SAD Fotofun

Part I

SYSTEMS ANALYSIS REPORT

Introduction

In the industries of today’s genre, a lot of businesses and organizations

have been competing not only with their assets and sales but also with the

technologies they are using. Businesses and companies have been gradually

shifting from their old manual process to a much more efficient and flexible way

of recording and storing their essential information using information systems.

The proponents of this project are conducting a study to further analyze the

processes and in the future, produce a system for Imagine Fotofun Digital

Express, a photography studio which has been in the industry for about five years.

The proponents also think that the study would serve as a great opportunity for

development and progress for the company. In reality, a lot of photo studios are

still using the traditional way of storing and processing the business’ information

and data which offer a much greater room for improvement. The proponents

noticed that large amounts of files and data must be kept for safekeeping and

future transactions, so they thought of applying an appropriate system that would

best suit the company. Implementing an information system would deliberately

result to a lesser percentage of errors encountered in a day-to-day basis.

Imagine Fotofun Web Based Job Order Management System

The Organization

Imagine Fotofun started in the year 2004 under the franchise name

“Imagine”, as a corporation comprised of 5 members. This company grew out of

a stockholder’s hobby. After four years of excellent operation, the other

stockholders decided to pull out their shares, which in turn, left Miss Florence Te,

the company’s current general manager, to claim full authority over the business.

She later on changed the business’ name to “Imagine Fotofun.”

In the company’s early years, its target market was students, considering

the fact that their first location was near schools. In the long run, the company

learned and started to accommodate birthdays, debuts and wedding packages.

This helped them to support their daily and regular expenses the moment they

realized that the studio/walk-in services were not able to suffice, especially with

the increasing rent expense of their business location.

Vision

Fotofun aims to be the most chosen and most versatile provider of photo

and video services. Fotofun would like to be the photo and video shop of choice,

armed with the latest technology in these fields.

Imagine Fotofun Web Based Job Order Management System Page 2

Mission

Fotofun is intent on giving 100% satisfaction to its clientele. Its mission is

to capture life moments of their clients to the best of the staffs’ ability and

maximizing the capabilities of technology.

Fotofun also aims to be known for the way it takes care of its employees. It

provides its employees the appropriate training, opportunity for growth, rewards

and recognition and challenging work.

Credo

Fotofun Digital Express, Inc. is dedicated to enhancing the quality of life

in every community in which it operates.

In the pursuit of our business goals, we will strive for excellence in the

way we manage our people and our resources, the quality of services we deliver

to our clients and the community, and the return we make to our clients. We are

dedicated to creativity and growth for the company, our employees and our

clients.

We are dedicated to the application of state-of-the-art technology wherever

possible and practical in order to improve the quality of our services and in turn

the quality of life of the community.


Business Environment

Imagine Fotofun is a Photo Studio Business that is located in two

branches. One is at the 3rd floor of Gaisano Mall of Davao. The other one is a

two storey commercial type room located at Door # 3, JM Bldg. Gov. Sales St.,

Davao city fronting Chimes specialty store. When the customers enter the main

branch’s [Gov. Sales Branch] establishment, they will be entertained by the front

desk staff. The reception area has a lounge where customers can sit down while

they wait for accommodation. For customers who want to get their picture taken,

they will be directed to the studio, which is located behind the front desk. Inside

the studio, there are three computer units which are used for editing and for

transferring the raw photos taken. It also has a comfort room so that customers

can touch up and prepare for the pictorials. The Photo/Video editing bay is

located on the second floor of the said establishment. This floor also has the

company’s valuable equipments and file servers.

The business uses technologies that are similar to the others; a series of

computer units communicate with each other through switch and a modem that is

connected to the telephone line and distributes internet through a wireless router

or a wi-fi. They also have a main computer that acts as a server and a database

that stores images or information in related to the transactions. The business also

have a CCTV camera system that is connected to the server and monitored in the


front desk computer and is not fully networked because of the inaccessibility of

communications in the other branch.

Critical Success Factors

The Imagine Fotofun Digital Express emphasizes that it is flexibility that

helps them in surviving the competition. They also pointed out that quality should

never be sacrificed in relation to price, that’s why they offer affordable yet high

class picture quality. Adaptation to the needs of the people and improvising new

services to draw more to customers also gave them the advantage in the industry

of photography and videography.

The Current System

The company is currently under a semi-automated system wherein most of

their transactions are written down on papers and ledgers. Transactions involving

sales are partly being catered to by Microsoft Excel, in a way that particulars of a

certain job order like availed package(s) and quantity are encoded in the

spreadsheet for comparison purposes as to what package(s) are sellable and those

that are not. In this way, the owner will be able to know what package(s) need(s)

to be revised or dissolved.


Description of Operations

Imagine Fotofun Digital Express make sales in two ways: Sales via Indoor

services and sales via Outdoor services. Each of the services mentioned show a

different process. Some of the processes may be similar to the other, but it’s best

if it is described individually.

Indoor Services

The indoor services tackled are those that pertain to ID printing,

cellular phone files printing and studio pictorials. The following

procedures describe how a normal indoor service is done:

1. The customer inquires about the different services available.

2. Once the customer has decided, the front desk employee will then

gather the customer’s full name, contact number and address.

3. With all the needed details gathered and with the payment settled,

the front desk employee then issues 3 copies of job orders, which

will be given to the customer, the photographer and the

administrator.

4. The customer also gives payment and the front desk employee

receives it. The customer will then be given the original copy of the

job order which will serve as a claim stub.


5. After receiving the job order from the front desk employee, the

photographer conducts the shoot and/or required job order.

6. The raw files are then forwarded to the editor.

7. The editor edits and prints the photos and relays it back to the front

desk personnel in preparation for pick-up.

