Business Requirements Analysis

Monday, March 8, 2010

Business Requirements Analysis

Develop and implement an electronic data interchange (EDI) system to receive requirements and large orders from customers and send requirements and orders to vendors.

The EDI systems should be able to receive orders in X12 format standard.   Every customer must have a unique identifier to able to access the system.  This ID must be approved by the account manager and needs to pass through the test server before sending transaction to the production systems.   All the data received from the customer has to pass a validation phase; this process consists of three parts; the first one consists of performing a login to the system using the sender ID, to be able to grant access to the system, this Sender ID must be in a active status and should not have any pending payments. The second one will verify syntactic errors and the third one will analyze if all the logical segments are included in the receiving package.  When this process is clear, the system should start searching for items inside the orders, validate them through the database, approve the price and check the inventory.  If all prerequisites are satisfied then the item with the respective quantity should be placed into the temporal order.  When all items are validated an order should be generated including a confirmation status, plus a delivery tracking number should be created and sent back to the customer. Also, a copy of the order should be sent back to the customer like an auto confirmation, each item should include approve price and quantity.  However, before placing the order the system should verify if the total amount of the order can be paid through the payment information supply in the order; a pre-authorization is a necessary step in order to approve the order and create an invoice, if the process fails, the order should be saved and a message should be sent to the customer alerting that the order cannot be processed because the payment is failing. If the order is approved a payment must be issued through the credit card processor and an email to the customer must generated with the invoice attach.

This system should have the ability to send orders to vendors that support the same EDI standard.  The orders must be generate through a revision of the inventory level and need to be authorized from the proprietary manager.  This component should manage the connectivity and the error or message must be documented to ensure an understanding of the systems.  This program should have an automatic send order in case the management decides to send order without authorization for the owner.

Rationale behind this selection.

It is important to exercise an EDI service, because it helps to place orders faster than regular input screen systems. An EDI System could be integrated with the customer order manager, and the order should be generated without human intervention, the customer system verifies an inventory level and based on company business rules, creates a request for reestablished the inventory.  To use EDI it is a convenient way to eliminate delays and bottle necks; and the customer could order an item at anytime without talking to a sales representative or waiting in line.  Another highlight is that this system eliminates relative errors with quantity and items with a big description.  EDI system is the new way to do Business to Business (B2B) transactions in order to speed the order process systems. 

Use cases

1.      Authentication and server synchronization

2.      Data validation and format

3.      Send company information, payment and items

4.      Build temporal order

5.      Verify if payment satisfy order

6.      Generate order and Invoice.

7.      Process payment

8.      Send confirmation back.

9.      Packing and shipping

10.  Prepare order to vendor

11.  Send order to vendor and payment

12.  Received a confirmation

13.  Tracking order

Develop and implement a new Web site or enhance an existing Web site to show real-time inventory available for sale and customer order status.

To search into the inventory, the customer needs to be register first into the system.  During the registration process a user and password will be created; this user name and password will be required to access the systems every time the user needs to check order status and inventory. The customer will be provided with many different ways to search for detail information; therefore, it is required for this system to provide the following: description begins with, description contains, item id, UPC code.  Each searching type should bring the same results and must be sort by alphabetic description.  The search should display all items that correspond to the specific searching criteria and must bring: description, category, department, price, quantity.  For this program is require returning a quantity, even if the quantity is zero or has a negative value.  The search with a “contains options” should include a warning message to remind the user that this kind of search could take more time to display the results and the performance could be affected if frequently used.  The results page must include pagination features to ensure that five hundred records are not be displayed into the client browser at once.  The pagination feature will help to render the data in small packages; this method is beneficial in order to have a better performance of the web site. 

Another component of this system is reviewing orders status. Orders can be searched by 7, 15, 30 and 60 days by default.  Also this system should contain a date range for orders that do not fall to the regular predefine timeframe.  The orders will be displayed in a grid format and the results should include only brief information like order number, description, date, expected date, status and a link with the tracking data.  The link with the tracking data must go the website of the carrier company and open a detail page with the information searched for.  Every order should have a button for displaying detail information about the order.  In this screen should be include the original address, shipping address, packing, items, and documents that belong to the order.  The lists of documents are: quote, invoice, bill of landing, etc.  and should include a link if the customer wants to review it.  All the documents must be generated on adobe PDF format.  Help and support documentation should be available any time.  The help file should easy to use, customer oriented and contain detail information for every document on the site; this document should explain step by step any difficult components or topics to help you navigate through the website.  Also should include contact information, business hours, training videos, maintenance time and email address in case the customer wants to communicate with the system owners.  It is necessary to include a rating form, in case the customer needs to express an opinion with respect of the site or functionality.

