System Analysis and Design TABLE OF CONTENTS Chapter 1 1.0 1.1 1.2 1.3 1.4 1.4.1 1.4.2 1.4.

3 1.4.4 1.5 1.6 1.6 1.7 Introduction Scope Objective Preliminary investigation Fact finding techniques Interviews Summary of Interviews Surveys Summary of Surveys Problems of the current system Proposed solutions to the problems Benefits of the proposed system Conclusion

Group Project

Page# 6 6 7 7 7 7 7 8 8 8 8 9 10

System Analysis and Design

Group Project

Chapter 2 2.0 2.1 2.1.1 2.1.2 2.1.3 2.2 2.2.1 2.3 2.3.1 2.4 2.4.1 2.4.2 2.4.3 2.4.4 2.4.5 2.4.6 2.5 Feasibility Technical Feasibility Hardware Software Machines Operational Feasibility PIECES Schedule feasibility Task Description Economic Feasibility Cost-Benefits Analysis Pay Back Analysis Pay Back Analysis Graph Explanation of Pay Back Analysis Return on Investment Analysis Explanation of Return on Investment Analysis Conclusion

Page# 10 11 11 11 11 11 11 12 13 14 15 15 16 16 17 17 17

System Analysis and Design Chapter 3 3.0 3.1 3.1.1 3.2 3.2.1 3.3 3.3.1 3.4 3.4.1 3.4.3 3.4.4 3.4.5 Data Flow Diagrams Context Diagram Explanation of Context Diagram Level 0 Diagram Explanation of Level 0 Level 1 Diagram Explanation of Level 1 Data Dictionary Data Flows Data Store Processes Entities

Group Project Page# 18 18 19 21 20 22 22 23 24 33 35 39

Chapter 4 4.0 4.1 4.2 4.3 4.4 4.5 4.6 4.6.1 4.6.2 4.6.3 4.6.4 Sun Video Corporations Logo Main Menu Customer Video Return New Customer Registration Customer Payment Details Database Tables Rent a Video Table Payment Details Table Customer Table Video Returned Table

Page# 41 42 43 44 45 45 46 47 49 51 53

System Analysis and Design

Group Project

Chapter 5 5.0 5.1 5.2 5.3 Gantt Chart Conclusion Reference Appendix

Page# 57 58 59 60

System Analysis and Design

Group Project

ACKNOWLEDGEMENT In the beginning we would like to thank our GOD, the most merciful and beneficent, for giving us the strength to complete this project with full determination.

My special thanks to my course instructor, Mrs. Ambreen Ahmed, without her help and guidance we would not have been able to complete the report up to the mark and as well if it was not for her support in the field of Microsoft acsses i dont think we would be able to present the screen shots in a appropriate way.

System Analysis and Design

Group Project

INTRODUCTION
This case study is about a video shop whose name us Sun Video Corporation. It has expertise in video rental business. Their plan is to have a series of stores scattered strategically around a metropolitan area. As being expertise in the video rental business they offer great deal for their customer and provide a competitive edge for their competitors. In this case we are required to do the work of the system analyst and go through each process which the system analyst performs.

SCOPE
As all of you know that as the world is advancing the need for new system have increased in every organization old systems are being replaced by new system, the reason behind this is that the organization demands excellent quality work more profit to be earned in short term and to gain more market share as quick as they can and to kick their competitors out of the market. New system is: User Friendly More Efficient They provide you with the latest security (I.E Fire Wall) U can use internet proving you with the better speed and quality so you could send and receive important e-mails

As mentioned above that what the new system does, our prime target is to create a new and reliable system for Sun Video Corporation as it is offering many facilities to its customers and it is proving a competitive edge.

System Analysis and Design

Group Project

OBJECTIVE
My objective is to make useful and user friendly system, so that non technical person can also under stand it. It is easy for the company to use the system, providing the system that would be designed for the company will consists of high security software (zone alarm version 9) so that no hacker can break inside the system and stole data and installing latest version of antivirus (I.E McAfee version 8.0) so the system is virus free and the data is secured

PRELIMINARY INVESTIGATION
After receiving the request from Sun Video Corporation regarding their system our team started its work with the very basic step that was searching for the problem by the method of fact and finding techniques and gather the information regarding the problem that was faced by the Sun Video Corporation.

FACT FINDING TECHNIQUES

This stage involves Interviews, conclusion, Survey, conclusion problem of the current system, proposed solution to the problem of the current solution conclusion

Interviews
This was the basic step taken by our team this main reason for conducting interview was that we would know that what are the problem that the company is currently facing and how is it affecting their business? Although taking interview is not an easy task but we manage to do it some how.