8. The front desk employee then makes sure that the photos are ready

for pick-up.

9. The customer picks up the finished pictures.

Outdoor Services

The outdoor services connect to wedding, debut and birthday

packages. In addition, the company offers a standard photo & video

coverage to all its outdoor packages, but there are three additional options

that the customer can choose to add along the process. The following

procedures denote the standard photo & video coverage of the company:

1. After determining the whole package, (which also pertains to the

additional coverage the customer chose) the front desk employee

schedules the event and books it.

2. The front desk employee then arranges a contract for the customer

to sign.

3. The customer then pays the down payment.


4. The front desk employee issues a job order.

Illustrated below are the additional options that the customer may add:

AVP Album OTS (On-the-site)

Note: This add-on is

completed before the

event.


completed after the event.


performed & completed

during the event.

5. The customer

schedules for a

pictorial.

5. The company contacts

the client.

5. The company conducts

a design consultation

for the layout of the

pictures.

6. The photographer

conducts the shoot and

lets the customer pick

which pictures will be

included in the AVP.

6. The customer will

choose pictures

depending on the

number specified in

the package. These

pictures will be printed

on an album for

souvenir.

6. After the artists have

designed the layout of

the pix card, they

forward it to the

assigned personnel. A

basic OTS coverage

has 3 personnel: 1

photographer, 1 editor

and 1 assistant.

7. Customer also sends 7. The front desk 7. The team in charge of


flashback pictures,

especially if the chosen

package is a wedding

package.

employee issues

another job order for

the layout artists.

the photo booth

coverage conducts the

service.

8. After gathering all the

needed pictures, the

editor makes the AVP.

8. The front desk

employee assigns

artists to perform the

job order.

8. The editor of the team

prints the pictures and

prepares it for pick-up.

9.The company submits

the AVP to the

customer.

9. After the coverage, the

company makes a copy

of the whole photo

booth pictures during

the event.

Table 1.0Imagine Fotofun Additional Services Process

In line with the outdoor services conducted by the company, there is also a

process wherein it involves the borrowing and returning of the equipment. This

process is serves as an Inventory process since the only thing they take into

inventory is their equipment. (Refer to Figure 1.2 and Figure 1.3)

Borrowing and Returning of Equipment


1. Before the event, the company assigns personnel that would conduct

the coverage.

2. The front desk employee will then request all the needed equipment for

the coverage.

3. Once the request has been granted, the personnel prepares the

equipment. At the same time, the front desk employee takes note of the

equipment taken out from the inventory by writing it on their logbook.

4. After conducting the coverage, the front desk employee checks the

equipment if it is complete.

If something is missing, the front desk staff calls the person liable and

charges the missing equipment against him/her.

If none is missing, all equipments are returned to the equipment room

and the assigned personnel create an inventory report.


Legend: Not AutomatedPartially Automated

Figure 1.0 Sales Process Activity Diagram (Indoor Services)


Fully Automated

Legend:

Figure 1.1 Sales Process Activity Diagram (Outdoor Services)


Legend: Not AutomatedPartially AutomatedFully Automated

Not AutomatedPartially AutomatedFully Automated

Figure 1.2 Inventory Process Activity Diagram (Borrowing Equipment)


Figure 1.3 Inventory Process Activity Diagram (Returning of Equipment)


Legend:

Not AutomatedPartially AutomatedFully Automated

Yes

Throughout the company’s operation, a variety of data are processed,

passed and are transformed from entity to entity. When a service is performed,

the very first data the customer gives is his/her order details, the packages the

customer wants to avail. Through the system, it is transformed to become order

information which will be recorded in their Excel File. The front desk employee

also issues three job orders: One for the customer, one for the photographer and

one for the admin. The job order that will go to the admin will serve as a

reference for the transparency of the sales reports. After the customer’s payment,

the front desk employee makes a receipt that is used for further transactions. (i.e.

for recopying files) After performing the service, the photographer forwards raw

pictures to the editor which will be edited and forwarded back to the front desk

employee. The moment the pictures reach the front desk employee, it is prepared

and sealed and waits for pick-up. After requesting and using the equipment for

the coverage, the assigned personnel (mostly the photographer) writes an

inventory report which states all the equipment used in a particular event. This

report is logged in their logbook.


Problem/Opportunity Definition

After a series of interviews conducted by the proponents to Imagine

Fotofun, the proponents studied, analysed and identified some points for

improvement based on the information gathered during the interviews. The

proponents came up with the following observations and concerns:

Problem Opportunities Cause(s) Effect(s)

Performance

It takes an average

of 30 minutes for

reprinting

customers’

picture(s) (see

Appendix G) if the

customer did not

bring the receipt of

the previous

transaction, which

is already too long

for such a

transaction.

An automated

system can be

created to quickly

locate the

transaction details

of a certain

customer.

The company has

to go over all the

archived folders

just to locate the

file requested.

As a result,

customers lose

their patience and

cancel their

transaction. There

are also times

wherein the

customer will

decide to just

retake another

picture, but it is

already expensive

for customer’s part

rather than just

reprinting the

previous ones.



Information

They are unable to

segregate the

pending job orders

from the

accomplished ones.

(see Appendix A)

An automated

system can be

created for

classifying pending

job orders from the

accomplished job

orders.

Classifying job

orders is often

neglected

especially when

employees get

busy.

Since job orders

are not organized

properly, there is a

tendency that job

orders will be lost

or misplaced. This

lessens the

customers’

confidence on the

company’s

reliability.

The general ledger

of the company

contains inaccurate

figures (see

Appendix B), thus

producing

inconsistent and

unreliable results

for the generation

of reports.

