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Requirements Modelling Report

for the

Sales & Book Tracking System

Prepared for:
Pinnacle Publishing Company

20th December, 2011

Prepared by:

|Name |Student No. |
| | |
| | |
| | |
| | |

KXO221 Assignment 3
Table of Contents

Executive Summary 1

Introduction 2

1 Required Functions of the Sales & Book Tracking System 3

2 Functional Decomposition Diagram 4

3 Data Flow Diagram – Context 5

4 Data Flow Diagram – Level 0 6

5. Data Flow Diagram – Level 1 8

6. Data Dictionaries 10

6.1 Data Dictionary – Processes 10 6.2 Data Dictionary - Data flows 11 6.3 Data Dictionary - Data Stores 15

7. Entity Relationship Diagram 16

8 Use Case Diagram 18

9. Conclusion 20

References 21

Executive Summary

Considering the current situation and management’s requirements, our group analyzed the Pinnacle Publisher’s business process and the communication of data, and then a model of new system was designed. This requirement modeling report aims to present a general understanding about this new system, visualizing the functions of the system improved, as well as analyzing how those functions could work well for Pinnacle Publishing Company.

In this report, several business analyses methods were used, such as Functional Decomposition Diagram (FDD), Data Flow Diagram (DFD), Data Dictionary, Entity Relationship Diagram (ERD), and Use Case Diagram. With the help of those methods, the functions of the new system, the processes the system contains, and other vital factors turned to be clear.

According to the analysis, the new Sales & Book Tracking System will enhance the communication of each department, improve the work efficiency and contribute to the management.

Introduction

As a leader in a growing industry— electronic publishing, Pinnacle Publishing, a small company located in Springfield, Ohio, needs an improved system urgently for meeting its steady market expansion and business growth at present. In this respect, the Sales and Book Tracking system which is a web based new system, providing a repository of all information about sales leads, books in process, and books for sale, makes practical sense.

Basically, the report mainly covers eight areas: the first part of the report provides a list of functions that the new system performed and a visualized Functional Decomposition Diagram of the system; the second, third and fourth parts show a set of DFDs of the Sales and Book Tracking system, which illustrates what the system does in a logical and visualized way; in the fifth part, a data dictionary for the system is created and the importance of that has been discussed based on the set of DFDs in previous parts; the last two parts focus on discussing the role of an ERD and a Use Case Diagram in communicating system requirements, and both of an ERD and a Use Case Diagram have been drawn for the improved system as well.

Required Functions of the Sales & Book Tracking System

List of function

Having thought over the requirements of Pinnacle Publisher’s system, the group listed all the functions which the new system had to perform.

• Production tracking ■ Create book record—track the progress of the book ■ Assign task—when one task has been finished, select the technician to finish another task ■ List book status—provide shepherd with a list of book status each day

• Sales tracking ■ Update call information—gather the information about the phone calls made by salespeople ■ Create recall list—help salespeople to schedule their follow up calls ■ Generate sales performance report— add the call information and the recall list into the monthly sales performance report ■ Add authors —enter details about new authors ■ Produce mailing labels —create the labels for sending information to authors

• Sales accounting & promotion ■ Gathering sales information—gather the sales information from different external e-commerce web sites

• Checking book status ■ Update and output information daily for authors to check on the status of their books

The required functions listed above can be classified into four major functions: Production tracking, Sales tracking, Sales accounting & promotion, and checking book status. The Function Decomposition Diagram of the system will be given in the next part, which breaks higher-level functions into lower and presents the structure of the functions clearly.

Functional Decomposition Diagram

Functional decomposition diagram dissects a complicated business process to show its individual elements, which assists the understanding of complex process and help to analyse problems. The FDD below shows business functions of the new Sales & Book tracking system and break them down into the lower-level functions and process.

Functional data diagram of ‘Sales & Book Tracking System’

[pic]

3 Data Flow Diagram – Context

A context DFD gives a top level view of the system, showing the boundaries and scope of the system. The following diagram is a context DFD of the improved Sales and Book Tracking System for Pinnacle Publishing. As can be seen, several entities have been identified in the diagram.

Data Flow Diagram – Context of‘Sales & Book Tracking System’

[pic]

Data Flow Diagram – Level 0

Context diagram shows the relationship between external entity and the entire process (Process 0), but not tell any specific details of the system(just like a black box). To know how the process functions and what major sections it contains, we need to dig out internal elements within Process 0 while retaining all Entity and Data Flow to create a Level 0 DFD. (See below)

Data Flow Diagram – Level 0 of‘Sales & Book Tracking System’

[pic]

According to the classification of main functions in Process 0, it can fall into 4 process and 1 data store: MAKE SALES, PRODUCE BOOK, ACCOUNT SALES, CHECK BOOK STATUS and BOOK(Data Store). The main functions these processes contain are as its name implies and can be seen in the Definition in the Data Dictionary. The only thing to note is that MAKE SALES not only records the process of generating sales, but record the process of generating Sales Performance Report and Selling Promotions. The data store BOOK is used to store the Book Record which document all the relevant information about Book Status for the use of Updating the website.

