Automating Order Collection Process of M&J chickens
2.1 Organization Under Study
M&J chickens is a growing business in Sydney. It is located in the Marrickville. The business offers customers raw and cooked chicken. The customers are mainly shops, pubs, restaurants etc. Currently, they are using a manual process to take and process orders. That is leading to errors in the order processing system and poos customer service. The result is loss of and trust in the market. The customer service manager of M&J Chicken has decided to design, develop, and implement an online order taking system to automate the order collection process and to allow customers in accessing their dedicated customer portal and to take online payments.
The purpose of the system is to help the business in automating their order collection process and to make their workflow error-free. It will also help to improve the customer services and to retain customers. Other than that, the system will also help to reduce the staffing cost and staffs will be able to be more productive.
2.3 Existing (Manual) System
In the existing system, a customer comes in person or calls M&J Chickens to place an order or to inquire. There are six staffs who attends the calls and take orders manually. That is leading to dissatisfaction among the customers, errors in orders, and bad customer services.
2.4 Proposed New Information System
The proposed new system is an online web based system. It will automate the order collection, online payment and customer service processes. It will introduce an order form, an inquiry form, and a customer portal. The order form will help to take orders online along with online payment. The inquiry form is there to allow the customers to send queries and the staffs may reply to the queries.
The customers will be able to set their collection date and delivery option. The business will deliver the orders to the customers.
3 Analysis of the Existing System
3.1 Data Flow Diagrams
The context diagram of the existing manual process is,
The data flow diagram of the manual process is,
3.2 Describe Data Handling
In the existing system all data are handled using pen and paper. The order details are taken over the phone. The details of the customers, orders, products, stocks etc. are managed using manual data entry and data handling processes.
4 Design of the New IS
The proposed new information system will be a web based system that the users can access from their computers and / or mobiles. A customer needs to make a profile first. Then the customer will be able to place an order for raw or cooked chicken. The customers can check in real-time whether the order is accepted or not. If the order is not accepted then one of the staff will call and take care of the order. If the order is accepted, the customer will be redirected to a payment page and must pay for the order. Once the customer makes payment, the order confirmation number will be sent to the customer. The customer can use that for further reference to the order. The customer will provide information about collection or delivery of the order. The staffs will process and prepare the order and then either will keep that for collection or deliver to the customer’s address.
Customers can place an enquiry and staffs will reply to that. Other than that, customers can check their past order details and current order details from their customer portals.
4.2 Use Cases
4.2.1 Overall Use Case
The overall use case diagram is,
4.2.2 Use Case 1: Create Account
A New customer can create a profile. The system will save the profile details and generate a unique username for the customer. The customer can set his/her own password.
4.2.3 Use Case 2: Check Profile
A registered customer can login using valid credentials like username and password and check his/ her profile. The customer can make changes in the phone number, address etc. of the profile.
4.2.4 Use Case 3: Search Catalog
A registered customer will be able to select an option to order. The catalog contains the details of the items, descriptions and the prices. It will also show information about whether the product is available or not.
4.2.5 Use Case 4: Place Order
A register customer gives order details and proceed to payment. The order details include, the unique order number generated by the system, data of order, items ordered, quantity of each ordered item, total price etc.
4.2.6 Use Case 5: Make Payment
A registered customer places an order and makes payment using credit card. System will save the order details and forward it to the order processing staff. And system will return a confirmed order no. and the same order number will be used to prepare and deliver the order.
4.2.7 Use Case 6: Order Tracking Company
Once an order is confirmed, a customer can track order, system will response with the tracking details. There is an external system called ‘Logistic Company’ connected to the use case. It further expands the use case into two other use cases within the boundary of the ‘Logistic Company’. Those two use cases are,
126.96.36.199 Order Status
The user can check the status of an order by entering the order number.
188.8.131.52 Update Order Status
The system will automatically update the status of the order based on data collected from other actors and the process running within the system.
4.2.8 Use Case 7: Ask Question
A registered customer can place a query, system will forward the query to a staff. Once a staff replies on it, the system will return the answer to the customer.
4.2.9 Use Case 8: Generate Reports
Manager will be able to generate reports under different conditions and requirements. The system will generate all reports.
4.2.10 Use Case 9: Check Orders
A staff gets notification about new order and opens it to view the details. The staff will be able to see the delivery details and item details of the orders. The staff will also see the customer details for the order. The staff can communicate with the customer for the order if required.
4.3 Data Flow Diagrams
4.3.1 Overall DFD
The context diagram is,
4.3.2 DFD 1
The DFD 1 is,
4.4 Data Modelling
4.4.1 Entity Relationship Diagram
The ER diagram is,
4.4.2 Data Dictionary
|OrderLine||OrderID||INT||Primary key, Foreign Key|
|ProdID||INT||Primary key, Foreign Key|
4.4.3 Relationship Schema
Customer (CustID, FullName, Address, Phone, Email, CreditCard)
Staff (StaffID, FullName, JoiningDate, Role)
Product (ProdID, ProdDesc, Stock, UnitPrice)
Order (OrderID, OrderDate, NeedDelivery, DeliveryDate, StaffID, CustID)
OrderLine (OrderID, ProdID, Quantity)
Payment (PaymentID, Amount, PaymentDate, OrderID)
Query (QueryID, CustID, Date, Status, Details, StaffID)
4.5 User Interfaces
Once a customer is logged in, the home page will be,
A customer can do any of the five functionalities. When a customer clicks on the ‘Place New Order’ button, then the next screen will be,
The customer will select product, quantity, and the delivery date. Then it will proceed to the next screen that is the payment screen.
Here, the customer will enter credit card details and can save the card for future. Once payment is made, there will be a popped up dialog box saying the order is confirmed and with an order number,
Once order is confirmed and payment is completed, within 3 minutes, the portal will be back to the home screen automatically. Within the time, the customer can note down the order ID for further reference.
From the home screen, a customer can select ‘Track order’ button and can track a confirmed order on the following screen.
Once the tracking details is shown. The customer can go back to the home menu again. From there, the customer can choose to ‘View Past Orders’ and will go to the next screen. From there a customer can come back to the home screen.
From the home screen, a customer can select to ‘Update Profile’ and update either address or phone number from the next screen.
Once completed, customer can go back to the home menu and may select to place a query. The next screen will be,
A customer can check FAQ while placing a query.
4.6 Managerial Reports
4.6.1 Report 1: Customer Report
Manager will be able to generate a customer report, it will show the details of the customers. The manager can sort the report using different columns and may filter data. For example, a manager can ask to generate the report on the customers who have not placed any order yet.
4.6.2 Report 2: Order Report
Manager can generated order summary report sorted and filtered by different conditions.
4.6.3 Report 3: Pending Orders Report
A manager can produce the pending order report and distribute to the staffs.
4.6.4 Report 4: Delivery Report
Manage can generate a report containing the delivery details of the orders scheduled for delivery on the same date.
4.6.5 Report 5: Sales Report
Manage can generate detailed sales report to assess performance of the sales department.