There is an

opportunity for a

development of a

new automated

system that is

capable of

producing reliable

results for every

customer

transactions. Thus,

lessens the

percentage of errors

and uncertainties

that will be

encountered.

There are no

validations made

on the handwritten

inputs of the

employees, and the

ledger sections are

all mixed up,

combining

different

transactions of

different chart of

accounts.

If the generation of

reports becomes

less reliable, the

company owner

will not be able to

make the

appropriate

decisions for the

company.



Econom

ics

The employees and

the owner are

unable to regularly

check and update

the company’s list

of Accounts

Receivables (see

Appendix C).

There is an

opportunity to

organize the

company’s

accounting records

better, by helping

them to determine

their accounts

receivables

accurately, thus

allowing them to be

aware of their

collectibles ahead

of time.

Due to a busy

day’s work, the

employees and the

owner forget to

check and review

the list of their

collectibles.

As a result, they

will also forget to

collect their

collectibles from

their customers

and customers will

not feel obliged to

pay since they are

not asked to pay.

Control

The company

encountered an

instance wherein

their general ledger

was tampered.

There is an

opportunity for a

system to be

created that could

make the

company’s

documents more

secure and that only

permitted

employees can

access the said

documents.

The general ledger

is not kept

securely. It is just

placed on the front

desk wherein

employees with

undesirable

intentions can

access the said

document easily.

This may result to

information breach

or information

about the

company’s

customer get into

unauthorized

people and may

use this for fraud

and other crimes.



Efficiency

Encoding every

customer

transaction in the

general ledger and

on the computer

takes too much

time and effort.

A system can be

created to automate

job orders, and to

provide an

automated

generation of

reports. This will

minimize the

production of job

orders.

The employee has

to record every

customer

transaction twice;

on the company’s

general ledger (see

Appendix D) and

on the excel file

(see Appendix E)

which requires a

lot of fields to be

filled in, making it

a tedious job.

There is a

tendency to

disregard

recording customer

transactions in one

of the company’s

record logs

because of a hectic

schedule. Thus,

making the

transparency of the

records to be

vague.

Table 1.1 Problem-Opportunity Definition Matrix

Performance

There are cases wherein, customers drop by to secure a reprinted copy of

their pictures. The response time takes longer than the usual waiting time, since

the employee has to go through all their archived folders just to search for a

single transaction for that certain customer. On average, the company experience

the following cases:

1. When a customer forgets to bring the job order of the previous transaction

but is knowledgeable of the date when the transaction was made.


2. When a customer forgets to bring the job order of the previous transaction

and doesn’t know when the transaction was made.

In almost all cases, customers lose their patience and tend to decide not to go

on with their request anymore since the process takes too long. The proponents

saw an opportunity to make a system wherein the employee could easily search

for a particular customer transaction to easily locate the files or pictures that the

customer requested.

Information

One of the observations of the proponents is that the job orders are not

properly organized, since job orders are placed on one corner of the facility

without a proper classification as to what job orders are still pending and those

that are already finished (see Appendix A). On one of the proponents’ interviews,

the owner herself mentioned that this job is frequently neglected due to a busy

day’s work which resulted to loss or misplaced job orders. Another observation is

that the general ledger contains inaccurate information in a way that figures from

different business transactions are all mixed up, making it hard to deduce an

accurate report from it. Also, figures from the general ledger are all handwritten

and are not properly validated as true or legitimate. This circumstance makes the

reports, generated from the general ledger, less reliable and that the owner will

find it difficult to deduce vital and appropriate decisions for the company.


Economics

Another problem that the proponents have observed is that the employees

and the owner are unable to regularly check and update the company’s list of

Accounts Receivables this is because, most of the time the employees and the

owner are too preoccupied with the things they have to do for that certain day

making them forget or unable to regularly check and update the company’s

collectibles. Because of this, they will also forget to collect their collectibles from

their customers and as a result, customers will not feel obliged to pay since they

are not asked to pay. From these observations, the proponents saw an opportunity

to organize the company’s accounting records better, by helping them to

determine their accounts receivables accurately, thus allowing them to be aware

of their collectibles ahead of time.

Control

One of the observations concerning the company’s control includes the

security they implement on their general ledger. The company’s general ledger is

prone to data tampering or information breach. It is not kept securely; it is just

placed on the front desk wherein employees with undesirable intentions can

access the said document easily without the others suspecting them, since any

employee can access the front desk anytime especially when the assigned

employee is busy or is asked by the owner to do something. This may result to

information breach or information about the company’s customer get into


unauthorized people and may use this information for fraud and other crimes that

could greatly affect an individual’s life. Because of this, the proponents saw an

opportunity for a system development that could make the company’s documents

more secure and that only those employees who have the right to access these

documents can make any changes.

Efficiency

The company’s employees are having a hard time encoding every

customer transactions in the general ledger and on the computer because it takes

too much time and effort. The employee assigned on the encoding supposedly

needs to encode all transactions of the company at the end of the day but

sometimes it is neglected because employees get busy most of the time. Also

because employees have to record every customer transaction twice; on the

company’s general ledger (see Appendix D) and on the excel file (see Appendix

E) which requires a lot of fields to be filled in, making it a tedious job. As a result

of this difficulty, there is a tendency for employees to disregard recording

customer transactions in one of the company’s record logs because of a hectic

schedule. This makes the transparency of the records to be vague.


Functional Requirements

From the identified problems and opportunities, most problems

encountered by the company came from processing their transactions regarding

Sales & managing customer information. The company’s main problem was that

they lack in monitoring their transactions and are having a hard time processing

future transactions related to the past ones. They also don’t have any means of

managing all their customers’ information which results to poor performance.

