UNIVERSITY OF MINDANAO

College of Computing Education

Bachelor of Science in Information Technology

Physically Distanced but Academically Engaged

Self-Instructional Manual (SIM) for Self-Directed Learning (SDL)

Course/Subject : IT12/L System Integration and

Architecture

Name of Teacher : FE B. YARA

THIS SIM/SDL MANUAL IS A DRAFT VERSION ONLY; NOT FOR

REPRODUCTION AND DISTRIBUTION OUTSIDE OF ITS INTENDED USE.
THIS IS INTENDED ONLY FOR THE USE OF THE STUDENTS WHO ARE
OFFICIALLY ENROLLED IN THE COURSE/SUBJECT.
EXPECT REVISIONS OF THE MANUAL.
 Course Outline: AIS311/L System Integration and Architecture

Course Coordinator : Fe B. Yara

Email : [email protected]
Student Consultation : Follow consultation Schedule
Mobile : 09297601115
Phone : 082-3050647 loc 116
Effectivity Date : Summer SY 2020-2021
Mode of Delivery : Blended (On-line with face to face or virtual sessions)
: Distance Education Delivery
Time Frame : 90 hours
Student Workload : Expected Self-Directed Learning
Requisites : IT6/L
Credit : 3 unit
Attendance Requirements : Attendance is required at all scheduled Virtual or
face to face sessions or chat sessions

Course Outline Policy

Areas of Concern Details

Contact and Non-contact Hours This 3-unit self-instructional material is designed for
blended learning mode of instructional delivery or
Distance Education Delivery. There will be a weekly
scheduled virtual session or chat session every start of the
week for discussions and clarifications of lecture
materials intended for the week which was uploaded or
sent in advance. Self-directed activities and assignments
to perform at a given period will be provided.
Assessment Task Submission The major assessment tasks shall be administered and
submitted online during the examination schedules,
particularly on 3rd, 5th , 7th and 9th week within the term
duration. The updated permit shall be reflected thru
CRMS or submitted online to unlock the exam. The
guidelines for major examination both in laboratory and
written are reflected in the syllabus.

Submission of deliverables shall be every deadline set in

the BB LMS according to the essential knowledge
provided. You will do the documentation and perform the
following roles: as Project Manager, Systems Analysis,
Developer, and Document In-charge.

The deliverables shall be unlocked every after essential

knowledge are presented.
Every deliverable has corresponding Rubric or points to
determine if you pass or has able to accomplish the tasked.
 You can submit your document through our BB LMS and
observe deadlines of submission. You can receive
feedback after a week of submission.
Plagiarism Checking and The submitted documents should be run through
Misconducts Plagiarism Checker by Grammarly to help detect the
plagiarism in your submitted document and other writing
issues. The Grammarly report is the one to be submitted
online. This is to check also if the document submitted
was not copied from other students.

You must create your own Grammarly account using your

umindanao email address.
Return of deliverables The deliverables will be returned seven (7) days after
submission thru BB LMS. You can check the comments,
revise the document and resubmit.
Assignment Resubmission You should request thru the chat feature of the BB LMS
your intention to resubmit the assignments and activities
due to erroneous file submitted.
Re-marking of Assessments and Upon the return of deliverables, you should first approach
appeal the course coordinator through chat for clarification and
deliberation. If disapproved by the course coordinator,
you can elevate your case to the program head or the dean
with a request letter to appeal or contest the score to a
certain deliverable.
Grading System The grading system composed of Lecture and Laboratory.
Please refer to the assessment method below:

LECTURE 40%
Examinations 60%
Exam 1 10%
Exam 2 10%
Exam 3 10%
Exam 4 30%
Class Participation 40%
Assignments 5%
Quizzes 10%
Oral Recitation10%
Research 15%
TOTAL 100%
LABORATORY 60%
Examinations 50%
Exam 1 15%
Exam 2 15%
Final Exam 20%
Lab Quizzes 10%
Lab Exer/Assign/Field Work 40%
TOTAL 100%
Preferred Referencing Style The use of APA 6th Edition is required to assignments and
hands-on activities with research components.
Student Communication You are required to acquire your umindanao email
account as official email to access the BB LMS portal.
The course coordinator will enroll you to the course for
you to have access the lecture materials, deliverables and
major assessment tasks.
Contact Details of the Dean Name: DR. RAMCIS N. VILCHEZ
Email: [email protected]
Phone: 082-3050647 loc 116
Contact Details of the Program Name: PROF JAN CARLO ARROYO
Head Email: [email protected]
Phone: 082-3050647 loc 116
Students with Special Needs Those with special needs shall communicate directly with
the course coordinator about the nature of your needs with
supporting evidences. The course coordinator will seek
approval from the program coordinator for the alternative
assessment tasks or extension of the deadline of
submission of specific task. The alternative assessment
tasks should still be in the service of achieving the desired
course learning outcomes.
Online Tutorial Registration During the regular Google Collab session, you can request
for another collab schedule for a tutorial. This can be
done online or you can call or text directly the course
coordinator for assistance if you do not have internet
connection.
Library Contact You can contact the Learning and Information Center
head to access the online databases for reading materials,
to wit:

Name: Aida Bacani

Email: [email protected]
Phone: 082-3050647 loc 140
 Course Information: Please download the course syllabus in the BB LMS

Course Description

This course focuses on the systems requirements, acquisition and sourcing, design, deployment
and implementation. Topics include analyzing and managing systems projects, requirements
modeling, data and process modeling, object modeling, development strategies, user interface
design, data design, different methodology that applies a certain project, system architecture,
managing systems implementation and systems support and security. This course integrates
all the skills learned by the students in programming database management, and user interface
design by taking on an actual software development project.

Course Outcomes (CO)

1. Analyze organization’s problems in terms of business processes that can be solved by

a computing solution.
2. Apply appropriate modelling tools and methodologies to solve the identified problems
related to business processes.
3. Develop an information system significant to the existing environment of the
organization.

CO 1: Analyze organization’s problems in terms of business processes that

can be solved by a computing solution.

infrastructure
Week solutions
1 - 3: Unit Learning in organizational
Outcomes environments.
(ULO): at the end of the unit, you are expected to

1. Examine the various information systems and your role in the system analysis and
design.
2. Identify the stakeholders of a system and formulate their needs.

BIG PICTURE in Focus: ULO 1. Examine the various information systems

and your role in the system analysis and design.

Metalanguage

In this section, you will learn the concepts of system analysis and design, roles of the systems
analyst and the systems development life cycle. As you can observe, majority of programs
related to business require students to have a knowledge on information system. Let’s analyze
how significant is the course to business programs and to Information Technology Education
programs. The following terms will help you understand the discussion for the week.

An Information Systems according to (Suneeta, 2016) a CIO of her company, defines it as the
juncture of technology so that the people involved and the various processes within an
organization will achieve a certain goal.
A Systems Analysis and Design refers to a comprehensive term for describing a technique for
developing a high-quality type of an information system.

A Systems Development Life Cycle refers to the process of understanding how an information
system (IS) can support business needs by designing a particular system, developing it and
implementing it to users.

The key person in the Systems Development Life Cycle is the Systems Analyst, who is
responsible for analyzing the business requirements, identifies possible opportunities to
improve its operation, and design a suitable information system.

Essential Knowledge

To attain the aforesaid big picture (unit learning outcomes a) for the first and second week of
the course, you need to fully understand the different types of information system, roles of the
Systems Analyst, Systems Development Life Cycle and its components. Moreover, you need
to recapitulate the network addresses, network devices and subnetting. Those with internet
connection, you can download the lecture materials uploaded in the BB LMS and you can
research through online databases like ebrary, or proquest in the UM LIC portal to access the
references listed in the syllabus.

Components of Information System

1. Technology
- Refers to the hardware, software, data to be processed and the communication network.
- The hardware are those physical components that you can use to process the data in the
organization.
- The software refers to the programs like the operating system and an information
system.
- Data are those inputs needed in the organization to provide a certain information, which
are stored in the database for analysis and for future use.