Conclusion
As a part of our first step we conducted this session and went to various people like the managing director the company, the sales manager, the cashier and asked them about the problem that they were facing, so that the information that they provide us would be later used on.

System Analysis and Design

Group Project

Surveys
The second step that our group took was going on to surveys of different famous and large video stores in order to see what is the main reason behind their success in the market and what type of system are they currently using ad what are the benefits that they are getting out of it?

Conclusion of Survey
Conducting survey was successes as it gave answer to most of are questions. Are prime target was achieve we gathered all the relevant information and the irrelevant information was discarded.

Problems with the current system

1. The problem that was detected and was commonly seen in the answer of interviews was that all the work was done manually, 2. There were a lot of records being generated on papers, which was very insecure if any thing happened to the store all the records would be destroyed and that would provide the company in a great loss, 3. No proper security arrangements every one was accessible to the personal records of every individual customer. 4. No privacy.

SOLUTION to the problems

After conducting the interviews and surveys it was observed that the company needed a latest system, in order to improve its quality so there fore we came up with the new system know as Video Rental System which was to use further to solve all the problems of the users and the corporation.

System Analysis and Design

Group Project

Advantages of the system to be introduced

By introducing this system the company would be in safe hands due to the latest software installed in the system which would prevent it from data hacking.

1. All the personal records would have right of privacy, as passwords can be easily generated with the help of password manager guide which is an 8 user guide, user friendly software which tells the user how to create a password and to use it.

2. It more reliable, Fast and user friendly.

3. It can generate automatic backup of each customer records. Incase the original one is deleted the system can provide the user with the back up.

4. It would be sending automatic notifications to the user who have rented videos for $50.

5. It will contain software which will the user on which shelf on what location is the particular video which the customer s looking for this will provide them with time flexibility and the customer would also be satisfied with this service.

6. Introducing this software would facilitate new customer enrolling and renting movies from Sunny Videos that will make them enjoy high profit.

System Analysis and Design

Group Project

CONCULSION
After performing the necessary steps it was founded that sunny videos manual way of working was more time consuming and it was not efficient to work with this system as no privacy right were available. Being the system analyst it was decided that it is necessary to introduce a new system for Sunny Video which is know as Sunny rental Video

FEASIBILITY
Feasibility report means to identify the problem and summarizing the complete objectives. It also creates broad data for the management team that would decide by looking at the objects whether to move on the new phase or not. There are 4 types of feasibility report which are mentioned below: 1. Technical 2. Operational 3. Economical 4. Schedule

10

System Analysis and Design

Group Project

Technological or Technical feasibility

Under this process the (IT) company determines weather the company has technological resources to compose or purchase the system. Thus we figured the technical feasibility report; we came to know the system which is proposed to the Sun Cooperation can be operated easily. The system replace the manually work and transform all the manually data in to computerize form .which would augment productivity. Training sessions are required for the employees to educate them to excel to the newly proposed system and to further understand and use the built in software that are inside the system to prevent their company from suffering great losses.

Operational feasibility Operational feasibility helps to crack business problems and provide opportunities to business .Our system would help users to use the system effortlessly, thus eliminating the paper work. Through data entry the system would cradle all the records of the customers and hence the transactions made by sun video can be seen through any interface of sun video. Through this all the customers record would be maintain properly without fuss. It would show all the records of payment received, due dates, and pending payments. This system would be user- friendly which would enable employees to learn and operate the system fester achieving productive results.

Pieces framework Pieces stands for Performance, Information, Economy, Control, Efficiency, Services Pieces has merely 6 points. Performance The currant system is not that fast and efficient which waste sundry time in paper work even after that the transactions of the customers are not recorded properly thus arising conflicts between management and employees and customers .Thus performance is effected, through new system the whole thing would be computerized and the task would be done rapidly hence augmenting performance levels. 11

System Analysis and Design Information

Group Project

The system will have its own data base through it the company can look and see all the transactions of the customers thus having information about all it customers . Economy The system would be computerized, user friendly thus it would enhance productivity, thus making the project economically strong. Perishing manually work thus codifying and organizing the data of the customers properly. It would reduce the more workers, thus cutting down the expanses and saving more money.

Control Top management would have charge to control the system, thus it would decrease pilfering , providing security . Thus every employee would have limited excess.

Efficiency The system would be computerizes all over thus it would coup with all sinecures like data entry, customer information, billing information resulting efficiency among employees eventually satisfying customers .