Too much documents are being generated for only one transaction and that alone,

wastes too much time and effort. The proposed system will diminish, if not solve,

the mentioned problems of the company. In addition, it will cater the needs of the

general manager [in terms of report generation] and the front desk employee [in

terms of transaction processing].

The proposed system requires a user log-in as its security. Which means

that only authorized users can enter the system. The following are functionalities

that are needed based on the interviews conducted on both the general manager

and the front desk employee:

User Management

I. Adding New User

1. The system should be able to add a new user. The user will

be able to add and edit data in the system.


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2. Only the general manager/administrator can add a new user

account.

3. The following data are necessary:

0. First Name

1. Middle Initial

2. Last Name

3. Address

4. Contact Number

5. Position

6. Username

7. Password

8. Level of Accessibility

9. Employee Status

This status determines if the employee is affiliated

with the company in present time. It can only be either of the

two: Active or Inactive. Once the account has been set to

inactive, the employee will not be able to log-in on the

system.

The succeeding module enables the system to update a user’s account.

This module has two different level functionalities: employee level and


administrator level. Both of the levels have almost the same capabilities, except

for the level of accessibility feature under the administrator level.

II. Update User: Employee Level

A. This feature is intended for employees to update their own account.

B. Before the employee can update his/her own account, s/he is

required to enter his/her username and password.

C. Any changes made in the account will need confirmation through

entering the user’s password.

D. The following data can be edited under this level:

i. First Name

ii. Middle Name

iii. Last Name

iv. Address

v. Contact Number

vi. Password

III. Update User: Administrator Level

A. This feature of the system should be able to update the

administrator’s own account as well as the status of his/her

employees’ accounts.


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B. The administrator level has a key feature, which is the level of

accessibility. This is where the administrator decides the different

accessibility privileges of the users.

C. In updating an employee’s account, the administrator will make use

of the employee’s username to access its details.

D. Any changes made in this module will require confirmation through

entering the administrator’s password.

E. The following data are necessary for this module:

i. First Name

ii. Middle Name

iii. Last Name

iv. Password

IV. View User Logs

A. This functionality should be able to view and monitor the user logs

in the system.

B. The following data are necessary:

i. Employee Username

C. This module will be able to display the following information:

Time the user logged in the system

Employee Username

List of Modules Accessed


Date

Customer Management

1. Add Customer Profile

A. The system should be able to add a new customer profile. This

allows the company to track all their customers.


1. First Name

2. Middle Initial

3. Last Name

4. Address

5. Email Address

6. Contact Number

II. Update Customer Profile

A. The system should be able to update specific information with

regards to a customer. This feature will make use of the customer

name to locate the correct customer profile to edit.

B. The following data can be edited:

1. First Name

2. Middle Name

3. Last Name

4. Address


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5. Email Address

6. Contact Number

III. View All Customer Profiles

A. The system should be able to view all customer profiles.

Since the company offers two types of services, (indoor & outdoor) the

succeeding module will also be segregated and categorized into two.

Transactions Management

Add Transaction

1. The system should be able to add a new transaction under a

customer’s profile. This module will make use of the customer

management module to correctly select the customer involve in a

transaction.

2. In cases where the transaction involves a new customer, a button

will also be available so that the system user can add a new

customer.

3. If there are cases wherein the service code is forgotten, the system

should also be able to display all kinds of services available so that

the system user can easily select what service is requested.


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4. The system also provides an auto-incremented Transaction

Number. This feature is used to monitor the transactions and to

update the balance of a transaction.

5. The following data are necessary in adding a transaction:

DATA INDOOR OUTDOOR

First Name ✔ ✔

Middle Initial ✔ ✔

Last Name ✔ ✔

Address ✔ ✔

Contact Number ✔ ✔

Service Type: (Indoor or Outdoor) ✔ ✔

Email Address ✔

Quantity ✔

Package Code ✔

Date of Transaction ✔

Price Per Service ✔

Transaction Status ✔ ✔

Job Order Status ✔ ✔

DATA INDOOR OUTDOOR

Package Selection/Event Type ✔


Service Requested ✔

Booked Date ✔

Booked Time ✔

Place ✔

Time ✔

No. Of Photographers ✔

No. Of Videographers ✔

No. Of Assistants ✔

Base Package & Additions ✔

Job Order Number ✔

Contract Number ✔

Down payment Fee ✔

Note:

Transaction Status pertains to the status of the transaction itself. It

can be either closed or open. It can only be closed if the payment is full and

if the picture/s is/are claimed.

Job Order Status, on a separate note, pertains to the services

requested by the customer; it can only be set as done if the photographer and

the editor have accomplished the service requested, otherwise, the job order

status is pending.


II. Update Transaction

A. The system should be able to update the transactions made with the

customer.

B. This function makes use of the customer name to update a certain

transaction.

C. The following data are necessary for updating a transaction:

DATA INDOOR OUTDOOR

First Name ✔ ✔

Middle Initial ✔ ✔

Last Name ✔ ✔

Address ✔ ✔

Contact Number ✔ ✔

Service Type: (Indoor or Outdoor) ✔ ✔

Email Address ✔

Quantity ✔

Package Code ✔

Date of Transaction ✔

Price Per Service ✔

Transaction Status ✔ ✔

DATA INDOOR OUTDOOR


Job Order Status ✔ ✔

Package Selection/Event Type ✔

Service Requested ✔

Booked Date ✔

Booked Time ✔

Place ✔

Time ✔

No. Of Photographers ✔

No. Of Videographers ✔

No. Of Assistants ✔

Base Package & Additions ✔

Job Order Number ✔

Contract Number ✔

Down payment Fee ✔

III. View All Transactions

A. The system should be able to view all transaction by the filter

requested by the system user.