2. People
- Refers to the individual that are working in the organization. These people can be the
data encoders, computer operators, network administrators, programmers, IT specialist,
or system specialist.

3. Processes
- these refers to the different business operations like sales and inventory, purchase order,
customers recordkeeping, billing, etc.
- Each organization could have more than one processes.
- There are organizations that utilizes a manual or computerized information to perform
these processes.
Since every organization is unique, understanding its level is very important in order to
recommend an appropriate information system. The image below is excerpt form
https://www.guru99.com/mis-types-information-system.html.

An organization is categorized according to operational management, tactical and strategic

level of management. The operational level involves in performing the day to day transactions
of the business. The Tactical level is consisting of middle level managers, head of offices, or
supervisors. They are the one who oversee the performance of the people in the operational
management. The Strategic management on the other hand are senior level managers, who plan
for the organization’s long-term operation. They gather information from the middle managers
and external information to guide them in making unstructured decisions. Each level has
different information requirements. In this connection, an applicable information system to
support the need of each level is essential. There are actually various classifications of
information systems.

The decision-making at different levels are different. The decisions are classified as
unstructured, semi structured and unstructured.

Unstructured decisions, the decision maker needs to provide judgment, conduct evaluation
and insights on the problem definition. The type of decision that is considered as novel,
important and non-routine, which normally done by top management.

Example of this unstructured decision are

1. deciding whether the company will enter into a new market or stay in the current
market.
2. Pharmacy information system, when a certain medicine is not available and needs for
an alternative medicine that has same efficacy and cant cause other complications to
the patient.
The Decision Support System will help the top management to make such decisions.

Semi-structured decisions, is one that is partially programmable but still requires human
judgement.

3 dimensions to semi-structured
1. Degree of decision-making skill required
2. Degree of problem complexity
3. Number of criteria considered

Example:

The company has non-productive employees that affects the organizations productivity. They
are currently 20 years in service to the organization. These employees are the only bread
winner of the family with dependents that are still studying. The top management needs to
decide whether to let them stay or advise them for early retirement.

Structured Decisions means that the processes are already in place to handle a situation. The
decisions are repetitive and routinely.

Ex. Hiring process of the company, it’s a repetitive and routinely done in the organization.

Classification of Information System

1. Transaction Processing System (TPS)

- TPS is part of the operational management level

- This information system is the one’s performing the day to day business operations of
the organizations.
- Users like cashiers of a POS, bank tellers, front desk, etc are working in this level.
- These users make a structured decision, which means that cashiers rely on the
availability of products in the POS and receive payment according to their payment
policy; bank tellers depend on the transactions available for the clients like receiving
deposit, withdrawing accounts or accepting bills payments; front desk will look at the
availability of rooms, receive payments and record reservations. In short, there are
already defined rules which serve as their guide in making decisions.
- At the end of the day, TPS can provide detailed information in a timely manner. For
example, generation of daily sales, number of depositors in a day, number of
reservations, etc.
- Examples of TPS include: Point of Sale System (POS), Payroll System, Reservation
System, Booking System, Library Information System and many others.

2. Management Information System (MIS)

- This type of system is utilized by middle managers to monitor the status of the
organizations business operations. The result generated from the TPS serves as input
to the MIS.
- For example, from the Point of Sale System, the data can be analyzed as to what
products are the most salable, for the MIS to decide what products needs to reduce its
orders for it not performing well in the market. The middle managers can generate a
market trend from the input data made from the TPS.
- Examples of MIS include: Human Resource Management System, Sales and Inventory
Management System, etc.

3. Decision Support System (DSS)

- A type of system that provides solutions to business problems that are changing
frequently like for example knowing the impact of the workforce performance when a
certain production is doubled; or determining the overall sales results when there are
new competitors tend to invest nearby; or knowing the business effect when most of
the workforce are untrained of the new trends to gain global markets.
- DSS utilizes mathematical models and techniques to deliver solutions to business
operations.