You may see the Data Flows within this diagram are out of orderliness and mixed well, actually they can be concluded into 5 main streams according to the system. Brief descriptions are as follow(with colours):

Sales initiating -The process MAKE SALES collect AUTHOR DETAILS and CALLS INFOR to generate AUTHORS MAILING LABELS, and add CALLS INFOR to the SALES PERFORMANCE REPORT. (blue lines) Production tracking -The process PRODUCE BOOK receives AUTHOR DETAILS and MANUSCRIPT to process book publishing, and generating BOOK RECORD which display the production progress to PRODUCTION WORKER. Receiving BOOK STATUS from PRODUCTION WORKER, Process 2 gives a list to SHEPHERD and transits TASK ASSIGNMENT into ASSIGNMENT which is sent to TECHNICIAN. (Black lines)
Web checking -The process CHECK BOOK STATUS extracts UDDATED BOOK STATUS from BOOK(DATA STORE) with UPDATE OPERATION from TECHNICIAN to self-service website, and allows AUTHOR to check their BOOK STATUS.(brown lines) Promotion services – When manuscript is well edited, Process 1 will receive BOOK PROMOTION LIST (drived from PRESS INFORMATION including promotion approaches, ISBN and relevant information)from Process 2, and assigns it to different AUTHORs. (Red lines) Book selling and reporting – As Process 2 works out the PUBLISHED BOOK for selling, E-COMMENCE SITE hands in sales information to ACCOUNT SALES process for calculating report data and generating sales REPORT.(green lines)

5. Data Flow Diagram – Level 1

Below is the Level 1 DFD of the ‘MAKE SALES’ process which in Level 0 DFD. The whole ‘MAKE SALES’ process is divided into six sub processes including ‘UPDATE CALL INFOR’, ’CREATE RECALL LISTS’, ‘GENERATE SALES PROFORMANCE REPORT’, ‘ADD AUTHORS’, ‘PRODUCE MAILING LABLES’ and ‘SELL PROMOTION OPTIONS’. Details explanation of each process is recoded in data dictionary in section 6. Relevant entities including ‘SALSES PEOPLE’, ‘SALES MANAGAGER’ and ‘AUTHOR’ are also contained in this diagram.

Data Flow Diagram – Level 1 of‘Sales & Book Tracking System’
[pic]

Have a brief look at the data flow inside the Level 1 DFD.
The first data flow route (red lines):
SALESPEOPLE enter CALLS INFORMATION to ‘UPDATE CALL INFOR.(1.1)’ process and then the process store the UPDATED CALL INFORMATION in to AUTHOR(data store) in order to send CALL LIST to new process: ‘CREATE RECALL LISTS (1.2)’. The 1.2 process creates RECALL LISTS based on the call list and send them back to SALESPEOPLE as well as to the ‘GENERATE SALES PERFORMANCE REPORT (1.3)’ process. The 1.3 process adds recall lists to make SALES PERFORMANCE REPORT to SALES MANAGER

The second data flow route (black lines):
SALESPEOPLE also enter AUTHOR DETAILS to the ‘ADD AUTHORS (1.4)’ process which then stores the AUTHOR LISTS in AUTHOR (data store) in order to create AUTHOR RECORD to next process: ‘PRODUCE MAILING LABLES (1.5)’. The 1.5 process finally sends AUTHOR MAILLING DETAILS to AUTHOR.

The third data flow route (green lines):
‘PRODUCE BOOK SUBSYSTEM’ which in Level 0 sends BOOK PROMOTION LIST to ‘SELL PROMOTION OPTIONS (1.6) to give PROMOTION OPTIONS to AUTHOR

The fourth data flow route (blue lines):
The AUTHOR (data store) sends AUTHOR LIST to ‘PRODUCE BOOK SUBSYSTEM’ to enable Level 0 data flow.

6. Data Dictionaries

DFDs are less meaningful without a integrated and understandable Data Dictionary for them. Data Dictionary gives each element in DFD a full explanation to the its definition, attributes and connected elements to it. In other words, it contains data about data. “A data dictionary, or a data repository, is a central storehouse of information”, noted Gary B. Shelly and Harry J. Rosenblatt(2011). It works quite like a dictionary as its name implies. For this case, the data dictionary explaining processes, data flows and data stores based on the Context and Level 0 diagram of DFDs is shown below:
.