B. The filters mentioned pertain to the different categories that the

system user wants the transactions to be classified to. The filters

include the following:


1. By Date of Transaction (Daily)

2. By Month

3. By Year

4. By Customer Name

5. By Transaction Status

6. By Job Order Status

7. By Service Type (Indoor or Outdoor)

8. By Package Code

B. In viewing all transactions by Transaction Status, the system user

will be able to determine what transactions are pending and what

needs to be done. This function will help in easily identifying the

list of all pending service requests.

C. Likewise, viewing all transactions by Job Order Status will

determine the list of collectibles by the company.

IV. Generate Transactions Report

A. The system should be able to generate a summary of all the

transactions processed in a given period.

B. The periods include the following:

i. By Transaction Status

ii. By Job Order Status

iii. By Service Type (Indoor or Outdoor)


iv. By Package Code

C. The reported transactions are generated periodically, which will ask

the user of a starting date/day and an ending date/day. These dates

will be the range of the reports to be generated.

D. The following data are to be displayed when generating a

transactions report:

i. Transaction Number

ii. Service Code of Service Requested

iii. Transaction Status

iv. Job Order Status

V. Update Balance

A. The system should be able to update the running balance of a

transaction.


i. Transaction Number

ii. Customer Name

iii. Amount to Pay

Service Management

1. Add New Service


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A. The system should be able to add a new service. These services may

be indoor or outdoor.


i. Package Code/ID

ii. Package Description

iii. Package Price

iv. Package Type

2. Update Service

A. The system should be able to update a service.


i. Package Price

ii. Package Description

iii. Package Type

3. View All Services

A. The system should be able to view all services by service type. The

service type mentioned here is either Indoor or Outdoor.

B. Along with the service type, the following data are required to be

displayed:

Package Code

Package Price

Package Description

Schedule Management


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Fully functional

I. View Schedules of Coverage

A. The system should be able to view a calendar with the booked

schedules.

B. The data necessary in this functionality are reflected and

captured from the transactions made by the customer.

II. Update Schedule for Coverage

A. In cases where coverage needs to be rescheduled, the system

will have the capability to do so. Updating the coverage in this

module will reflect on the transaction involved.

III. Delete Schedule of Coverage

A. In rare cases where a reservation needs to be cancelled, this

feature will be available so that the system user can easily delete

a reservation, the transaction will also be deleted.

Use Cases

Use-Case Glossary

Use-Case Name Use-Case Description Participating Actors and Roles

User Management

a. Add New User The system should be

able to add a new user. The

General Manager

and Administrator


Ryan, 12/16/13,

15

user will be able to add and

edit data in the system.

b. Update User:

Employee Level

This feature is intended for

employees to update their own

account. Before the employee

can update his/her own

account, s/he is required to

enter his/her username and

password.

Employee

c. Update user:

Administrator Level

This feature should be able to

update the administrator’s own

account as well as the

employees’ accounts. This is

where the administrator

decides the accessibility

privileges of the users.

General Manager

and Administrator

d. View User Logs This functionality should be

able to view and monitor the

user logs in the system.

General Manager

and Administrator

Use-Case Glossary

Use-Case Name Use-Case Description Participating Actors and Roles

Customer Management

a. Add Customer Profile The system should be able to

add a new customer profile.

This allows the company to

Employee, General

Manager and

Administrator


Ryan, 12/16/13,

20

track all their customers.

b. Update Customer

Profile

Allows updating specific

information with regards to a

customer. This feature will

make use of the customer

name to locate the correct

customer profile to edit.

Employee, General

Manager and

Administrator

c. View All Customer

Profiles

The system should be able to

view all customer profiles.

Employee, General

Manager and

Administrator

Transaction Management

a. Add Transaction This functionality should be

able to add a new transaction

under a customer’s profile.

Employee, General

Manager and

Administrator

b. Update Transaction Enables updating transaction

records of a customer.

Employee, General

Manager and

Administrator

c. View All Transactions This functionality should be

able to view all transaction by

the filter requested by the

system user.

Employee, General

Manager and

Administrator

d. Generate Transactions

Report

This functionality should be

able to generate a summary of

all the transactions processed

in a given period.

Employee, General

Manager and

Administrator


e. Update Balance This functionality should be

able to update the running

balance of a transaction.

Employee, General

Manager and

Administrator

Service Management

a. Add New Service This functionality should be

able to add a new service, may

be indoor or outdoor.

Employee, General

Manager and

Administrator

b. Update Service The system should be able to

update the service.

Employee, General

Manager and

Administrator

c. View All Services The system should be able to

view all services by service

type. The service type

mentioned here is either

indoor or outdoor.

Employee, General

Manager and

Administrator

Schedule Management

a. View Coverage

Schedule

The system should be able to

view a calendar with the

booked schedules.

Employee, General

Manager and

Administrator

b. Update Coverage

Schedule

This functionality will have

the capability to do so.

Updating the coverage in this

module will reflect on the

transaction involved.

Employee, General

Manager and

Administrator

c. Delete Coverage this feature will be available General Manager


Ryan, 12/16/13,

20

Schedule so that the system user can

easily delete a reservation, the

transaction will also be

deleted.

and Administrator

Table 1.2 Use Case Glossary


Figure 1.4 Use Case Diagram


Feasible Alternatives

Feasibility Alternatives help to come up with a possible solution to the

study. It gives possible alternative solutions in the current problems/ opportunities

that the business encounters.

Alternative Solutions

1. Develop a Job Order Management System for Imagine Fotofun

With this solution, the proponents should make a Transaction

Processing system for the company that helps them in the process of sales

and transactions system. It gives assurance to the company that the data

will be secured and organized for an easy access in the future.