4. Artificial Intelligence Techniques in business

- This type of system is utilized by large companies like Alibaba, Amazon, Verint,
Twilio, Apple, Facebook, IBM, Google, Microsoft etc., to identify the data that is most
relevant to the user’s preference.
- AI mimics on human expertise to determine patterns in a large data sets, which usually
data from what users have provided, and will create predictions. Below are some of
the examples:
a. Alibaba uses AI to predict what customers might prefer to buy.
b. Amazon uses AI to help suggest the buyers the products that they will buy based
on what the customers are presently getting.
c. Google uses AI to provide users find the most relevant search results based on
the user’s interaction with the application.
d. Apple uses AI to enable the FaceID, enable the the smart assistant Siri and
recommends songs o Apple Music.
e. Facebook uses AI and deep learning thru their text understanding learning
called DeepText to recognize and interpret the content and emotional
sentiments of the thousand-users posts created in multiple languages in every
second. Also, it utilizes a DeepFace mechanism where it can automatically
identify your photo being shared by other fb users. Furthermore, IG and FB
uses AI called Revenge Porn to control the images and videos that are being
shared, which caused embarrassment or distress to a particular subject of the
image.
- The AI utilized by those known companies became successful was just a tool, the
technique most significant was because they value their customers.

5. Online Analytical Processing (OLAP)

- A software that provides analysis of multi-dimensional data using a query and generate
a report that can be perceived in different dimensions. For example, a supermarket
company with multiple branches, OLAP can be utilized to display the total sales, which
can be filtered by date, by product or by branch and able to compare their actual sales
 with the projected sales. The product, number of sales, actual sales and projected sales
represents different dimension.
- The objective of OLAP is to provide immediate answers to ad hoc queries within a
specific date and time regardless of the size of datasets being utilized.

Systems Analyst (SA)

In studying the business processes, the systems analysts play a vital role for they will act as a
bridge between the business requirements of the organization and the capabilities of the
personnel.

Roles of the Systems Analyst

Acts as a Consultant

• They are like adviser to human, the business processes and the stakeholders, hired to
analyze the day to day business transactions and design an appropriate information
system to address issues within the business that will benefit not only the people in the
organization but also their clients.

Acts as a Supporting Expert

• As a supporting expert, the analyst must possess professional expertise in computer

hardware and software and their significant benefits to business. The analyst will be
the one to manage the systems project and will guide the programmers on what the
system should look like and what type of system to develop.

Acts as an Agent of Change

• They serve as the catalyst for change, who develops a plan for an abrupt or future
change and collaborate with other persons in the organizations in facilitating the
possible changes. The analyst must always foresee that technology changes so fast,
which will greatly affect the flow of the business processes, the persons in the
organizations and their clients.
• The analyst must also predict how technology can be used to gain competitive
advantage and attain global market.

Qualities of the Systems Analyst

Aside from the roles being played by the Systems Analyst, the analyst must also possess the
following qualities:

A Problem-Solver

• Information Systems are not always perfect, flaws might occur in a sudden or over time.
The analyst must able to address the challenge and devise workable solutions.
• Able to plan solutions for problems in a more systematic way without hampering the
business operations if possible.
A Good Communicator

• Capable of conveying the right information to people and able to understand the needs
of these people in interacting with technology.
• Must have enough experience to computer programs, understand its capabilities to
gather information requirements from the systems users in the organization and able to
relay these requirements to programmers.

A Strong Personal and Professional Ethics

• Capable of building trust from clients and the persons the analyst is working with in the
organization. The information systems must adhere to the standards and delivered with
honestly and integrity.

Self-disciplined

• Observe time management, maximize resources properly, and achieve goals in a timely
manner
• Self-controlled person in times of tough times.

Self-Motivated

• Capable of handling people and understands their needs.

• Should not be easily discouraged and lost hope in achieving the goals and solving the
computing problems.

Systems Analysis and Design

• System Analysis refers to understanding the business objectives, detailed processes

and determine the systems requirements and specifications.
• System Design refers to the interpretation of systems requirements and specifications
during the system analysis into architectural presentation. Design logical and physical
flow for the type of information system to implement.