Services Our company would provide augment product or system thus in future if the sun cooperation needs to have new tools we would provide them. Thus upgrading the system.

Schedule Feasibility.
Is that feasibility under which our company will meet its deadlines, and task to gratify them? Under it we have set targets to finish what activity on which time.

12

System Analysis and Design

Group Project

Task completing dates

Feasibility report would be done in 3 days including technical, economical, operational, schedule.

Pieces framework would be done in 4 days which would include performance, information, economy, control, efficiency and services.

Investigation of (PI) will be done in 2days

Requirements of users will be done in 2.5 days

Analysis of system needs would be done in 4days

Development and documenting the software would take 8days

Cost benefit analysis would be done in 2days

Payback analysis would be done in 1 day

All the diagrams e.g. pert chart, data flow, level zero diagrams would be done in 5days

Level 1 diagram would be done in 3days

Data store would be made in 1 day

All Entities software would be done in 4 days Making of screenshots in 2 days

13

System Analysis and Design

Group Project

Economical Feasibility
Under this feasibility we analysis weather benefits in making the new system are more then the development cost. Is it profitable to take the task and make it? Will it going to provide any benefits to the organization.

COST-BENEFIT ANALYSIS

Economic feasibility is performed by doing the cost-benefit analysis, which is the process of identifying the financial benefits and costs associated with the development of the project. The evaluation of our project is being done on the following strategies

14

System Analysis and Design PAYBACK ANALYSIS

Group Project

It is the process in which the organization identifies the time period in which the system would pay back for itself. The costs in the development of this project and the profits attained are shown below:

Cumulative Year 0 1 2 3 4 5 6 7 8 9 10 Cost 50,000 20,000 18,000 14,000 17,000 19,000 21,000 23,500 25,000 25,000 27,000 cost 50,000 70,000 98,000 112,000 129,000 148,000 169,000 192,500 217,500 242,500 269,500 Benefits 2,500 10,000 20,000 25,000 35,000 50,000 52,000 55,000 60,000 62,000 65,000

Cumulative benefits 2,500 12,500 32,500 57,500 92,500 142,500 194,500 249,500 309,500 371,500 436,500

15

System Analysis and Design PAYBACK ANALYSIS GRAPH

Group Project

450000 400000 350000 300000 250000 200000 150000 100000 50000 0 1 2 3 4 5 6 7 8 9 10 11 Year Cost Cumulative cost Benefits Cumulative benefits

EXPLAINATION OF PAYBACK ANALYSIS This graph was made on Microsoft Excel which helped in analyzing By the looking at the above payback analysis graph it could be easily concluded that the system would payback for itself in the 6th year after its development.

16

System Analysis and Design RETURN ON INVESTMENT(ROI) ANALYSIS

Group Project

ROI= (Total benefits Total costs) / Total costs ROI= (436,500 - 269,500) / 269,500 ROI= 167,000 / 269,500 ROI= 0.61

EXPLAINATION OF ROI According to the workings of the ROI the organization is getting 61% return on its investment.

CONCLUSION After performing different steps of feasibility it was concluded that our software is feasible and easy to use for the company. Now we decided to move on to the design phase.

17

System Analysis and Design DATA FLOW DIAGRAMS

Group Project

Data flow is known as a geographical figure of the data. DFD denotes the process which takes place in a system .it even shows how data evolve around through an information system. CONTEXT DIAGRAM

18

System Analysis and Design

Group Project

EXPLANATION OF CONTEXT DIAGRAM

The diagram says that the customers would interact with the system and it would show his/her id, it would include whose payments are outstanding, whose payment are done, whose videos are due. The new customer has to fill the form to avail membership for the sun video. System would generate reports and management would be accountable to see the report of the whole report... The accounts department would send cash which would received by customers.

19

System Analysis and Design

Group Project

EXPLANATION OF LEVEL 0 DATA FLOW DIAGRAM

This diagram was made by using viso .In this case the when the customer will give there id, the system would show customer payments, dues, etc. Accounts deportment sends cash. Customer record shows rental information to compose a report. Which would give to the management of the sun video. This system have information when the video is rented then its receipt is made and passed to the customers. Payment which are which are received from the accounts department is updated in customers records. If the customers comes to the bonus level those customers details are forwarded to the accounts department which generates motley or yearly schemes or bonus letters for those desire customers.