6.1 Data Dictionary – Processes

This is a part of a data dictionary showing the processes of Context diagram and Level diagram respectively. Four basic attributes of processes can be clearly seen in it. To note that the INFLOW represents incoming data flows and OUTFLOW refers to those outgoing.

Context Diagram
|# |NAME |DEFINITION |INFLOW |OUTFLOW |
|0 |Sales & Book |Provide a single central repository|Authors Details |SalesPerformReport |
| |Tracking System |of all information about sales |Calls Infor |Recall Lists |
| | |leads, books in process, and books |Manuscript |Promo Options |
| | |for sale |Selected Options |Book Status |
| | | |Update Operation |Author Mailing Labels |
| | | |Press Infor |Assignment |
| | | |Book Status |Book Record |
| | | |Task Assigning |Report |
| | | |Report Request | |
| | | |Sales Information | |

Level-0 Diagram
|# |NAME |DEFINITION |INFLOW |OUTFLOW |
|1 |Make Sales |Make sales by collecting the Author |Authors Details |SalesPerformReport |
| | |Leads, Author Details and Promo Infor|CallsInfor |Recall Lists |
| | | |Book Promo List |Author Mailing Labels |
| | | | |Author Details |
|2 |Produce Book |Produce Book with processing |Manuscript |Book Promo List |
| | |production, generating book status |Book Status |Published Book |
| | |and assigning tasks |Task Assigning |Book Status List |
| | | |Author Details |Book Record |
| | | |Selected Options |Assignment |
| | | |Press Infor | |
|3 |Account Sales |Account Sales of Published books with|Sales Infor |Report |
| | |sales infor received from E-commerce |Report Request | |
| | |Site and generate sales report | | |
|4 |Check Book Status |Allow authors to check their book |Updated Book Status |Book Status |
| | |status with support by technician and|Update Operation | |
| | |updated book status from datastore | | |

6.2 Data Dictionary - Data flows

This is the second part of the data dictionary which lists four attributes of all the data flows found in Context and Level 0 diagram. To note that SOURCES and DESTINATION indicates the giving and receiving elements, which are the Source and the Sink for the dataflow. They can be any element – process, entity or data store.

Context Diagram

|DATAFLOW LABELS |ATTRIBUTES |SOURCES |DESTINATION |
|Assignment |AssignmentID |Sales & Book |Technician |
| |TechnicianID |Tracking System | |
| |Deadline | | |
| |TaskContent | | |
| |BookList | | |
|Author Mailing Labels |BookID |Sales & Book |Author |
| |AuthorID |Tracking System | |
| |SalesConfirm | | |
|Authors Details |AuthorID |Salespeople |Sales & Book |
| |AuthorName | |Tracking System |
| |PhoneNumber | | |
| |AuthorAddress | | |
| |BookID | | |
| |SalesPeopleID | | |
| |CallDirection | | |
|Book Record |BookID |Sales & Book |Production Worker |
| |AuthorID |Tracking System | |
| |Production- | | |
| |PeopleID | | |
| |ProductStatus | | |
| |ModifiWork | | |
|Book Status |BookID |Production Worker |Sales & Book |
| |AuthorID | |Tracking System |
| |ProductStatus | | |
| |ModifiWork | | |
|Book Status |BookID |Sales & Book |Author |
| |AuthorID |Tracking System | |
| |ProductStatus | | |
| |ModifiWork | | |
|Calls Infor |CallID |Salespeople |Sales & Book |
| |AuthorID | |Tracking System |
| |SalespeopleID | | |
| |CallingTime | | |
| |TimeLength | | |
| |CallFrequency | | |
|Manuscript |AuthorID |Author |Sales & Book |
| |BookID | |Tracking System |
| |BookFile | | |
|SalesPerformReport |ReportID |Sales & Book |Sales Manager |
| |SalespeopleID |Tracking System | |
| |ReportTime | | |
| |ReportFile | | |
|Press Infor |BookID |Production Worker |Sales & Book |
| |PromoProcess | |Tracking System |
| |ISBN | | |
| |PressTime | | |
|Promotion Options |BookID |Sales & Book |Author |
| |AuthorID |Tracking System | |
| |PromoList | | |
| |PromoID | | |
|Recall Lists |SalespeopleID |Sales & Book |Salespeople |
| |AuthorList |Tracking System | |
| |CallID | | |
| |CallDirection | | |
|Report |ReportID |Sales & Book |Management |
| |ReportTime |Tracking System | |
| |ReportFile | | |
|Report Request |RequestTime |Operational Manager |Sales & Book |
| |ReportType | |Tracking System |
|Sales Infor |BookID |E-commerce Site |Sales & Book |
| |SellSeason | |Tracking System |
| |Sales | | |
|Selected Options |BookID |Author |Sales & Book |
| |Selected Options | |Tracking System |
|Task Assigning |TaskID |Shepherd |Sales & Book |
| |AssignmentID | |Tracking System |
| |BookList | | |
| |TechnicianID | | |
| |TaskContent | | |
|Update Operation |TechnicianID |Technician |Sales & Book |
| |UpdateTime | |Tracking System |
| |HtmlModifi | | |
| |CssModifi | | |
| |JSModifi | | |