Why there is a need for Systems Analysis and Design

There is a need for Systems Analysis and Design

1. When a particular organization experienced gradual loss of clients, the processes caused
delays and long queue, lost of sales, unsatisfied customers, fast turn-over of employees,
returns of products, misuse of resources, etc.;
2. When an organization would like to shift from their current manual system to a
computerized system and;
3. When an organization would like to upgrade their current system, to adapt a customized
information system or to outsource a computerized system.
Thorough analysis will identify and solve the possible problems. Analysis also will determine
if there is really a need to shift or to adopt a new system. Without analysis and proper planning
will lead to another problem which will cause a fall of the resources and disuse of information
systems. To be able to conduct a proper planning, the use of Systems Development Life Cycle
is essential.

What is Systems Development Life Cycle SDLC?

• A systematic approach to analysis and design following the specific cycle or presented
in phases discretely so that activities will not be repeated.
• In conducting SDLC, it is best to incorporate Human Computer Interaction (HCI),
which (W3Computing.com, 2020) enables communications and interactions between
human and computer. The analysis using HCI is focusing first the human needs
involving cognitive, affective and behavioral factors in interacting with technology
instead of the needs of the organization and the need for an information system.
• There are also popular SDLC model

The traditional SDLC has seven phases:

1. Identifying problems, opportunities and objectives

2. Determining human information requirements
3. Analyzing system needs
4. Designing the recommended system
5. Developing and documenting software
6. Testing and Maintaining the system
7. Implementing and evaluating the system

• The systems users and those who will operate the information system of the company’s
day to day activities. The integration of HCI principle will able to address the difficulty
of users on the use of the computerized system due to much complicated design, trouble
in navigating the system environment and its being unfriendly design.

When HCI integrated to SDLC, the phases became 8 phases, the impact of maintenance was
added.

1. Identifying problems, opportunities and objectives

2. Determining human information requirements
3. Analyzing system needs
4. Designing the recommended system
5. Developing and documenting software
6. Testing and Maintaining the system
7. Implementing and evaluating the system
8. The Impact of Maintenance

Identifying Problems, opportunities and objectives

• In this phase, the analyst will identify the problems by conducting a feasibility study
on the business processes, the people and the clients. Also, it identifies the
opportunities for improvement in the use of computerized system. Moreover, the
 analyst should analyze what aspect of the computerized system will help the
organizations in achieving its objectives.
• Before conducting this phase, there is already an initial approval to start the project.

Feasibility Study
• This will define the operational, technical, economic and schedule viability of the
project.
• The operational feasibility will measure how the system will solve the problem, the
scope of the project and will determine if the workforce and the management are ready
for the new system.
• The technical feasibility will describe the details how to deliver the proposed system
to their clients and will determine the technology to be implemented.
• The economic feasibility will determine the estimated cost of the project including the
technology resources and infrastructure, the work breakdown structure cost, users
training cost and implementation cost.
• The schedule feasibility will determine the time frame of the project. The analyst will
create a Gantt Chart to plot the schedule of the project and SA will ensure that project
will be achieved within schedule, within budget and within scope.

Budget

Scope Schedule

The figure depicts the results of the feasibility study, which shows the relationship of the
economic (Budget), operational and technical (Scope) and the Schedule.

For Example:

When schedule will not be achieved on time or will be extended, implies that there’s a need
for additional budget allocation and change of project scope.

Budget

Scope Schedule
Determining Human Information Requirements in SDLC

• Relevant information is the most important element in the organization. To acquire

this information, the analyst should use a variety of tools.

• The analyst should be able to understand the essential information the users need in
order to efficiently do their job and identifying their abilities, capabilities and
limitations. Also, the analyst will determine how the system be designed to be more
user-friendly and easily remembered to be able for these users become productive in
every work task assigned to them.
• The analyst should know the full functionality of the system including the who, what,
where, when and how. Who are the internal and external people involved, what are the
business processes, where the system be implemented, when is the time to launch the
new system and determine how those processes should be performed.
• The analyst must analyze why there is a need for such system to decide a type of method
in designing the new system.

In order to determine the requirements in the information system, the Systems Analyst should
conduct a Data Collection.

What is Data Collection?

