencing. Companies can also subscribe to cloud based solutions for business processes which can be managed for the company externally like claims processes, expense management, or procurement. To use the services offered by these companies, companies subscribe by the number of users or seats. Depending on the number of user or seats will depend on the cost to the company. Some of the companies who are involved the Cloud Computing phenomenon, offering services are; Amazons Infrastructure Cloud, Google Apps Engine, IBM Blue Cloud, Microsoft Windows Azure and Salesforce Force.com. Blue Cut Fashions could for instance outsource its procurement with suppliers for their fashion business to one of these companies and let them handle the process, without the need to integrate their systems, or Blue Cut could outsource its returns or claims processes.
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7.
Bibliography
Daugherty, P, Swaminathan. K.S., Tobolsko, J, What the Enterprise Needs to Know about Cloud Computing, SMS Management and Technology Web and Information Management Capability Group, 2009.
<https://magellan.smsmt.com/Topics/ServiceOfferings/Web%20and%20Information%20Management/Pages /default.aspx>
Geelan, J, The Future of Cloud Computing, SOA World Magazine, Jan 2009 <http://in.sys-con.com/node/771947>
8.
8.1.
Appendix
Project Plan
Page 65 of 68
8.2.
8.2.1.
Experience Report
Activities Log
Student Number S3163667 Activities Performed Project Plan Formal Systems Model Flowchart Stock DFD Sales Data Dictionary Sales Functional Requirements Sales Non-Functional Requirements Draft Report Final Report Supplier Overview Use Case Supplier Flowchart Supplier DFDs Supplier Data Dictionary Supplier Functional Requirements Presentation Design Presenter Use Case Sales Use Case Stock DFD Stock Data Dictionary Stock Functional Requirements Stock Flowchart Sales Report format Soft Systems Model Presenter
Group Member Sharon Lea Culhane
Ivette Dionne
S3104495
Ida Marie Gaarder Johansen
S3225651
Hula Kahlal Darren Hart
S3236327 S3198830
8.2.2.
Problems & Solutions

Solution To overcome this, we decided to follow the case study example provided and add additional pieces (from the lecture examples), where applicable. This led to a solution that was consistent but also comprehensive and effective at overcoming the soft systems issue. Review with fellow team members and liaison with Pradip in workshops
Problem Soft Systems (Darren): The most pressing issue related to the confusion caused by some varying example SSM models. It was hard to determine the best process to use as the lecture slide examples and the provided case study had small variations. Supplier DFDs (Ivette): Ensuring Data Flow Diagrams aligned
to the correct level requirements Supplier General (Ivette): Clear communication and understanding of overall alignment of system and processes Presentation (Ivette): Determining which sub-system process to focus on Online Ordering Flowchart (Hala)
Review and liaison with fellow team members in workshops, taking ownership of a sub-system and making executive assumptions Met with Darren and discussed various processes, chose one and discussed what-if situations in preparation of Q&As When trying to draw an Online Ordering flowchart, I was not too sure, how I would fit an input box after each process box. For example, fitting the action Verify payment shipping details as an input afterValidate / edit order details as a process. I viewed both actions as being process actions. After a couple of chats with other group members deciding what is viewed to be a process action and what is an input action, we finally agreed that the above example is actually correct. One other issue I faced is trying to make the Online Ordering flowchart separate and not very detailed in a way that links to another department of the business, for example Stock, as they are both linked. This problem was solved by making the flowchart precise and not very detailed that could cause confusion between the two separate systems. Working through the activities that needed to be performed and then as a group deciding who would do what tasks. This was done in consultation with the group on who was best placed to do certain activities. For example Darren does not have access to Visio, so he volunteered to work on the SSM, while the rest of us split up the dfds, flowcharts and processes. Review use cases to ensure process flowchart matched, and then to ensure consistency with DFD. Drawing on previous knowledge and experience as to what NFRs are adding them into the requirements
Online Ordering Flowchart (Hala)
Project Plan (Sharon) Working out with a group of five people the activities each could perform and working through a timeline to ensure all work was completed.
Flowchart Stock (Sharon) Ensuring flowchart matched the use cases and DFDs Non Functional Requirements (Sharon) Work through what are the Non-
functional Requirements for the system Inventory DFDs (Ida Marie) Found it difficult to decide if there should be one DFD containing all the possible data flows or if they should be divided into separate ones. I was also unsure of how many levels of DFDs there should be. After making the DFDs there was the issue that they had to match the supplier information and the inventory flow chart. Inventory Use Case (Ida Marie) Determining how many use cases there should be
and sourcing definitions that I have used in the past for Severity and Priority issues. Fellow team members reviewed the work and suggested changes so that it matched their work.
Discussed with team members and Pradip in class.
Page 68 of 68

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