Rationale behind this selection.

An order status and inventory search are very important tools that help sales managers to make decisions with respect the own inventory.  If the order can be track since was generated, the manager could estimate how much time the order spend in every step until reaches the final destination. It is critical to know what the exact number of items for any product is; this information is vital because that item could be necessary for the completion of the component or to render a service.  In the same way, the owner of the system needs to know if they have enough quantity to offer to their customers. “It's the process, and not technology, that makes for effective IT governance”, (Steven Marlin, p64, 2003).  When managers can follow the process, in this case, —order status—, help them to understand what are the multiple steps required to complete an order; also to select what is the best approach in case the order deviate from the standard process, to take immediate action to correct the problem.

Use Cases.

Use Case Name

User Registration

Created By

Melchor Rosario

Date Created

03.08.2010

Actor

User

Description

This use case describes the steps required to register properly into the order status systems.

Preconditions

The user must not exist in the system.

Post Conditions

The user will be able to access the system.

Priority

High

Frequency of Use

Daily

Primary Path

Employee requests unavailable time.

Actor Actions

System Response

1. The user enter an username

The system verifies the username is not in use for a different user.

The system sends a message that the user is not available

2. The user enter the password

The system verifies is in correct format and length.

The system checks for empty entry

An email is sent to the Manager requesting approval or denial

3. The user enter last, first name

The system verify for empty entry.

 

Use Case ID

UC-2

Use Case Name

User Authorization

Created By

Melchor Rosario

Date Created

03.08.2010

Actor

User

Description

This use case describes the steps required to access the order status systems.

Preconditions

The user must exist in the system.

Post Conditions

The user will be able to view orders and inventory.

Priority

High

Frequency of Use

Daily

Primary Path

Employee requests unavailable time.

Actor Actions

System Response

1. The user logs on into the system

The system verifies the username and password

The system sends a message invalid username or password.

 

 

 

 

 

 

 

 

 

Use Case ID

UC-3

Use Case Name

Searching for Product Information

Created By

Melchor Rosario

Date Created

03.08.2010

Actor

User

Description

This use case describes the steps required to search for product into the order status systems.

Preconditions

The item must exist in the system.

Post Conditions

The user will be able to view inventory data.

Priority

High

Frequency of Use

Daily

Primary Path

Employee requests unavailable time.

Actor Actions

System Response

1. The user enter an item or product to search

The system verifies the item or product

The system sends a message that the item is not into the system

The system return an item with description, price and inventory

 

 

 

 

 

 

 

 

 

Use Case ID

UC-4

Use Case Name

Searching for Orders

Created By

Melchor Rosario

Date Created

03.08.2010

Actor

User

Description

This use case describes the steps required to search for orders.

Preconditions

The orders must exist in the system.

Post Conditions

The user will be able to view detail of the orders.

Priority

High

Frequency of Use

Daily

Primary Path

Employee requests unavailable time.

Actor Actions

System Response

1. The user click into the button  of 7,15, 30, 60 days

The system brings a list of order that belong to that period of time, and click to view detail information.

2. The user enter a range of date

The system brings a list of order that belong to that period of time, and click to view detail information.

 

 

 

 

 

 

 

5.      Help

In conclusion, it is important for companies and managers to have access to tracking tools technology as well systems than could send orders without data entry.  The time and the money that they could save are enormous.  The reason behind this concept is that manager does not need to review every order carrying inconsistency or errors.  The orders are automatically generated, based on company guideline, and managers could see where the orders are.  An EDI system could help the company to be competitive in the market with a faster response to replenish their own inventory; managers can notice how much inventory in real time the vendor has.  This information is essential for the manager to make a decision in case the item could be order for a different supplier, in order to maintain the current production level.   A real time inventory tool prevent to reach minimum inventory level and help the manager to estimate future sales based on projection of some items.  I think for companies that perform thousands of transactions daily, EDI should be a necessity, should be the ideal way to control the complex process of the inventory and transactions systems.

 


 

References

Steven Marlin.  (2003, October). Getting the IT mix right. InformationWeek, (961), 64-68.  Retrieved March 8, 2010, from ABI/INFORM Global. (Document ID: 438777541).

 

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