20

System Analysis and Design LEVEL 0 DATA FLOW DIAGRAM

Group Project

21

System Analysis and Design

LEVEL 1 DATA FLOW DIAGRAM

Group Project

EXPLANATION OF LEVEL 1 DATA FLOW DIAGRAM In level 1 Data Flow Diagram, Customer Rental Record which is a data store sends customers yearly details to the Create Yearly Bonus Letter. It advances to Free Coupons Process which generates free coupons for the customer and both the items bonus letter and free coupon goes to Create Customer Certificate. These three items that are coupons, letter and certificate are sent directly to the customer.

22

System Analysis and Design

Group Project

DATA DICTONARY
Date dictionary is just like a dictionary which contains meanings of words, Data dictionary is made by the analysis to keep track and record of the information and thus it could be use further in future if required changes in the system. Data dictionary contains the meanings of words which are used in the system and data flow diagrams. It helps to Deplete redundancy Compose data flow in a constructive manner Provide aid on data stored files and save it Create deductive data flow processes

the data dictionary for this project is given below

23

System Analysis and Design

Group Project

Data Flows

Name

: customer details

Description

: details of new customers

Source

: customer

Destination

: add customer

Data Structure: customer name + address + telephone.

Name

: customer details

Description

: details of new customers

Source

: add customer

Destination

: customer rental records

Data Structure: customer name + customer id + address + telephone number.

24

System Analysis and Design

Group Project

Name

: customer info

Description

: update customer rental records

Source

: video return

Destination

: customer rental records

Data Structure: customer name + customer id + address + telephone number + returned videos

25

System Analysis and Design Name : customer/Video ID

Group Project

Description

: identification of customer and video

Source

: customer

Destination

: video return

Data Structure: customer name + address + telephone + identification code.

Name

: video info

Description

: video rental information

Source

: video return

Destination

: video rental record

Data Structure: available videos list + video returned

26

System Analysis and Design Name : payment/dues

Group Project

Description

: details of payments

Source

: customer

Destination

: payment received

Data Structure: amount of payment + mode of payment +customer ID.

Name

: receipt

Description

: receipt of the payment made

Source

: receipt generation

Destination

: customer

Data Structure: customer ID + amount paid

27

System Analysis and Design Name : customer info

Group Project

Description

: updates the rental records

Source

: customer rental record

Destination

: receipt generation

Data Structure: amount owed + customer ID

Name

: payment received update

Description

: receipt of the payment made

Source

: payment received

Destination

: customer rental record

Data Structure: amount paid + balances if any left + customer ID.

28

System Analysis and Design Name : cash

Group Project

Description

: payment being paid

Source

: accounts

Destination

: payment received

Data Structure: amount paid + customer ID.

Name

: customer rental info

Description

: details about customers

Source

: customer rental record

Destination

: create yearly free coupons.

Data Structure: ID + code+ name + rent paid + type of video issued.

29

System Analysis and Design Name : customer rental info

Group Project

Description

: details about customers

Source

: customer rental record

Destination

: create monthly letter discount coupon

Data Structure: ID + code+ name + rent paid + type of video rented.

Name

: rental info

Description

: details about the movies rented

Source

: rental record

Destination

: produce customer rental report

Data Structure: customer name + ID + rent paid.

30

System Analysis and Design Name : report

Group Project

Description

: details about the customers and the videos

Source

: produce customer rental report

Destination

: management

Data Structure: customer name + movies rented

Name

: monthly coupon letter

Description

: certificates provided to customers

Source

: create monthly letter discount coupon

Destination

: customer

Data Structure: customer name + Customer ID

31

System Analysis and Design

Group Project

Name

: yearly coupon letter

Description

: certificate issued yearly

Source

: create yearly free coupon

Destination

: customer

Data Structure: customer name + ID

32

System Analysis and Design

Group Project

Data Store
Name : customer rental record

Description

: all the details of a customer

Input Data Flow

: customer details Payment received update Customer info

Output Data Flow

: customer rental info Rental info

Data Structure

: customers name + customer ids + addresses + telephone numbers + movies rented + amount balances + amount paid

33

System Analysis and Design

Group Project

Name

: video rental record

Description

: all the details of videos

Input Data Flow

: customer details Payment received update Customer info

Output Data Flow

: customer rental info Rental info

Data Structure

: customers name + customer ids + addresses + telephone numbers + movies rented + amount balances + amount paid

34

System Analysis and Design

Group Project

Processes

Name

: add customer

Description

: registering new customers

Input Data Flow

: customer details

Output Data Flow

: customer details

Process Specification: receives customer details verifies new customers sends customer rental card to customer and new customer info to customer record

35

System Analysis and Design

Group Project

Name

: video rental

Description

: manages the renting process

Input Data Flow

: customer/video ID

Output Data Flow

: video info customer info

Process Specification: checks request and issue videos sends out rental info

Name

: payment received

Description

: recording cash transactions

Input Data Flow

: payment/dues cash

Output Data Flow : payment received update

Process Specification: takes in the payments.

