Information System Requirements Document For Printing Incorporated EBook Publishing And Sales Management System

Background of the Company

System analysis and design is needed by an organization as with system analysis and design it is easy to understand the need of humans for analyzing the data input, process or data transformation, storing of data, and manage data flow systematically. The digital technology has no particular boundaries with respect to geography and with respect to time. The economy of digital technology generally brings anywhere and anytime characteristics in the publishing market. With the help of digital technology, the books can be easily published, bought, marketed, as well as can be read in 24 x 7 days globally. With evolution of digital technology in the publishing industry has bought a new customer experience, ceasing the traditional boundaries. The trends of digitization has changed the background of publishing book industries. A publishing industry has many challenges and issues and the implementation of digital technology plays a vital role in mitigating those problems. The response regarding digital technologies from the industries are uneven and hesitant, and many lessons are learnt from the technological failures that have occurred. The development opportunity of digital technology impacts directly upon the development of book publishing industries in eBooks and all the related reading devices. With the rising and availability of mobile phones, eBooks are gradually seeking advantage in the sector of digital technologies. The eBooks are considered as enabler as well as potential disruptors in the publishing markets. The concept of eBooks are considered as dis-intermediates in the publishing markets.

The formats of new digital publishing involves a many characteristics such as multiple infrastructures, different formats of content, view different design modes that suits the customer requirements, information updates on server, and with enabling editing process. These innovations of digital technologies reduces the processing time with speed, efficient transmission of the content that results in economic benefits to the stakeholders. The innovations of latest tools as well as applications are viewed as the enabling mechanism which has acceptance as well as implementation with business strategy and the objective of the organizations.

In the next sections, this report is followed by a background of the company that is taken as the case study. The scope of the current system of the organization is also explained in this report defining the functional and the non-functional requirements of the organization and the techniques that are used for identifying the use of the business process. This report also has data dictionary with data flow description and data element descriptions. The process descriptions of the processes of level 0 DFD is written in this report with one lower level process description.

Current System Scope

The case study that is involved in this report is Printing Incorporated Book Publishing. This publishing company is located in Melbourne, Australia. This publishing company has established itself as a feminist publications in the market. The company has 50 employees is a growing publishing online industry in Australia. The publishing company sees itself as a pacesetter in the Internet publishing as well as e-books and this publisher is considered as a third Australian publisher to change the style of online publishing. Considering all the forms of publishing, the Printing Incorporated mainly works on turning the manuscript in to an e-book and then maintains the e-commerce site. This e-commerce site helps people to buy books as well as download books from all over the world. The Printing Incorporated maintains a relationship with most of the e-commerce site as well as the online bookstores so that they can publish their books on those sites. The Printing Incorporated publisher charges the authors a required amount of fee that is less than the vanity press. The publisher takes a small commission for selling of each book and then leaves the rest on the author depending on sale of the book. This organization also offers service of book promotion by sending out the press release on the books by charging an additional charge to the authors.  

The Printing Incorporated does all these works from all the offices in Melbourne. The Printing Incorporated is looking for a larger office where all the employees can work altogether. The number of employees in the organization has increased from 10 to 50 recently and with such a growth of employees the organization needs a bigger premise of office. There are two offices of Printing Incorporated in Melbourne. One office focuses on the Resources, management and production process of the business while another focuses on the Sales and Services of the team. The problem that is faced by the company is that the company is not having an integrated information system to track their authors, sales, royalties as well as books that are in progress. Without a centralized tracking system, there is no such way to track weather the same author is not being court by two different salesperson. The problem also rises at the time of sales when the sales are recorded by different channels separately. It is very difficult to keep a track on the sales record, performance of salesperson and calculate the royalty payments of authors manually.

Functional and Non-functional Requirements

There are many problems the Publishing Incorporate publisher encounters.

1. The first problem that this company faces is that a particular salesperson has to keep a personal database of the lead in the Microsoft Access by their own. There is no such automatic process by which it can be tracked that no two salespersons courts same author. As a result, it is not possible to get the combined list of the authors or calculate performance of salespersons in both the offices.
2. The second problem that is encountered is that sales that are made on different channels are recorded by different salesperson separately. To monitor the sales of book, calculate the performance of the salesperson, and calculate the royalty payments of the authors becomes very difficult manually.
3. The manuscripts that comes in the publishing house, there is no centralized computerized tracking system. The company follows a manual file folder for different stages of production. When a worker needs to find some file, all the plastic bins containing the file folders are to be searched.
4. Another problem that the organization faces is that there is no information system that counts the total number of sales in the organization. The organization downloads the sales number form server of e-commerce.