• This refers to the process of gathering, collecting and analyzing specific information to
give computing solutions to pertinent questions and evaluate the results. The
information collected will serve as the basis whether there is a need for changing the
old business processes to a new business processes.

Importance of Collecting the Data

1. Integrity of the Research

• Collecting data can in the form of quantitative or qualitative method to ensure quality
and honesty of responses.

2. Reduce the likelihood of errors

• To reduce the likelihood of errors, there is a need for an appropriate use of data
collection

3. Basis for Decision Making

• Data collected must be accurate to minimize the possible risk of errors during the
decision making

4. Save Cost and Time

• The process of data collection can save time and costs in the sense that you there are
set respondents and location where you can conduct data gathering.
 5. Serve as a support for a new idea, a need for change or a need to innovate

• Data collected serve a proof if a certain change will take place. The information must
be accurate for these will serve as evidences to support a certain claim.

Tools in Gathering Information

1. Conduct Interview

• Is a face to face conversation between the authorized individual in the organization and
the research team (Systems Analyst, QA, Programmers).

Types of Interview

a. Structure Interview – the interviewer has a set of questionnaires that verbally

administered
b. Semi-structured interview – the method where several key questions cover
only the scope and areas to be analyzed
c. Unstructured Interview – allows the team to collect the wide range of
information for a particular purpose. Its advantage is giving freedom to the
researchers to combine any type with flexibility, yet it is time consuming.

Advantages
• Capture detailed information
• Flexible to conduct
• Get the accurate data

Disadvantages
• Consume more time
• Expensive

Collection Equipment to use during Interview

• Recorder
• Digital Camera
• Camcorder

2. Do an actual observation of the flow of processes and office environment

• This is a means of collecting data, which the detailed information on a business

operation or a certain scenario are gathered.
• The team or the researchers will act as an observer or as participant.

Advantages

• Easy to conduct
• Accurate results can be captured.
• A universally accepted practice.
• It minimizes the situation of an unwillingness of respondents to participate.
 • It can only be appropriate for certain situations.

Disadvantages

• Other business operations or situations aren’t open to observation

• Bias may occur, the reason that it can’t be relied upon.
• expensive to conduct.
• The validity or results cannot be predicted accurately.

Data Collection Tools for Observation

The best instruments for Observation are:

• Checklists – the state of specific criteria indicating the specific activities to allow
observer to gather information and formulate judgments about what they should
understand and identify in relation to the outcomes. This creates a systematic way of
collecting data about the nature of the business.
• Direct observation - This is the actual observation on the business processes, the
observer here will act as a participant who watches the flow of the entire operation in
actual environment.

3. Conduct a Focus Group Discussion

• This method involves asking questions to a group of individuals from a certain

department usually ranging from six (6) to ten (10), to provide responses or feedback
related to the subject matter.

Advantages

• Information acquired can be very detailed.

• It is cost-effective compared to one-on-one interviews.
• It provides speed and efficiency in the acquiring results.

Disadvantages

• Lacking depth in acquiring the results of a subject matter.

• Bias might still be evident due to own experience of the individuals.
• Requires interviewer’s expertise or training
• It provides very little control over the outcome.
• A few vocal voices can drown out from the rest or individuals.
• Difficulty in collecting an all-inclusive group.

Data Collection Tools for Focus Groups

• Two-Way – the method where one of the groups watches another group answering the
questions modeled by the team or researchers. After listening to what the other group
has responded, the group that listens are able to assist discussion and later could
potentially draw different conclusions.
• Dueling-Moderator – Composed of two moderators who play the devil’s advocate or
arguments for the purpose of facilitating new ideas thru introducing new ways of
thinking and varying viewpoints.

4. Conduct survey from the people involved in the business processes

• This is the process of collecting data through a survey questionnaire, which

consist of a series of questions and prompts respondents to receive a feedback.
The team or researchers need to design a questionnaire to collect data from a
group.
• For clarification, it is vital to understand that a questionnaire isn't just a survey,
rather it forms a part of such. When say survey, that is a process of data
gathering with a variety of data collection methods, one of it is a questionnaire.
• The questionnaire, there are kinds of questions used.