2. Purchase a readily made Job Order Management System (Artsystems

Studio Pro)

With this solution, the company will purchase ready made Job Order

Management System (Artsystems Studio Pro) that helps them in

transactions. The Features are:

Record - all work, contact and transaction details and histories

Update - all related records when changes are made

Navigate - between related records in a single click

Filter - records and build lists with query tools


Create – editable invoices, other transaction documents,

accounting reports, work reference citations, résumés , lists,

labels, letters and emails

Integrate – Integrate Outlook email and tasks, Word and data-

driven Web Sites

Archive.

Feasibility Analysis

Operational Feasibility

Alternative 1:

If the company made the decision to accept the proposed system, there will

be changes and it will help them process the transactions quickly. The

proposed system can be easily used because even if there are lots of fields, it is

understandable for the user. In a short period of time, they will be used to the

system by hands on and proper training.

Alternative 2:

If the company wants to purchase a Web Based Job Order Management

System, the company must educate the employees and staff about using the

purchased system through tutorials. They may refer to the internet for some


guidelines about this software but it will take time to learn about the software

because it is new to the user.

Technological Feasibility

Alternative 1:

In this alternative solution, the proposed project will be using a computer,

an internet connection and a database server. With this, they will just only

install the proposed system because they already have an existing unit that have

a strong software specification so the system will run efficiently upon

installation and an internet connection.

Alternative 2:

In this alternative solution, if the company decided to purchase a readily

made Web based Job Order Management System, the company can easily

comply and implement the system because the technology that company is

currently using has all the requirements needed for the system to be

implemented.


Economic Feasibility

Current Annual Operational Cost56,880.00

1 Job Order Forms 400 booklets 60.00 24,000.002 Ledger / notebook 36 80.00 2,880.003 Official Receipt Forms 300 booklets 60.00 18,000.004 Internet Bill 12 months 1,000.00 12,000.00

Table 1.3 Estimated annual maintenance cost of the company

The current annual operational cost table describes the company’s

expenses in a year without the system.

Alternative 1

Deployment CostQuantity Price 28,000.00

Testing and Installation 1 month 500.00 500.00Maintenance monthly 1,000.00 12,000.00Internet Bill Monthly 1,000.00 12,000.00Web Hosting Yearly 3,500.00 3,500.00

Table 1.4First alternative Deployment Cost

Benefits Derived From Using the SystemReduction in Loss/destruction of equipments 12,960

Quantity Price AmountReduction in use of Job Order Forms 100 booklets 60.00 12,000.00

Reduction in use Ledger / notebook 12 80.00 960.00

Table 1.5 Estimated Benefits from using the system

Web Based Job Order Management System for Imagine Fotofun0 1 2 3 4 5

Initial Cost 500.00


Costs

Maintenance Cost - 24,000.00 24,000.00 24,000.00 24,000.00 24,000.00Discount Factor (2.5%) 1.00 0.97 0.95 0.92 0.90 0.88

Time – Adjusted Cost 500.00 11,640.00 11,400.00 11,040.00 10,800.00 10,560.00

Cumulative Time-Adjusted Costs 500.00 12,140.00 23,540.00 34,580.00 45,380.00 55,940.00

Benefits

Benefits Derived From Using the system

- 12,960.00 12,960.00 12,960.00 12,960.00 12,960.00

Discount Factor (2.5%) 1.00 0.97 0.95 0.92 0.90 0.88

Time – Adjusted Benefits - 12,571.20 12,312.00 11,923.20 11,664.00 11,404.80

Cumulative Time-Adjusted Benefits - 13,071.00 25,383.00 37,306.20 48,970.20 60,375.00

500.00 7,320.10 8,120.30 9,432.80 10,084.00 10,540.10NPV

Table 1.6 Costs and Benefits of the First Alternative

Alternative 2

Table 1.7 Costs and Benefits of the First Alternative

Table 1.8 Estimated Benefits from using the system

Price Reference:

Table 1.9 Cost and Benefits of the Second Alternative

Schedule Feasibility

Alternative 1


Figure 1.5 Schedule Feasibility for the First Alternative SolutionAlternative 2

Figure 1.6 Schedule Feasibility for the Second Alternative Solution

Feasibility Analysis Matrix

Feasibility Criteria Weight Candidate 1 Candidate 2

Operational Feasibility 30%

Fully supports user required functionalities

Score 70

Supports member services

requirements and current business

processes

Score 85


Technical Feasibility 30%

The company already have the needed technology for

implementing the proposed system.

Score: 85

Hiring trainers for the use and the

maintenance of the software will be

essential.

Score: 75

Economic Feasibility

Cost of development.

Payback Period

30%

-The cost of development is

approximately 12,500

-The payback period for the company is

approximately within 5 years

Score: 90

- The cost of development is approximately

99,881.00

- The payback period for the company is

approximately within 5 years or

moreScore: 75

Schedule Feasibility

An assessment of how long the solution will take to design and implement

10%5-8 months

Score 70

Less than 1 month

Score 90

Ranking 100% 80.6 79.5

Table 2.0 Weighted Scoring Model


Scope and Delimitations

The study will focus in the development and implementation of the Job

Order Management System which will be conducted to Imagine Fotofun Digital

Express, Inc. The proposed system will cater the needs of the front desk

employee in terms of transaction processing and the general manager in terms of

report generation. In general, the proposed system will not cover any accounting

aspect of the transaction except for the generation of the total amount of the

services requested. This is because the proponents’ main focus is to provide a

system to diminish, if not entirely solve, the problem of the company in terms of

managing their job order. Anything that involves sales is not covered in this

system.

