Goals: The goals of the organization is to have better communication with the members, proper loan of the videos, having categorized information in each store regarding videos, adequate loan related information and proper analysis of business patterns.
Business Objectives: The objectives of the business is to have better control over its operations. Moreover, Monash Video Librarave wants to have better information regarding their consumers (members). Better communication among the stores is another objective of the business. Another objective is to gather all the information regarding loans for future purposes.
Current Business Situation: At present, the business is running on three stores. These stores has individual applications to run itself, there is no medium of communication among the stores. The application only holds the information of videos that are present at the store and that has been loaned. However, any specific details of the videos are not available in the PC package.
Problems: The application cannot analyze the loan patterns of the members. Any specific details of the videos are not available in the PC package. The detailed information of the members are not also available to the organization.
Gaps: The real gap is in the communication. The communication between the three stores is very weak. The communication with the members is also need to be improved.
Opportunities: There is a high opportunity for the business to attract new consumers and establishing better relationship with the existing consumers. This will lead to better completion in the market.
It is the method of collecting the vital information for the development of the system in the Monash Video Library. This process can be individually and collaborate through the methods called interview, meetings, surveys and many more. In this case, as the base of the business is not very vast, the interview and survey is enough to solve the query. One responsible person will be interviewing the selected members, staff and management to gather the required data, especially the system requirements. The survey will be done to enlist the functions that will provide support to the user requirements.
The business analyst, system analyst and project manager will be responsible for data analysis process. The quantitative and qualitative, both the data, will be analyzed. The purpose of the analysis is to select only the required data and understanding the patterns in the business.
The functional requirements of the system are such as database (stores the data gathered from the various input devices), video search based on category (the videos that are owned by the Monash Video Library can be searched from the database based on various keywords), communication (three of the stores will share the same database) and analyzing patterns (the system will be analyzing various patterns of loan made by customers).
Figure 1: The Dataflow Diagram of Monash Video Library
(Source: Created by Author)
The change of state will happen in case of only if the requested video will be present at any of the stores of Monash Video Library.
Figure 2: The Entity Relation Diagram of Monash Video Library System
(Source: Created by Author)
1st Normal Form: As the database has no multivalued attribute and all the tables has unique identifying keys, the database is in first normal form.
2nd Normal Form: As it can be seen all the attributes in the tables are dependent on the primary key only. There are no partial dependency in the tables. Therefore the database is in the second normal form.
3rd Normal Form: The nonprime attributes of the tables can be defined only by the prime attributes so it is clear that the database is in the third normal form.
The system that has been proposed for Monash Video Library is able to technically support all the required business aspects. The system will be using database that will hold the information for a period of very long time. The data can be easily stored and retrieved. The communication medium will allow the organization’s stores to share data among themselves. The system will also create reports digitally so that the management can concentrate on the core operations.
The cost of the system will be a concern throughout the project. It is assumed that the project will be completed within the estimated budget. The organization will be sparing most of the budget for the database as it is the most important part of the system. The database will be implemented in-house along with the software so that the data can be secured and controlled. The cost of in-house may seem high a first but over the years, the cost will justify itself in comparison with cloud approach.
The organization will be able to make profit from the system after six to seven months of implementation. The patterns that will generated will guide the management to make proper decision regarding business.
Functional Requirements: The login is the first functional requirement of the system. Through login to the system, the admin will allow the system to identify which store is operating which operation. The system will not allow login with the same id simultaneously. The searching is another function of the system. The administrators will search videos in the database. The system will provide a search box to the admin through UI. The admin will input keywords of the video such as video name, actor name and many others to search a specific video. Reports are a very important part of any system. This system will produce reports based on the loans, purchases, audits and many more. These reports can be seen only by the management.
Non-Functional Requirements: Integrity is the most required non-functional requirement of the system. The system must always maintain proper information in the database. Any corrupted data can lead to customer dissatisfaction. The availability is another crucial requirement of the business. The system must be able to provide support to the business at all time. The failure of system will result into business damage.
The purpose of the project: The project is proposed to provide better technology to Monash Video Library. The project is required to be done within the provided deadline and cost. The real purpose of the project is to allow the organization to provide better control over the business along with increasing the possibility of communication.
Stakeholders: The system will be developed as per increasing the competition in the market thus providing client profit. The customers of the organization will be able to track the videos in an effective way. The staff of the organization can track the videos available and loaned efficiently and accurately. The management can analyze all the data presented in the database.
Users of the Product: Administrator will be the person to handle all the data input operations. The management will be using the system for gathering data regarding loan, member, purchase cost, stock and many more. The administrator will also retrieve data from the database to find videos based on some keywords.
The Scope of Work: Management is the only prime functionality that the system will be focused upon. The system will not include any E-commerce. The system will assist the organization to operate the business properly through better information management.
The proposed solution for the business is a new information system that will be including a shared database. The database will hold all the video, member and purchase data of the organization. These data will be speck like date, name, price, tax and all other required data will be saved into the database. The database will be connected to a backup and recovery system so that all the corrupted and lost data can be easily recovered. The database will be installed on premise and the software will be running in a host computer. This host system will be used only for one purpose and this sharing access and collecting requests.
The system will be categorizing the requests based on the three login id of three different stores. This way the management will be able to identify the actions taken by individual stores. The communication among the stores are a very serious issue. The system will provide the stores a window to communicate with each other and the shared database will allow the stores to see the real time data flow. All the stores will be able to gather real time information.
The supplier’s data will also be saved in the database. The audit will be effective enough to support the business growth. The purchase history will be analyzed by the system and a report will be sent to the management. This will increase the decision making process of the Monash Video Library effectively. Along with these, the loan data will be saved separately. This will allow the admin and management to see which members has borrowed which video and for how many days the video was at their possession. This data very important for the management to improve the customer loyalty.
Technology Selection: Executing technology coordination comprises requirement on adjustable mass-produced program writing or the construction of an explicit collection of usages to cope with organization’s significant information management condition. If organization initiate its excursion with a summary of available elements in place of an assessment of organization’s requirements, organization can set-up attempting to shoehorn organizations information within a response that does not fit organization’s requirements. Formerly organization concern requests for plan from vendors or initiate the way to planning for new information system, calculate what organization’s settlement must achieve, who requires access to which information, what kind of progress and allowance the system must ensemble and which deficiencies of organization’s present innovation organization require to preserve.
Shared Data Implementation: Planning a framework to oversee business information on an incorporated premise implies designing your information engineering to deal with companywide access to data. On the off chance that organization anticipate that your present system will deal with another setup that places a wide scope of information inside the compass of each representative, organization may build up a perfect answer for your information administration needs just to find that your clients cannot get to data smoothly and promptly on request. Moreover, organization cannot bear to belittle the security arrangements required to restrict representatives just to the data they meet all requirements to get and to shield incorporated information sources from unapproved access, outside impedance or altering.
In-House Process Redefining: Coordinating your organization inside a mutual information structure does not just join what once comprised of discrete capacities inside a secluded application suite. It requests a redefinition of how organization store, get to, share, control and file information. Else, organization just make another framework that acquires all its forerunner’s imperfections and offers no new abilities. Alongside an undeniable abnormal state meaning of what your framework must finish, organization require a pragmatic depiction of how your joining endeavors will present new working strategies that enhance the framework they supplant.
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