Kinds of Questions
a. Open-ended questions
b. Closed-ended questions

Example of Open-ended question

What was the historical background of the company?

______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________
______________________________________________

Example of a closed-ended question

What type of system the company is using? You can check at least 1 based on the
existing system the company have.

Manual system

Computerized system

Hybrid system

Advantages

• Can be administered to a large number of respondents and is cost-effective.

• It can be utilized to compare and contrast previous researches to measure change.
• Information can be easily visualized and analyzed.
• Offers actionable data.
 • Protect the identity of the respondents.
• Covers all areas of the subject study
• Inexpensive

Disadvantages

• Responses may be dishonest, or the respondents lose interest midway

• Cannot produce qualitative data
• Some questions may be left unanswered
• Not all questions can be easily analyzed

Data Collection Tools for Questionnaire

• Formplus Online Questionnaire / Google Forms

Formplus and Google Forms let you create powerful forms to help you collect the information
you need. These forms help you create the online forms that you like.

• Paper Questionnaire

A paper questionnaire is a form of data collection tool consisting of a series of closed or open-
ended questions and prompts respondents for the purpose for their responses according to their
experience. This type of method is designed for statistical analysis of the responses, and can
also be utilized as a form of data collection.

Let’s Check

In BB LMS, answer the short quiz to check your understanding of the ULO 1.

Let’s Analyze

Instructions:
1. Read and understand the business scenario. This scenario can be used in the entire cycle
of the SDLC process from phase 1 to phase 8.
2. Create a form either in google form or Formplus using the questionnaire given below.
3. Look for a pair from one (1) of your classmates, share the questionnaire to the email
address of your classmate and to my email.
4. Your pair must respond to the questionnaire according the given Business scenario.
Business Scenario:

A large Sales and Inventory company, which is predominantly operating in the Philippines is
going to be offering its products and services to many international countries in its drive to
grow and become a large international company. Currently, they are using both manual and
computerized systems. Only for cashiering that they utilized the computerized system, while
for inventory of products, purchasing of products to supplier and getting the orders from
customers are still in manual. This mean that the systems it has been using to keep track of
customer enquiries about information and purchase of its products and services, cashiering and
conducting product inventories, will need to be centralized or a new system should be
developed to reflect the changes in the way it will operate. With their current system, the
company experienced flaws and delays in generating updated products inventory and sales
reports. Also, as the CEO has observed, there are a lot of products in their warehouse that are
seldom sold. He thought maybe that problems were due to minimal number of employees,
which composed of two employees per department excluding their head.

The company started in the year 2000 selling motorcycle parts, auto parts, furniture supplies,
lightings, plastic wares, electronic supplies and other hardware supplies managed by the couple
Mr and Mrs Te. They named the company XYT, named after their son, Xyril Yee Te. After
two years of operation, the couple able to hire their son as the CEO with personal secretary and
accountant. All their hardware and electronic supplies were taken from International suppliers,
Galaxy and Global hardwares. Auto and motors are coming from Japan supplier, while
furniture’s are from SamYa in China and Mandawi, Philippines. The company offers a much
wider range of products and services to accommodate the needs of the international market.
They accept orders through emails, phone calls or walk-in from nearby customers. Since they
are into international market, customers will be using a range of currencies to pay the products
and the company will need to consider for the fluctuating currency exchange rates in its new
system. In the Philippines, they cater around 500 customers in a day, both walk-in and regular
clients, while more than thousands of customers in the global market. They charge a freight
for the delivery of orders depending on the volume of order. A minimum of Php300.00 or $4
for orders below Php10,000 pesos or $20. Charges is based on the total amount.