In addition, the system will be able to support two different user levels:

employee and administrator, which will determine the level of accessibility of

both user levels. Each of the user levels will have different accessible modules.


All users under the employee level can fully access the transactions management

module, customer management module and the service management module.

Modules like user management module and schedule management module are not

fully accessible to the users under the user level. In line with this, those that

belong to the administrator level can have full access to all modules.

User Management:

Scope

* The system should be able to update user profiles.

* The administrators are able to view the user logs of all the users that

logged on to the system. He/she will be able to know what modules have

been accessed during that session and what time he/she accessed it.

Delimitation

The system isn’t capable of deleting a user; [if there are circumstances

where a registered user is not affiliated with the company anymore] it can

only deactivate the account, which will prohibit logging in the system.

Customer Management:

Scope


* The system should be able to view, add and update customer profiles.

These profiles will be used in all transactions made.

Delimitation

* The system doesn’t have the capability to delete a customer profile. Since

all transactions are related to customer profiles, the need to delete one will

automatically dissolve all transactions made with that customer.

Transaction Management:

Scope

* The system is able to view, add and update transactions of all types of

services offered by the company.

* In cases wherein there are several services requested for one transaction,

the system should be able to compute for the total amount of all the

services requested in one transaction.

* The system should also be able to check and update the transaction status

and the job order status of the transactions.

* In terms of Outdoor Services, the system should be able to make the

customer add up to 4 additions to their base package only. This is based on

their contract form document (See Appendix _).

* In relation, the additions to a base package and the corresponding prices

are not retrieved from a database. Instead, it is manually inputted by the


system user. The prices, however, are used to summate to the base package

price.

* The system should be able to generate a periodic type of report, indicating

the time frame of the reports to be generated.

* The system should be able to generate a sales report determining the

particulars of each customer involved in that particular range specified. It

is also capable of generating an A/R Collectibles Report, which will be

extracted from the Job Order Status of each transaction. The system, in

addition, can also generate a report listing all the pending job orders of the

company in a given time frame.

Delimitation

* On the contrary, the system doesn’t determine the mode of payment for

each transaction.

* In line with the delimitation stated above, the system delimits itself to cash

payments only. Anything beyond that like check and credit card payments

isn’t supported by the system.

* The system should be able to generate a report from all transactions that

satisfy the filter requested by the system user.

Service Management:

Scope


* The system should be able to view, add and update services. These

services pertain to the different packages that the company offers.

Delimitation

* This module can only be accessed by the Administrator or users who fall

under the administrator level.

* The system also doesn’t have the capability to delete a service.

Schedule Management:

Scope

This module can view, update and delete schedules of coverage.

This module extracts the information from the transactions particularly

from the outdoor services.

The system should be able to display all coverages in a calendar format. It

should also be able to scan and traverse each month.

Delimitation

The calendar can only display the coverage of the previous year, the

current year and the next year of the timestamp indicated. In present time,

we are currently in the year 2013. As an application of what is stated, the

calendar should be able to view the coverage during 2012 and 2014.


The Proposed System

As a result of the proponents’ feasibility analysis, the proposed system best

suits the company’s needs and system requirements. The proposed system is

composed of different modules pertaining to different transactions and processes

of the company, namely: Customer Management, User Management, Service

Management and Transaction Management for both Indoor and Outdoor Services

which also has the capability to generate reports. This system may help the

company to monitor their performance, be more efficient in rendering services to

their customers and regularly check the company’s sales and profits.

General Objective

The proponents’ overall objective is to create a Job Order Management

System with system security for Imagine Fotofun to optimize the company’s

performance.


Specific Objectives

1. To be able to make a Web Based Job Order Management System security

that has the capability to add and update customer and user profiles.

2. To be able to make a Web Based Job Order Management System that has

the capability to quickly locate transaction details of a certain customer,

determine the remaining collectibles for a certain transaction and generate

sales and accounts receivables reports.


the capability to add and update the services that the company offers for

both outdoors and indoors.


the capability to organize the company transactions for both outdoors and

indoors and to be able to generate reports from these transactions.

Scope of Automation

The proposed system involves the automation of the company’s contracts,

job orders and most importantly the transactions they make for every customer. It

also includes a system security measure, the user login, wherein it only allows

those authorized personnel to access the said system and the company’s essential

files. The system also specifies the level of accessibility of each user to determine


which functionalities can a user use and update. The system limits itself from

computing and recording further accounting transactions like mode of payment,

discounts and the like. But it has the capability to calculate the total amount of a

transaction, and monitor the remaining balance of a customer to address the

company’s difficulty in monitoring their collectibles.


Legend:

Not Automated

Fully AutomatedPartially Automated

Figure 1.7 Activity Diagram for the Proposed System (Indoor Services)


Legend:

Not Automated

Fully AutomatedPartially Automated

Figure 1.8 Activity Diagram for the Proposed System (Outdoor Services)

Entity Relationship Diagrams

Context Data Model

Figure 1.9Context Data Model

Key-Based Data Model


Figure 1.10 Key-Based Data Model

Fully Attributed Data Model


Figure 1.11 Fully Attributed Data Model

Data Dictionary

Entity Business Definition


User One who accesses and uses the system.

Position One who determines the level of accessibility by a certain user.

Customer One who is served by the company and avails company services.

Customer Payment Record of customer payments.

Service List of services the company offers to its customers.

Outdoor Service RequestDetermines what outdoor service(s) were requested by the customer. (Photo, Video or Photo & Video)

Transaction List of customer transactions may it be indoor or outdoor.

Transaction StatusShows what transaction have been completed and those that are still pending.

Availed Service List of availed indoor and outdoor services by the company’s customers.

