Ateneo de Davao University

IT 1
Prelim Project

BURGERS AND
BOARD GAMES

SUBMITTED TO:

MRS. MYLENE CABALLERO

IT1 PROFESSOR

SUBMITTED BY:

LUMBAYON, ANNE EIKO GIZELLE C.

LUPOGAN, CRISEL MAE B.
MALINAO, MARION
BSA - 3B
I.PLANNING PHASE

Company Background

Burgers and Board Games is a hamburger restaurant and board game cafe that
provides a combination of quality food and excellent service at a valuable price. This
restaurant caters to the millennial market, providing board games you can borrow stacked
in rack, as you enjoy your meal with friends and family. It is now established and
operating in Damosa Business Center - unit 5 of Damosa Complex in Lanang, Davao City.
For the past 3 months of operations, they have been featured in ABS-CBN, Mindanao
Times, M Magazine and Edge Davao.

In todays highly competitive environment, they stand out in a way that they are
the pioneers of providing tabletop games in the metro. Burgers and Board Games entices
millennials to bring their family and friends in their innovative environment that brings
a new food and board game experience. Burgers and Board Games still uses a manual
system as to their business operations such as regular ocular inspections for the supplies
being bought and delivered for the inventory.
Project Identification and Initiation

SYSTEM INVENTORY RESTOCKING AUTOMATION

REQUEST:

Project Sponsor Julia Alvarez, owner

Business Need This project has been introduced to minimize and eventually
eliminate inventory shortage/stock out and spoilage, which will
then increase customer satisfaction.

Business The business capabilities that this system will provide is an

Requirements automated reordering/restocking of inventory (ingredients,
especially those easily perishable items) when the inventory level
reaches a certain percentage below desired level. Once the
inventory level reaches this point, the system will automatically
send an order form to the suppliers to deliver inventory and
replenish the stash.

Business Value The benefits that the system will create for the organization are
the following:

1. Decrease spoilage of perishable inventory

2. Decrease inventory shortage/stock

3. Minimize additional costs for unwanted disposal of

spoiled goods

4. Increase customer satisfaction

5. Increase goodwill
 6. Reduce overall costs while increasing gross sales revenue

Special Issues 1. Supplier cooperation

or Constraints
2. Varying expiration dates of different goods in the inventory

3. Diligence of key person to monitor the level of inventory

4. Limited time in establishing the system itself

5. Project sponsors are inexperienced and has limited knowledge

regarding potential bugs in the system

The system request to be created is an inventory restocking automation that will

prospectively increase the companys capacity in catering to orders and responding to
them quickly in order to retain customer loyalty. Also, this will help minimize disposal
costs of spoiled goods (such as perishable items) and extra costs to replace those spoiled
goods. This will also help in minimizing the hassle of having last-minute orders from
suppliers. In developing this system, it can cause an increase in sales and goodwill.

Project Management

For this project, we find Waterfall Development the best fit for its methodology
and management. It is considered because it is not only simple, but also low cost. In a
waterfall model, each phase must be completed fully before the next phase can begin. This
type of model is basically used for projects which are small and have no uncertain
requirements. At the end of each phase, a review takes place to determine if the project is
on the right path and whether or not to continue or discard the project. In this model the
testing starts only after the development is complete. In waterfall model, phases do not
overlap. It also does not require complex techniques such as those used in RAD and
Throwaway prototyping.
Summary of Applying the Concepts at Tune Source p. 20-23

John Margolis, Megan Taylor and Phil Cooper, three entrepreneurs with ties to the
music industry, were alarmed with the music-sharing websites that downloads music
without paying for them, which results to copyright issues and denies the artists royalties
associated with sales. After a legal battle over copyright infringement of this certain illegal
music-sharing website Napster, Phil has asked Carly Edwards, a rising star in Tune
Source, a place to go find rare audio recordings, to spearhead the digital music download
project. Carly, the project sponsor, made a system request to be approved by the steering
committee. Carly describes the business requirements at a very high level. It also included
the business needs of the system such as increasing sales and providing a music download
capability demanded by a very competitive marketplace. If you noticed, the emphasis is
on the business aspects: sales and maintaining a competitive position in the companys
market. In preparation for the system, Carly had several of her staff members conduct
both an in-store customer survey and an online customer survey to assess the customers
interest in individual music downloads, subscription programs, and gift cards. It also
attempted to gauge the customers price sensitivity for these offerings. Having presented
the system request to the project steering committee, the response was uniformly positive.
It was approved by the steering committee. Jason Wells, a senior systems analyst in IT
department, was assigned to work with Carly to develop a preliminary feasibility analysis
for the project.