The most important business system problem from all the above stated problem making a centralized tracking system which will track all the sales system of the organization. The number of sales are made through different channels separately. So, centralize this system is the most important part of the business system.

The main objective of this business system is to make all its business processes a centralized system that will help to do all the systems in the business automatically. The functionality of the system is to centralize the customer maintenance operations, and automatize the eBook sales. The payment method of the organization is made into a database

Functionalities	Description
Customer Maintenance	This function will maintain all the customers of the Printing Incorporated. The names, address and other credentials are recorded in this function.
eBook Sales	The sales of the books are recorded in this function.
Payment Method	The payment method is stored is this payment function where there are three ways of payment. The customer can pay through credit card, cheques, or through banks.
Member Transaction	The transaction of a member is done through this function where for a particular member, there is the purchasing code, title, cost and date of the books are stored.
Sales analysis Report	The eBooks that are in the stock with the number of sold out pieces of the eBooks are recorded. The sales revenues are recorded here.
Catalogue of eBook	The details of the eBooks are stored in this function which will enlist the category of the books, sales price, quantity available, and sale frequency.
Employee Details	This function will have the details of the employees who are associated with the organization. The personal information of the employees are stored in this function.

• Data Dictionary

Logical Data Dictionaries

Column Name	Attribute
store	store_id
	store_name
	store_address1
	store_address2
	store_pin
customer	cust_id
	cust_fname
	cust_lname
	cust_address
	cust_phone
	cust_email
	cust_dob
	type_of_cust
	emp_id
	payment_id
employee	emp_id
	store_id
	emp_fname
	emp_lname
	emp_address
	emp_phone
	emp_email
	emp_dob

Physical Data Dictionaries

Table Name	Column_Name	Data Type	Primary Key	Foreign Key	Value
customer	cust_id	Int(5)	Yes	No	Not null
	cust_fname	Varchar(50)	No	No	Not null
	cust_lname	Varchar(50)	No	No	Not null
	cust_address	Varchar(100)	No	No	Not null
	cust_phone	Int(10)	No	No	Not null
	cust_email	Varchar(20)	No	No	Not null
	cust_dob	date	No	No	Not null
	type_of_cust	Varchar(20)	No	No	Not null
	emp_id	Int(5)	No	Yes	Not null
	payment_id	Int(5)	No	Yes	Not null

• Process Descriptions
  • Description of the key processes in Level 0 Data Flow Diagram

Courting the Author- In this process the salesperson of the printing Incorporated is courts the author for giving the manuscript to them so that they can publish the their manuscripts as a book. The books are printed as well as published in terms of eBook. When an author is courted, the author submits the manuscripts to the Printing Incorporated.

Publishing the Book- When the manuscript is submitted, the manuscript is forwarded for scanning. After all the processes are completed the publishing of the book is done.

Customers- There are two types of customers involved in Printing Incorporated. Membered customers as well as non-membered customers. The member customer needs to sign up and then login to get discount. The non-membered customers can buy books but will not get any kind of discount offers in the organization.

Inventory- This process keeps the record of the books that are sold out and the number of copies that are left to be sold out. All tracks are kept in the inventory.

• Description of Level 1 DFD

Books- This is a second level pf process that is involved in the business process of the Printing Incorporated. After the membered customers sign in or log in with their credentials, they can view the books and buy the books accordingly.

Event	Trigger	Source	Use Case	Response	Destination
1. Author court	Courting author by salesperson	salesperson	Booking of author	Author courted by a particular salesperson	Publishing group
2. Manuscript handling	Publisher handles the manuscript	authors	Taking manuscripts for publishing	Manuscripts processed for publishing	Forwarded to sales department
3. eBook publishing	Publishes the eBook	Publishing group	Publishing of the eBook online and records the date and price of the eBook	New eBook published	Forwarded for sales
4. Royalty given to the authors	Depends on the number of sales done	Sales department	The amount of bonus given to the authors depending on sales	More amount of royalty given to the authors for more number of copies sold	Customers
5. Customers details	Storing of customer details	Salesperson department	Details of the customers are stored in the database	Storing of details are completed	Customers details are stored in the database of the system
6. Payment details	Makes the payment	Customer	Payment done by the customers in three different methods	Payment completed by the customers	The publishing company

 

 

 

Figure 1: Context Diagram of Printing Incorporated

(Source: Created by author on Visio)

1. a) Level 0 DFD

 

Figure 1: DFD Level 0 Printing Incorporated

(Source: Created by author on Visio)

1. b) Level 1 DFD

Figure 1: DFD Level 1 Printing Incorporated

(Source: Created by author on Visio)

 

Figure 3: Entity Relationship Diagram

(Source: Created by Author on draw.io)

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