Table 1.10 Data Dictionary for the Entity Relationship Diagram


Part II

PROJECT DESCRIPTION

Project Title

The proponents came up with the title, Transaction Processing System for

Imagine Fotofun. From the title itself, the proponents aim to create a transaction

processing system which will have the capability to manage and organize the

company’s transactions that could deliberately address the difficulties the

company is currently facing.

Project Organization

The proponents were grouped randomly into three members under the

class of Information Technology specializing in Software Engineering. The

proponents are: Stefi Jerone Y. Sapar and Christine Jane S. Tumulak. Each of the

proponents has their own role/s in the making of the above-said system. Stefi

Jerone Y. Sapar is the team leader, system analyst, main programmer and the

project manager. Christine Jane S. Tumulak, on the other hand, is the 2nd

programmer, system designer, system analyst and head of documentation. Also,

Jethro M. Bustamante is assigned to be a co-system designer.


Figure 2.0 Project Organization

Project Methodology

The proponents decided that the best methodology to use is Scrum. Scrum

is an agile software development process model that aims to produce “potentially

shippable” prototypes in a time box of 2-4 weeks. The primary edge of Scrum is

that it is people oriented and with that said, it clearly promotes constant

communication among team members and product owners.

In a scrum methodology, the scrum team has a product backlog, which is a

prioritized wish list of modules or functionalities that needs to be done. During

sprint planning, these backlogs are divided and are called sprint backlogs. Sprint

backlogs are small chunks of product backlogs which will be implemented by the

team. By nature, the scrum methodology strongly implements daily scrum

meetings between the team. It assesses daily progress of each team member and

plans what steps will be taken in the future. After each sprint, the scrum team is

required to present their prototype to the product owner/s for evaluation. As the


Stefi Jerone Y. SaparCHRISTINE JANE S. TUMULAK

Team Leader Project ManagerMain Programmer System

System Designer 2nd

Programmer System AnalystHead of Documentation

next sprint begins, the team chooses another chunk of the product backlog and

begins working again. This iteration is done over and over until the team meets

the deadline or all product backlogs are accomplished. In conclusion, Scrum

ensures that the most desirable work has been produced by the time the

development period is finished.

Figure 2.1 Scrum Methodology Diagram


Project Schedule

Figure 2.2 Project Schedule for the Proposed System


Technology

The proponents will make use of the PHP Programming Language. PHP,

aside from being platform independent, is considered as the most familiar

programming language to the proponents.

To fully and easily implement the system, the proponents will use two

Integrated Development Environment (IDEs) that will be used to produce the

source code of the system. These IDEs are Sublime Text and Komodo Edit. The

proponents will also use MYSQL to handle the database implementation. With

regards to the GUI of the system, the proponents will use Bootstrap, for it will be

simpler and easier to apply. The following specialized softwares are used and will

be used during the course of the project implementation:

1. Microsoft Word for creating and updating the document.

2. Microsoft Powerpoint for preparing, creating and updating

presentations.

3. Microsoft Visio for creating the activity diagrams and Gantt charts.

4. MYSQL Workbench for designing the database


Part III

USER ACCEPTANCE AND TRAINING

User Acceptance Testing

To verify that the proposal has been implemented correctly, testing and training should be administered to the users in the organization. The testing should be in two types: Preliminary and Parallel Testing. Preliminary testing can be done internally (only the team members will test the system). Parallel testing will be done with the users. This testing simulates the actual operations within the organization while using the new system. The users should affix their signature if they are satisfied with the system. The parallel testing will be done after training has been successfully administered.

For each of the items specified in your functional requirements, write test cases and the results for each test case. This will show whether or not you have complied with the functional requirements and that they are acceptable to your client. Below is a sample content:

Preliminary Testing Results

Functional Requirement Test Cases1. User Management a. Add User

b. Edit User c. Delete User

Each of the test cases was examined, and results were noted. Table 3.1 shows the actual results of the UAT.

Table 3.1 User Acceptance Testing ResultsTest Case # Tested By Test Date Expected

OutcomeActual Outcome

Remarks

1a Juan dela Cruz

Dec 3, 2009

Be able to add new

Added new user but

Code for inserting


user email address not saved

email record has not been updated

1b John Doe Dec 4, 2009

Be able to modify user record

Modified user details. No problems found.

Appendix ___ shows the actual document of the UAT with the users’ signature.

Training Results

Training was conducted to the users after the UAT. 1. User Management2. Purchasing3. Sales

The results are shown in Table 3.2.

Table 3.2 Training ResultsDate Module User ResultsJanuary 29, 2010 User Management Juan Dela Cruz -

HRTraining was administered successfully

January 30, 2010 Purchasing Training was administered successfully

February 01, 2010 Sales There was a bottleneck because some of the Purchasing records were inaccurate.

Appendix ___ shows the minutes of this training.

Parallel Testing Results

Table 3.2 User Acceptance Testing ResultsTest Case # Tested By Test Date Expected

OutcomeActual Outcome

Remarks


1a Juan dela Cruz

Dec 3, 2009

Be able to add new user

Added new user but email address not saved

Code for inserting email record has not been updated

1b John Doe Dec 4, 2009

Be able to modify user record

Modified user details. No problems found.


Part IV

CONCLUSION AND RECOMMENDATIONS

Conclusion

The conclusion should be based on the problem/opportunity definition as

well as the objectives. It should answer the following questions:

1. Were the problems/opportunities addressed? How?

2. Were the objectives achieved? How?

Recommendations

The recommendations should be focused on the improvements of the

system. What features can be added to make the system more useful? Will you

recommend those that were not included in the scope of your project?

Bibliography


Include all the references that you used in your systems analysis. Follow the

A.P.A format.


APPENDICES


Documents

SAD Fotofun