Background

Burgers and Board Games was established by owner, Julia Alvarez. As mentioned,
they stand out in a way that her restaurant is the pioneer (in the metro), in providing
tabletop board games while having their dining experience. Their menu range from
burgers, to milkshakes, and sodas. They also serve chips, fries and nachos. As to their
inventory, the buns and patties for the burgers are replenished everyday. Their supply of
buns are freshly baked everyday, including the patties. Other condiments are replenished
when they feel the need to do so or when the inventory is low. They dont have a particular
time or date for repurchasing, but they try to estimate their re-order point. The companys
as-is system is mostly manual.

System Request
The system request to be created is an inventory restocking automation that will
prospectively increase the companys capacity in catering to orders and responding to
them quickly in order to retain customer loyalty. This will minimize inventory shortage
most especially when peak seasons come. Also, this will help minimize disposal costs of
spoiled goods (such as perishable items) and extra costs to replace those spoiled goods.
This will also help in minimizing the hassle of having last-minute orders from
suppliers. In developing this system, it can cause an increase in sales and goodwill.

Summary of Applying the Concepts at Tune Source p. 34-37

With the project being approved by the steering committee, Carly and Jason
conducted a feasibility study to know the possible technical, economic and organizational
risks. This serves as a guide in determining whether or not to proceed with the project. It
also identifies the important risks associated with it that must be addressed should the
project be approved. The results of these are combined into a feasibility study deliverable
that is given to the approval committee at the end of the project initiation. As to the
projects technicality, Tune Sources risk regarding familiarity with music download
applications is moderately high. As to its economic point of view, the project will run
smooth in general. Lastly, the organizational feasibility yields a low risk as the company
expressed a strong interest on the project.
 INVENTORY RESTOCKING AUTOMATION PROJECT
EXECUTIVE SUMMARY

TECHNICAL FEASIBILITY
The Inventory Restocking Automation system is feasible technically, although there is
some risk. It involves the diligence of the staff to perform inventory monitoring, also,
most employees of the entity have slim to none knowledge of softwares and inventory
automation. However, this system we are proposing is user-friendly and easy to
understand.
ECONOMIC FEASIBILITY
After analyzing the economic feasibility of this project, the results yield positive
economic benefits to the entity. Not only will this project lower costs of unwanted
disposal, but it will also increase customer satisfaction that can later on increase sales
and goodwill.
ORGANIZATIONAL FEASIBILITY
From an organizational perspective, this project has low risk. The owner of the company
has a strong interest in the project. The users of the system, the management, are
expected to appreciate the automation of inventory restocking since it will provide a lot
of benefits for the company including cutting unwanted costs and minimizing
unwanted inventory spoilage and even overstocking.

Summary of Applying the Concepts at Tune Source p. 48-49

Once the feasibility analysis has been completed, it is submitted back to the
approval committee along with a revised system request. The committee then decides
whether to approve the project, decline the project, or table it until additional information
is available. Before a project is selected, the approval committee weighs many factors and
makes trade-offs before a project is selected.

Due to budget constraints, only one project must be approved. Among others,
digital music download stays on top of the project list. As mentioned above, the
committee needs to carefully examine and undergo project selection to select which
project is best. They will have to consider benefits, risks, and strategic alignment of all
projects. The committee decided that the best project that can satisfy demands of its
existing customers and potentially expand its customer base is the digital music
download.