Level-0 Diagram
|ProcessEntity(External) |
|DATAFLOW LABELS |ATTRIBUTES |SOURCES |DESTINATION |
|Assignment |AssignmentID |Produce Book |Technician |
| |TechnicianID | | |
| |Deadline | | |
| |TaskContent | | |
| |BookList | | |
|Author Details |AuthorID |Salespeople |Make Sales |
| |AuthorName | | |
| |PhoneNumber | | |
| |AuthorAddress | | |
| |BookID | | |
| |SalesPeopleID | | |
| |CallDirection | | |
|Author Mailing Labels |BookID |Make Sales |Author |
| |AuthorID | | |
| |SalesConfirm | | |
|Book Status |BookID |Production Worker |Produce Book |
| |AuthorID | | |
| |ProductStatus | | |
| |ModifiWork | | |
|Book Status |BookID |Check Book Status |Author |
| |AuthorID | | |
| |ProductStatus | | |
| |ModifiWork | | |
|Book Status List |BookID |Produce Book |Shepherd |
| |AuthorID | | |
| |ShepherdID | | |
| |ProductStatus | | |
| |ModifiWork | | |
|Calls Infor |CallID |Salespeople |Make Sales |
| |AuthorID | | |
| |SalespeopleID | | |
| |CallingTime | | |
| |TimeLength | | |
| |CallFrequency | | |
|Manuscript |AuthorID |Author |Produce Book |
| |BookID | | |
| |BookFile | | |
|Press Infor |BookID |Production Worker |Produce Book |
| |PromoProcess | | |
| |ISBN | | |
| |PressTime | | |
|Promotion Options |BookID |Make Sales |Author |
| |AuthorID | | |
| |PromoList | | |
| |PromoID | | |
|Published Book |AuthorID |Produce Book |E-commerce Site |
| |BookID | | |
| |BookFile | | |
| |UpdatedBookFile | | |
| |Selected Promotion | | |
|Recall Lists |SalespeopleID |Make Sales |Salespeople |
| |AuthorList | | |
| |CallID | | |
| |CallDirection | | |
|Report |ReportID |Account Sales |Operational Manager |
| |ReportTime | | |
| |ReportFile | | |
|Report Request |RequestTime |Operational Manager |Account Sales |
| |ReportType | | |
|Sales Infor |BookID |E-commerce Site |Account Sales |
| |SellSeason | | |
| |Sales | | |
|SalesPerformReport |ReportID |Make Sales |Sales Managers |
| |SalespeopleID | | |
| |ReportTime | | |
| |ReportFile | | |
|Selected Options |BookID |Author |Produce Book |
| |Selected Options | | |
|Task Assigning |TaskID |Shephead |Produce Book |
| |AssignmentID | | |
| |BookList | | |
| |TechnicianID | | |
| |TaskContent | | |
|Update Operation |TechnicianID |Technician |Check Book Status |
| |UpdateTime | | |
| |HtmlModifi | | |
| |CssModifi | | |
| |JSModifi | | |
|ProcessProcess/datastore(Internal) |
|Authors Details |AuthorID |Make Sales |Produce Book |
| |AuthorName | | |
| |PhoneNumber | | |
| |AuthorAddress | | |
| |BookID | | |
| |SalesPeopleID | | |
| |CallDirection | | |
|Book Promotion List |BookID |Produce Book |Make Sales |
| |AuthorID | | |
| |BookFile | | |
| |PromoList | | |
|Book Record |BookID |Produce Book |Production Worker |
| |AuthorID | | |
| |Production- | | |
| |PeopleID | | |
| |ProductStatus | | |
| |ModifiWork | | |
|Updated Book Status |BookID |Book(Datastore) |Check Book Status |
| |AuthorID | | |
| |TechnicianID | | |
| |ProductStatus | | |
| |Display Format | | |

6.3 Data Dictionary - Data Stores

This is the last part of the dictionary offering reference for the only data store that can be found in Context and Level 0 diagram – BOOK. It has only one incoming data flow called: BOOK RECORD, so that it only contain the attributes that belongs to BOOK RECORD.

