System development is a systematic process that involves several phases. System analysis and design are some of the key phases which play a key role in development of a system that meets the clients’ requirements and industry standards. System analysis involves collecting and assessing data, determining problems, and breaking down a system into components (Hoffer, 2012). It is key for businesses seeking to develop a system as it allows them to study the proposed system and its components which helps them determine its goals. With system analysis, businesses have an effective problem solving technique that enhances their system and ensures all system components work as expected to achieve their purpose (Larman, 2012). On the other hand, system design is a process that focuses on planning a new system or replacing a system by giving a definition of the system modules with the purpose of satisfying particular requirements (Dennis, 2015). Before embarking on planning a business system, a business has to gain deeper insight into the old system and identify how computers can be leveraged in order to ensure they operate efficiently. Through system design, a business can thoroughly understand a system and focus on how to achieve the goals of the new system (Satzinger, 2011). System analysis and design places an emphasis on systems, processes, and technology which are key factors in system development.
The purpose of this work is to focus on investigating the problems encountered by Lilydale Movies and recommend new solutions that could be incorporated when building a new information system. Currently, the company has various problems that undermine its operations and challenges its scalability. As such, the company management needs a new information system could assist the company in scaling its operations and expanding its market. This work will pay attention to the data aspects of the company and provide an optimal solution that the Lilydale can adopt. To do this, data has to be completed in order to complete the assessment process and complete the report. The case study will be leveraged to provide information about the company including problems faced.
Lilydale Movies is a movie sales and rental chain that sells and loans its movies to customers. The company offers a wide selection of movies which has become its competitive advantage. The company is niche-specific as it focuses on not only selling and loaning movies but also providing extra services. Unlike major movie hire chains, Lilydale provides additional services which include pickup and delivrery, assisting customers with their movie selections, and providing an extensive movie selection for hire or sale from different parts of the country and from the past. The company has five stores in Melbourne located in strategic places with high customer traffic.
Key Business Problem
The major problem undermining the business is lack of connection between systems operated by the company’s stores. Each store has its own system which assist in managing operations. The system support various activities such as borrowing and selling movies, registering new customers, managing membership, generating reports, managing catalogue of movies, among others. These systems are not connected with each other hence cannot communicate or coordinate operations between the stores. This implies that data generated in one store that may be critical to other stores cannot be shared. With the number of stores owned by the company, the system disconnection is a major drawback to the organizational operations. Currently, the company needs to process more information and generated detailed reports. This cannot be achieved with the current independent systems which run on their own databases. Consolidation of the systems is a vital issue for the company as it seeks to expand in the market by introducing new stores in different locations (Kirchmer, 2012). These stores needs to have a way to communicate with each other to enhance operational efficiency and eliminate data redundancies. Due to the disconnection, member’s information cannot be shared between stores. This creates challenges especially when customer’s membership information is stored in one store and wants to borrow or buy videos from another store. In such case, the staff have to call the store where a member was registered to access the borrowing history.
The business has to focus on this problem as it undermines its operations. Without a consolidated system, communication between the stores is constrained which can disrupt activities that rely in shared data. Multiple systems incur a lot of costs and are barriers to scaling company operations (Bocij, 2008). As a result, the company cannot achieve operational efficiency or effectively expand its presence to different markets. By resolving this problem, the company stands to benefit from enhanced communication between the stores and consolidation of systems. With a consolidated system, Lilydale movies is well placed to improve customer service as data is centrally located and customers can be efficiently served. Stores can easily communicate with each other and coordinate in enhancing operational efficiency. Additionally, the company can establish many stores while maintaining control over them.
Functional and non-functional requirements
The functional requirements for the new system include:
- Store data in a central database
- Allow multiple system connection to the database while maintaining database integrity
- Record movie sales and produce receipts
- Allow customers to reserve unavailable movies and send them an email once the movie is available
- Generate relevant reports on a regular basis (rent analysis report, sales analysis report, movie rentals report)
- Manage movie catalogue
- Allow customers to send comments about products they have bought or rented
- Allow parents to monitor items rented or purchased by their children
- Support inventory management
- Send requests for new movies for sale and rent
- Check due date for outstanding rentals and send notification to customers
The non-functional requirements for the system include:
- Handle expected and non-expected errors in a manner that prevents data loss.
- 5% uptime
- System response and performance should be fast
- Inbuilt data validation mechanisms
- Handle large amount of database
- Support data sharing
The key processes involve customers, staff, and manager. The manager borrows movie and receives a receipt. The staff member manage membership and movie catalogue while the manager requests various reports.
Customers are involved in several processes which include borrowing/buying movie, returning and reserving movie, comments on products purchased, and monitoring movies bought or borrowed by children . The staff members manage the inventory and manage membership. On the other hand, manager requests various reports related to store operations.
Based on the system analysis and design conducted on the company’s system, it was noted that that lack of consolidation of systems was the main problem. Without coordinating the systems used at different stores, there was little communication and information sharing which hampered company operations. It is recommendable for the company to have one database which is accessed by all the systems. This keep everyone updated about the activities of the other stores. Data flow diagrams have been drawn indicating how the new information system will operate.
Bocij, P., Greasley, A. and Hickie, S., 2008. Business information systems: Technology, development and management. Pearson education.
Dennis, A., Wixom, B.H. and Tegarden, D., 2015. Systems analysis and design: An object-oriented approach with UML. John Wiley & Sons.
Hoffer, J.A., 2012. Modern Systems Analysis and Design, 6/e. Pearson Education India.
Kirchmer, M., 2012. Business process oriented implementation of standard software: how to achieve competitive advantage efficiently and effectively. Springer Science & Business Media.
Larman, C., 2012. Applying UML and Patterns: An Introduction to Object Oriented Analysis and Design and Interative Development. Pearson Education India.
Satzinger, J.W., Jackson, R.B. and Burd, S.D., 2011. Systems analysis and design in a changing world. Cengage learning.