Similarly, the owner of Burgers and Board Games reviewed our proposal of
making the inventory restocking automated and she has displayed a great interest in the
project. She accepts the proposal but costs must be extensively planned. Nevertheless, she
believes that the project may be of very great help to her business.

Summary of Applying the Concepts at Tune Source p. 80-84

The system analyst, Jason Wells, decided to divide the project into several versions
to market application as quickly as possible. To identify the tasks that would be needed to
complete the system, Jason Wells applied the RAD methodology. According to his past
estimates, three people are needed to staff the project. Jason created a staffing plan about
the analyst for the analysis and design phase, an infrastructure analyst and a programmer
to implement the said project. They also considered their technical and interpersonal
skills as well. He included also a special incentive structure like day-offs, and budget for
food. In addition, he drafted a project charter to remove any misunderstanding that could
grow. He then added several practices in place by acquiring the CASE tool utilized. He
also made a standard list based from the development projects. He also had his assistant
set up binders for the project deliverables

Similarly, the project shall use waterfall development. Each phase must be
completed fully before the next phase can begin.
 Staffing the Project

The company must hire system analysts and programmers with excellent technical
and interpersonal skills. They are also expected to report to the project manager about
their progress or any problems that will be encountered throughout the course of the
system development.

Coordinating project activities

To coordinate project activities, the project manager shall devise a schedule and
draft a data flow of the system. Documents such as system request, feasibility analysis,
and staffing plan, among others, are to be integrated with each other
II. ANALYSIS PHASE

Requirements Definition Statement

Functional Requirements

1. Company Requirements

The system shall produce an out-of-stock notification immediately

when an item quantity on hand reaches the item reorder point.
The system will allow employees to properly manage stocks and
expiry dates.
The system will allow the management to access supplies in a much
organized way.
The system will keep track of the orders that have been placed.
The system will allow the company to know how many products are
in stock.
The system will include real-time inventory levels at all times

2. Nonfunctional Requirements

o Operational
The system will automatically update the inventory count and send
an electronic purchase order to suppliers.
o Security
Only authorized personnel are allowed to update the system to avoid
fraud.
o Performance
The system must be responsive at all times to avoid misleading
information and miscommunication between the company and
supplier.
 Reduce error rate or crashing.

Requirements Elicitation Techniques

The elicitation techniques that our group used are interview and observation. We
have chosen these techniques because it is more convenient in obtaining answers from
the company and for them to be able to answer our questions easily and directly. As for
observation, we chose it because it enables us to see the present situation of the company.

Factors:
1. Type of information - the information we need requires detailed
answer and further explanations. Interview best fits the criteria.
2. User involvement - It is more convenient to the users because it is
not complicated compared to those who uses JAD techniques
3. Cost- low cost since we only interviewed one person one on one

II. Submit a transcript of such elicitation technique you used

Name of the business: Burgers and Board Games

Person being interviewed: Julia Alvarez, owner of the business.
Interviewer: Crisel Lupogan

(Crisel): What is the current system that the company uses?

(Julia): Currently we are manually checking our inventory and ordering goods when
supplies are running low.

(Crisel): Do you see the need to use an automated system?

(Julia): Yes, in order to make the business more effective and efficient.
(Crisel): How often do you check your inventory?
(Julia): Manually end of every night we check our inventory to know when to order
supplies. I do not have a particular time or date when purchasing supplies but I estimate
re-order point.

(Crisel): Are you having any troubles about re-ordering?

(Julia): Yes, at times. Since my estimation is not always right and accurate, chances of
having inventory shortage is high.

(Crisel): What happens to those ingredients that gets spoiled easily?

(Julia): When an ingredient gets spoiled, there would be an additional cost that the
company will absorb. I am looking for a system that helps me reduce/lessen these
problems that I encounter for the business to operate efficiently and effectively.

(Crisel): Do you see any risk in using this system?

(Julia): Yes, employees might input the data incorrectly but if I would rate the risk, it
would be relatively low since they can be trained accordingly.