Level-0 Diagram
|s |NAME |DEFINITION |TABLE NAME |ATTRIBUTE |
|D1 |Book |Store Data of |Book Status List |BookID |
| | |Books Record and is a storage | |AuthorID |
| | |for book status required by | |Production- |
| | |self-service web site | |PeopleID |
| | | | |ProductStatus |
| | | | |ModifiWork |

7. Entity Relationship Diagram

An Entity Relationship Diagram (ERD), a relational model that demonstrates the relationship and interaction among entities involved in system design in a logical and visualized way. Commonly it is used to describe system requirements, and what type of data is organized into a database. Actually, an ERD plays a pivotal role in facilitating the communication in system requirements due to through a well-designed ERD, the general view of the system proposed and how to create physical data structure is provided, so that system requirements can be recognized easily and correctly. (Wikipedia 2011)

Coming back to the condition that Pinnacle Publishing confronted, the ERD of the new Sales and Book Tracking System is shown below. As can be seen from the diagram, the relationship and interaction among those entities, such as sales manager, salespeople and author, and what information are transmitted into those entities have been demonstrated clearly. For example, a salesperson gets author information, serving for many authors. In return, many authors can be served by the same salesperson. The relationship type between salespeople and author is a one-to-many one. Take a particular instance, the relationship between author and production worker is a many-to-many one, which will produce an associative entity manuscript which has its own attributes and data. Essentially, based on the ERD drawn for the new system, physical data structure could be captured, by which system requirements can be identified easily.

Entity Relationship Diagram of‘Sales & Book Tracking System’
[pic]

Use Case Diagram

The use case modeling represents the steps in a specific business function or process. The external entities (actor) represent roles played by clients that initiate the use case by requesting the system to perform a function or process (Shelly&Rosenbiatt, 2011). For this case, the actors that have been already identified in previous sections are now represented in human shape. The oval shapes illustrate the five required functions including ‘get and evaluate sales’, ‘produce a new book’, ‘provide self-services’ and ‘account sales. Those arrows stand for the behaviors between clients and functions.

Here’s some explanation to the diagram. ‘Get and evaluate sales’, the first function which is monitored by sales manager, receives services requests from authors, and then notifies each sales person of the phone call information through the tracking to every author. ‘Produce a new book’, the second function which is oversaw by shepherds, is notified of author information by previous function. Simultaneously, authors support the function by sending their manuscripts to the system. The function then sends both author information and manuscripts to the production department. The third function ‘provide self-service’ which is updated by technicians enables authors to check their book status by themselves. Operational managers have report requests to the final function ‘account sales’, hence this function needs sales statistics from E-commerce sites.

Use Case Diagram ‘Sales & Book Tracking System’

[pic]

9. Conclusion

The improved new Sales and Book Tracking System, as discussed and analysed above, is well capable to keep up with the rapid development of Pinnacle Publishing Company. This requirements modeling report provides a set of DFDs that produce a logical model analysing and discussing what the system does, building a physical model that describes the details of how the system operates and functions in Pinnacle. Data and process modelling that contains various graphic techniques have been used appropriately in the report as well.

After conducting those steps above, the system requirements can be recognized and then accommodated to meet the expansion and development demands of Pinnacle in such a fast-growing industry—online publishing industry.

References

Investopedia ULC. 2011, ‘Functional Decomposition’, Investopedia ULC., viewed 20 December 2011.
(http://www.investopedia.com/terms/f/functional-decomposition.asp#axzz1h3IWH253)

Shelly, G.B & Rosenblatt, H.J 2011, Analysis and Design for System, 9th edn, China Translation & Printing Service Limited, China, pp. 150-151, viewed 20 December 2011.

Shelly, G.B & Rosenblatt, H.J 2011, Analysis and Design for System, 9th edn, China Translation & Printing Service Limited, China, pp. 217, viewed 20 December 2011.

Wikipedia 2011, ‘Entity-relationship model’, wiki article, 18 December 2011, viewed 20 December 2011.
(http://en.wikipedia.org/wiki/Entity-relationship_model)

-----------------------

School of Computing and Information Systems

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We declare that all material in this assignment is our own work except where there is clear acknowledgement or reference to the work of others and we have complied and agreed to the University statement on Plagiarism and Academic Integrity on the University website at http://www.utas.edu.au/plagiarism or in the Student Information Handbook. We are aware that our assignment may be submitted to plagiarism detection software, and might be retained on its database.

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