The two employees (cashier and sales staff) in Sales department do the sales transactions. They
are the one who entertains their clients and get the orders from clients who went to their store
and from clients thru emails. Upon inquiry, the staff records the orders in a piece of paper and
checks its availability. Once available, they record all the orders direct to their sales invoice
containing the unit, particulars, quantity, price per unit and the total amount. The sales invoice
will be forwarded to the warehouse for the preparation of products. Once the products are
ready, the invoice will be forwarded to the cashier for billing. Before billing, the sales staff
will inform the clients of the total bill. For the clients who transact thru emails, the sales staff
will print the orders, ask the warehouse for its availability, then inform their clients thru email.
The payments of these clients are done thru bank to bank transactions. The cashier has to wait
from the Accounting Department to verify the payment made by those clients thru bank before
it will be generated in the billing. The billing is a computerized system, where it able to keep
the record of the customer, the amount rendered, and calculate the change. It can also generate
the total sales for the day. However, it will not record the details of the products. The cashier
has to keep the record of the paid invoices, write it down in their logbook according to how it
was written in the sales invoice and prepare the duplicate copy for the warehouse department
to update their inventory and to the logistics department for the delivery of products to send
the products to their courier. The original copy of the invoice will be forwarded to the
Accounting office for the preparation of the sales report. The two personnel in-charge in the
warehouse department will update their inventory according to the products sold. They also
have the inventory logbook where they record the products sold and products left by tallying it
from the product list. If products in the inventory have a number of <=30, they will prepare a
purchase order invoice and forward it to the Purchasing department for verification and
approval. Once the CEO approves the purchase order, warehouse department will forward the
purchase order to their suppliers. The warehouse department also is responsible for checking
the products once delivered and update their inventory logbook. For damage, insufficient or
inaccurate delivered products, the warehouse in-charge automatically update the delivery
invoice. All damaged products will be returned to the supplier. Check payments to supplier
will be prepared by Accounting department according to the received products excluding the
damaged.

At the end of the day, the cashier will endorse the sales to the accounting office. The staff in
the accounting department will check whether the endorsed sales amount has equated to the
sales report. Every week, the accounting department will prepare for the financial report.

CEO Observation

The consolidation of online and within company sales reports takes time to be submitted to
their office. The inventory reports and purchased orders, are also not updated. The CEO aims
to have a clear presentation of financial reports. They are willing to invest all the essential
requirements of the system to organize their processes.

You work as a project manager and information systems analyst of a business consultancy
company which has won the contract to develop the new system of XYT, Inc. company. You
work with many other analysts as part of a development team to address the need of the
company. The CEO is looking forward for a timely sales transaction from their clients in
various locations and an updated report both in sales and inventory, and analytics of their
products as to what are salable, not salable, and products that are seasonal in nature.

You will manage the project, analyze the current scenario and design stage of the new system.
Your first task is to update the in-house team on the developments in new methodologies used
to analyze systems. Most of the in-house team use only the more traditional approaches and
few are fully aware of the agile methodologies which are growing in popularity.
 QUESTIONNAIRE

Instructions: The responses below will be kept confidential and to be used only for system’s
development essential for the utilization of the company.

Company’s System Information

1. What are the current systems of the company?

☐ Inventory System ☐ Management Information System

☐ Payroll System ☐ Point of Sale System
☐ Enrollment System ☐ Library System
☐ Others, please specify _________________________________

2. What type of system is the one mentioned in Question No.1?

☐ Manual System
☐ Computerized System
☐ Combination of both manual and computerized system

3. Is the company willing to invest additional computer hardware or

software for the computerization or customization of the system?
☐ Yes ☐ No

Company’s Profile:
1. When was the company started?
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2. What is the historical background of the company?

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3. Who is/are the owner/s of the company?

Name: _______________________________________
Position: ______________________________________

4. How many employees does the company have?

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5. What is the organizational structure of the company?

Business Processes
1. What are the processes of the System checked in question 1? (Indicate the
step by step process including the person in-charge?
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2. What are the problems encountered in the current system?

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3. How many customers the company caters in a day?

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4. What are the types of clients they have?

☐ Regular Clients ☐ Walk in Clients ☐ Online Clients

5. Who are their suppliers?

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6. How many and what are the products and services do the company have?
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(For inventory system only)

7. How did they conduct and record inventory of products?
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8. When is the schedule of conducting the inventory?

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9. What is the reorder level to purchase additional products?

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10. What did they do if there are damaged products?

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11. How did they generate inventory reports?

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12. When is the time they generate sales reports?

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