ANALYSIS STRATEGY

We used technology and problem analysis in making this study. Technology can
greatly help the business by automating their transactions. Technology could be applied
to the business process. Improvements from problem analysis tend to be small and
incremental. This type of improvement is very effective at improving a systems efficiency
or ease of use. In this study the company wanted to shift from manual to automatic to
improve their operations and to increase customer satisfaction and her way of achieving
this is to automate inventory count, purchasing orders and expiry dates to lessen/
eliminate inventory shortage and spoilage.
Event-response list Figure 4-7

EVENT RESPONSE

Store is already running low of The system will notify and automatically send a
supply. purchase order to the supplier .

Customer purchase. The system will update the inventory count

New products ordered are The system will save each products expiry date
shipped in to inventory. and update inventory count.

Expiration of supplies. System will give notification 2 weeks before supply

meets the expiry date.
 Use Cases

Use case name: Inventory count ID: 1 Importance Level: High

Primary actor: Authorized personnel
Short description: When a customer orders, the authorized person will encode the order and the
system will update the inventory count
Trigger: When the authorized personnel inputs the order
Type:
External / Temporal
Major
Major Inputs Outputs
Description Source Description Destination
Update
Authorization Customer inventory Companys
reply count main system

Major Steps Performed Information for Steps

1. Order Received
i. Customer Order received by the Authorized personnel
main server.
ii. Record the transaction
Inventory system
2. Inventory
i. Inventory adjustment.
Use case name: Order Process ID: 2 Importance Level: High
Primary actor: Order Process use case
Short description: This use case describes how orders are handled.
Trigger: The product in the system was ordered by the customer
Type: External / Temporal
Major Inputs Major Outputs
Description Source Description Destination
Inventory
count use
Purchasing case Products
order shipped in Supplier

Major Steps Performed Information for Steps

1. Notify suppliers Companys system

i. Purchase order sent online
Use case name: Receiving ID: 3 Importance Level: High
Primary actor: Order Process use case
Short description: This use case describes how orders are handled.
Trigger: The product in the system was ordered by the main system
Type: External / Temporal
Major Inputs Major Outputs
Description Source Description Destination

Order Receiving and

process use update of Companys
supplies case inventory count main system

Major Steps Performed Information for Steps

1. Receiving Companys system

i. update the inventory count Assigned personnel
ii. Encode the expiry date for each
product
Summary of Applying the Concepts at Tune Source - Requirements
Determination

First, they collected all existing records related to the as-is system of the company.
Next, they interviewed the senior analyst to understand more the current system and
asked for some ideas to be applied to the to-be system. Carly then conducted JAD sessions
together with the manager, analyst and members of the IT staff in order to discuss the to-
be system. Jason helped his project team to be on track and run the project smoothly.
Since the purpose of the JAD sessions is to help the team generate more effective and
efficient ideas, it helped them to categorize their ideas into three sets. Jason also used
some techniques such as technology analysis and informal benchmarking in order to
hasten and lessen his work. Throughout all these activities, the project team collected
significant information which were added to the requirements definition. At the end of
the analysis phase, the requirements definition was passed to Carly.

Carlys team then conducted a two-day JAD session where they clarified, finalized
and prioritized the requirements and create use cases. The team also spent time creating
models that indicated the process and data in the future system. Due to Carlys rush to
make the production of the system possible, Jason time boxed the project. After how
many reviews, Jason made some slight changes to the project plan. The proposal was
presented to the committee and they approved the proposal of the team.

Summary of Applying the Concepts at Tune Source Use Cases

The initial phase in making use cases is to recognize the real utilize case as
indicated by the prerequisites. During the JAD sessions, they characterized the utilization
case and accentuated to the clients how the utilization case works. When all the utilization
cases were characterized, they affirm that it was exact despite the fact that there are minor
mistakes that were revised after.

The major use cases of this system is update the inventory count and send purchase
order to suppliers and updates the expiry date of the products. The first event, inventory
count is when the authorized personnel inputs the order of the customer and the system
automatically updates the inventory count. The second event, purchase order is when
the system sends an electronic purchase order to the suppliers. The last event update
expiry date is when the system notifies the users two weeks before that a certain product
is about to expire.