Implementation Of Online Ordering System For El Supremo Coffee

Overview of AS-IS and TO-BE Process

Question:

Case study on “Business Analysis of EI Supremo Coffee System”.
 

Figure 1: As-In process of Ordering System

The “AS-IS” process consists of the business process model that describes its list of roles, steps as well as expectations. EI Supremo Coffee wants to automate as well as streamline with the current processes whereas the current system is documented. In the AS IN process of the above diagram, the sales staff takes the order manually. There is no data warehouse where the products are stored. Therefore, the business desires to implement an online ordering system that can reduce the chances of errors within the system (Goedertier, Vanthienen and Caron 2013). Then after taking the order from the customers, the staff takes the particular price of the product from the customers. The entire process of ordering is done using the telephone call centre with ordering of more suppliers. The customers as well as franchisees are calling for new ordering system that should provide with best services (Scholtz, Calitz and Snyman 2015). Then the business experiences that they can experience a raid growth in their operations by providing with faster as well as efficient services with minimal errors.

In the “TO BE” process, the existing system is redesigned such as the ordering using the telephone call centre is changed into an online ordering system that takes the orders and generates the payment for the product. In order to implement the online ordering system for the business, the organization requires an ERP system that uses to place the order of the customers. It can collects, stores as well as maintains all the account details of both customers as well as franchisees (Mallick, Garg and Grover 2014). Then, the system supports the status notifications to track the order with a confirmation that the order has been placed. After placing of the order, the staff searchers in their database system if it is available in the store. If it is available then the customers can pay for the product (Alotaibi 2014). The customers are given with two options such as they can pay the price by card or cash. If the customers pay online, then after the payment the order is delivered to the person. However, if the customer chooses to pay by cash, then at the time of delivery of the order, the customer pays the price.

The order process is executed by the use of ERP system. It reduces the manual data entry and helps to keep the data up-to-date such that the staffs can track for the products if it is available or not. The following are the recommendations to manage the impact of the system as follows:

Minimizing of the overhead cost: The overhead cost should be minimized in order to overcome with the future challenges of the business. With the online ordering system, it reduces the time as well as cost of the business (Baghdadi 2014). However, it also reduces the occurrence of errors within the system such that the customers are satisfied with ordering online.

Recommendations for Managing the Impact of the System

Installation of the ERP system: With the installation of the ERP system within the business, it reduces the operating cost with standardized of the business processes (Masood Butt et al. 2015). Due to the centralized nature of the ERP system, the organization can track the levels of inventory on the daily basis such as inventory in transit with consignments for the future.

Training to the staffs: Training should be given to the staffs so that they can familiar with the advanced technology of receiving the online ordered booking from the customers (Liu, Xia and Zhang 2014). It helps the staffs to become efficient with the overall functional and non-functional specifications of the system.

Recruitment of highly professional IT specialists: In order to identify the gap between As-in as well as To-be process, highly professional IT specialists are required to make the gap between two different organizational structures for the existing as well as proposed system (Bouchbout, Akoka and Alimazighi 2012).

Engagement of the vendors in the implementation process: The vendors are selected to engage into the implementation process such that it helps in identifying the functional as well as non-functional requirements of the system. Proper software solution is selected for the business with upgradation of the current version.

Requirements Category	Must	Should	Could	Wont
Description	The online ordering system must be implemented by El Supremo Coffee to save both money as well as time.  This system must develop as well as maintain relationships with the customers and keep them informed about the upcoming products in El Supremo Coffee.	The online ordering system should collect and store the details of the customers. It stores and tracks the products to verify if it is available or out-of-stock (Behnam and Amyot 2013).	The online ordering system reduces the errors in storage of details of customers as well as payment (Li, Yan and Lin 2012).	The ordering system would not decrease the operations of business as well as the base of the customers.

The ordering system collects as well as stores the account details of their customers as well as franchisees. It also stores as well as tracks the products that are available with the data warehouse of the store or it is out of stock. The ordering system also supports the notifications of the status of the ordered products as well as confirmation (Bisogno et al. 2016). It collects as well as stores the enquiries that are submitted by the franchisees within the central area. It provides with the order history as well as support the re-ordering from the previous orders. It supports with a point system for the customers those are purchasing the orders frequently. The system must be connected with the WIFI as well as interfaces with the social marketing platforms (Milani et al. 2016).

The new online ordering system provides with the benefits to the EI Supremo Coffee. The new system gives benefits to the business by increasing the orders of the customers as well as franchisees. It also increases the satisfaction level of the customers. Therefore, this system increases the speed of delivery of the customers. Due to the implementation of the new online system, it provides with increasing the marketing of EI Supremo Coffee products as well as its locations (Kuciapski 2013). The new customers are also attracted with social media marketing. It increases the scalability of the business with the opportunity to attract more customers as well as franchisees more efficiently.

In order to match with the software of the system, EI Supremo must realign with the processes of the business (Jezek and Moucek 2012). The implementation of the online ordering system is integrated with the ERP system in order to handle the payment process as well as ordering process of the firm that helps to access with the information of invoice of their customers. The implementation of the online ordering system for EI Supremo helps the business operations to become more efficient as well as profitable (Bogel, Stieglitz and Meske 2014). The key functional specifications of the EI Supremo Coffee System are reports, ordering, support, suppliers as well as accounts. Even the non-functional requirements are its performance, usability, compatibility as well as security (Goedertier, Vanthienen and Caron 2013). The online ordering system is required to execute when it overcomes with the business processes to make it more profitable as well as productive.