36

System Analysis and Design Name : receipt generation

Group Project

Description

: makes receipts

Input Data Flow

: customer info

Output Data Flow

: receipt

Process Specification: takes in payment info and sends the receipt generated to the customer

Name

: create monthly letter discount coupon

Description

: produces monthly reports

Input Data Flow

: customer rental info

Output Data Flow

: monthly coupon letter

Process Specification: checks in customer final details and sends monthly coupons to various customers

37

System Analysis and Design

Group Project

Name

: create yearly free movie coupon

Description

: produces yearly reports

Input Data Flow

: customer rental info

Output Data Flow

: yearly coupon letter

Process Specification: checks in customer final details and sends yearly coupons to various customers

Name

: produce report

Description

: makes final reports

Input Data Flow

: rental info Video rental info

Output Data Flow

: report

Process Specification: takes in info about customer and videos and send the info to the management.

38

System Analysis and Design

Group Project

Entities

Name

: Customer

Description

: people wanting to rent video

Input Data Flow: receipts monthly coupon letter yearly coupon letter

Output Data Flow: customer details customer/video ID payment/dues

Name

: accounts dept

Description

: manages all the finance of the organization and the system

Input Data Flow: Cash

Output Data Flow: ---

39

System Analysis and Design

Group Project

Name

: management

Description

: manages the organization and the system

Input Data Flow: management report

Output Data Flow: ---

40

System Analysis and Design

Group Project

Screen Shots
Our logo

This logo was designed with the help of adobe photo shop to provide a good look for the system

41

System Analysis and Design

Group Project

Main Screen:

42

System Analysis and Design

Group Project

Video RENTAL FORM:

This form shows the video id and the customer id that what particular movie has been issued by a particular customer

43

System Analysis and Design

Group Project

Video RETURN FORM:

This form tells that whether the VCD that was issued by the customer has been returned on the due date or not if not how much fine he has to pay for getting delayed.

44

System Analysis and Design

Group Project

VCD/DVD DISCRIPTION FORM:

This tell the customer that the movie they are looking for in what category is it available for (e.g in DVD or VCD)

45

System Analysis and Design

Group Project

46

System Analysis and Design

Group Project

NEW CUSTOMER ID FORM:

This is a plain form for a new customer to get enroll for the membership and start using sun videos services.

47

System Analysis and Design

Group Project

Table:

48

System Analysis and Design

Group Project

This table shows the amount of customer that have been enrolled to use the services of Sun Videos

49

System Analysis and Design

Group Project

Bonus Table:

This table tells about how many customers have been enrolled in the bonus scheme introduced by sun videos corporation.

50

System Analysis and Design

Group Project

Rent a Video:

51

System Analysis and Design

Group Project

This table shows that how man customer have taken the videos on rent.

52

System Analysis and Design

Group Project

Payment Mode

This table shows that the fine that a particular customer has to pay when he extends his return date and the video is over due

53

System Analysis and Design

Group Project

Reports

Customer:

54

System Analysis and Design Video Rental:

Group Project

55

System Analysis and Design Video Returned:

Group Project

This shows how many movies have been returned by the customer plus it is also showing the fine that if a customer gets late how much does he has to pay

56

System Analysis and Design

Group Project

Gantt Chart
This chart is made before starting the actual work. This helps us to plan each and every thing and go about it according to time and days

57

System Analysis and Design

Group Project

Conclusion
After putting hard effort on the designated proposal assigned by the Sun Videos corporation it gives me and my group the honor that the making of the new system was a complete success which in future will them to solve their problem, as new hard ware and software are being installed in the system and it is user friendly nd is easy for the management to understand .

58

System Analysis and Design REFERENCES

Group Project

Reference By Book: Kendall.J,(1999), System Analysis and Design, 4th edition, Prentice Hall International, Cashman.T, (2001), System Analysis and Design, Course Technology.

59

System Analysis and Design APPENDIX

Group Project

TASK SHEET Members 1. Bilal Mubashir Work Division Context diagram, level 0, level 1, Gantt chart. economic feasibility, designing the system 2. Mohsin Wahid Context diagram, level 0, level 1, Feasibility 3. Usman Saleem Introduction, technical feasibility, operational feasibility, schedule feasibility. fact finding techniques, economic feasibility, data dictionary. 4. Shoaib Mirza Technical feasibility, operational feasibility, schedule feasibility.

60