Requirements Category

Figure 3: Development of screen designs of MUST stories

The initial step of the project plan is the implementation of the online ordering system. This particular system can take the order from the customers and then check for the availability for the ordered product within their database. After checking for the orders within the database system, the staffs confirm that the ordered product is available or out-of-stock from their stored data warehouse (Bouchbout, Akoka and Alimazighi 2012). The customers then pay for the ordered. Within the payment method of the system, the customers pay for the ordered product by two means such as cash or card. After the payment for the particular product, it is verified if the payment method is true or false. If there is any error in the payment process, then the customers can again get the option to pay (Faisal 2012). After the payment, the order is dispatched to the customers.

The online ordering system is beneficial for EI Supremo Coffee as it saves the hours each day by improving over the manual process of taking the orders from the customers. It removes the paper orders as well as handling of payment process (Pathak and Saxena 2012). The benefit of the online system is that it saves the time of printing of the item production sheets, ability to update the catalogues with the use of website at any time. It increases sales by providing an exciting new ordering system for the customers (Caron and Vanthienen 2015). The system monitors the orders. The team of customer service tracks each of the order so that none of the orders is missed.  

The web server used in the system must be secured as well as consists of high-speed data centre. It is necessary to consider the possibilities as well as have a system backup in the place (Durugbo 2014). The system improves the administration as well as security for the store by removing the requirement in order to reconcile the records as well as bank of hundreds of small cash transactions. The merits of the proposed system are that it ensures for the accuracy of the data during the process of order placement (Natschlager and Geist 2013). It minimizes the manual data entry as well as interactive for the customers to view the catalogue with visual confirmation that the order is being placed correctly. Lastly, it minimizes the time and simplifies the ordering process.

After the approval of the project plan for the online ordering process system, the project manager identifies the acceptance criteria of the system. The acceptance criteria for the stories are categorized as follows:

• The customer can place the order as well as update the ordering details.
• The customer should have the ability to place the order and payment for the order online.
• After the payment for the ordered product, a notification is sent to the customer about their payment approval. The confirmation should be sent within 30 seconds after the payment for the ordered product (Carone et al. 2015).
• The process of transaction should be taken into a real formal based.
• None of the manual paper work is carried out to process the ordering as well as payment process (Scholtz, Calitz and Snyman 2015).
• The system should be compatible with the business operations of the company such that it consists of accounting system.
• The system should create an account for the user login as well as holds of the details for the future logins (Yuena, Yangeng and Qun 2012).
• The system solution for EI Supremo implements in order to manage the payment, order process as well as sales accounting required for the business (Deshpande and Desai 2015).  

Within the business operations of EI Supremo, the business analyst can have the ability to manage the constant change through innovation that makes the business to a success position. The expansion with the job descriptions of the business analyst helps to offer with professionals the opportunity to shift towards the business focus in the technological aspect of the roles. The business analyst can develop technical solutions for the business problems (Seethamraju 2012). It provides them with an opportunity to expand their skills, value as well as become more marketable. The person can lead the role in:

1. Assisting, planning as well as monitoring the business case
2. Understanding the needs of the various stakeholders of the business (Kuciapski 2013).
3. Facilitating the requirements of negotiations among various stakeholders
4. Identifying both current as well as future state of the processes of business (Faisal 2012).
5. Helping the stakeholders to meet with the changes in order to support the future
6. Analyzing and validating the detailed functional as well as non-functional requirements
7. Facilitating the design sessions with the implementation to define the system solution
8. Delivering the elements of the system design such as rules for data mitigation, business rules as well as detailed deliverables (Natschläger and Geist 2013).
9. Analyzing of the feasibility study as well as development of the existing system of the organization
10. Ensuring that the system meets with the requirements of customers
11. Testing of the system to identify the risks

The following are the differences between Agile and Waterfall methods for analyzing the business as follows:

• The waterfall method stresses the record keeping which allows improving over the existing system in the future whereas the agile method allows making changes after the initial planning (Bögel, Stieglitz and Meske 2014).
• The waterfall method helps the clients to know about the size, price as well as timeline of the project (Deshpande and Desai 2015). The agile methodology allows making changes as well as adds features to keep the system up-to-date with its latest development within the industry.
• The main advantage within the agile methodology is its backward scalability (Liu, Xia and Zhang 2014). The waterfall approach cannot make change within the decisions as well as implementations that are taken place in the previous stages.
• The flexibility to check errors in the development stages are taken place in agile methods whereas waterfall cannot test the bugs at the end of the development stages (Mallick, Garg and Grover 2014).
• Agile methods provide flexibility in order to make changes as per the requirements of the customers (Masood Butt et al. 2015). Therefore, it is more inclined towards better satisfaction to the client. The waterfall model does not allow for modifications once the module has completed.
• Agile helps the developers by allowing simultaneous development of various modules at the same time as per the business requirement as compared to waterfall methods.  

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