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CHAPTER 4

SOLUTION DESIGN

4.1 Proposed System Design

4.1.1 Description

Based on the result s of questionnaire and interview, and also considering

the problems occur in Happy Pets, new system design is proposed. This new

system is web based and will consist of integrated internal management system

and website. It will replace the current manual process into computerized system.

The new system will improve the efficiency and effectiveness of daily

operational business process.

4.1.2 Features

There are number of features in the new system such as:

1. New dynamic website that will perform as promotional media to

people and attract new customers.

2. Online shopping (Shopping cart) for ordering dogs bakery with

pictures of products, prices and descriptions. Based on questionnaire

result the payment will be done via transfer and cash-on-arrival.

Admin staff will then make confirmation to customers before the

product is delivered.

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3. Online form for take care any complaints, questions, problems or

compliments from customers. The message will be stored in database

and will be reviewed by the owner. Feedback will be given the next

day via email or telephone.

4. Online reservation for pet hotel. Customers can put their check-in

date, check-out date, message, and submit it. The admin staff will

check the date availability with hotel staff and confirm it to the

customer by email or telephone.

5. All company’s data and information will be stored in database and

will be processed by the company. New customers will add their data

by themselves when they buy products. Old customers can retrieve

their data.

6. Schedule calendar for grooming. It will make admin staff easier to

manage the grooming schedule for customer and groomer.

7. Reporting system for daily grooming service. It will be in form of

invoice report. Once the invoice back to the admin staff, he/she will

create report based on the invoice. It can also generate daily income

and outcome.

8. It will generate invoice automatically after admin staff find customer

data, get the schedule and assign it to groomer.

9. Reminder feature which give list of customer that already make an

appointment for the next day. Therefore, admin staff will remember

and put the customer on next day schedule.

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4.1.3 Policy and Procedure

In order to make the new system work well, there are several policy and

procedure to be followed.

1. Owner and admin staff have their own password. Admin staff do not

have right to change the password. Password for owner must be

unique and confidential.

2. Admin staff has duty to add, delete, and edit product details for

doggie bakery that already checked by owner.

3. Groomers and assistants do not have access to the system. They only

report to admin staff.

4. Admin staff must add new order product and reservation request from

customer who called by telephone (not from the internet).

5. The maximum number of customer for each groomer is 7 customers

per day. It also depends on the number of dogs that groomer serves.

6. All of the groomers and assistant will be rotate everyday. One

groomer cannot serve same customer each time. The placement of

assistant also rotate everyday.

7. The groomers and assistants work mainly 6 days/ week. On Sunday,

only half of the team that will work. On every day, all team must be

ready at 7 A.M. in the office to pick up the invoice and schedule.

8. At the end of the day, groomers and assistants need to drop the

invoice and payment to admin staff.

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9. For bakery product, once it has been confirmed, it cannot be exchange

or return because the bakery is made to order daily and using no

preservatives.

10. Admin staffs need to make confirmation to customers who order

product and request for reservation.

4.1.4 Structure

This system is an integrated system between internal and external. Both

are design and develop web based. There are two different interfaces for internal

and external. The internal is only for admin staff and owner. The external

interface is Happy Pets website which can be accesses by anyone.

4.1.4.1 External System

Figure 4.1 Website Menu Hierarchy (External)

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This is the hierarchy of website menu. First, users will come to gateway

page. They can choose to see website in English or Indonesian language.

The website contains of 6 pages which are homepage, grooming,

clothing, bakery, hotel, and contact us. In each page, user can get information

about Happy Pets related to the page. The clothing product is an extra page for

future development if Happy Pets wants to expand their business. In the bakery

page, user can see picture of bakery product and buy it online. In hotel page, if

interested, user can fill reservation form. In contact us page, user can also fill

online form to say any kind of complaint, compliment or question about Happy

Pets.

4.1.4.2 Internal Management System

Figure 4.2 Internal Management System Menu Hierarchy

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Above is the hierarchy of internal management system menu. First, user

(in this case is admin staff and owner) will pass the gateway page to login. In the

system, there are 9 main menus.

§ In the homepage, user can select to perform regular process such as:

search customer data, insert new customer data, add new product order,

add database, create report and view treatment reminder.

§ Staff page contains all data about admin staff, groomer, assistant, and

hotel staff. In this page, admin staff can add daily expense for each staff.

There’s a finance menu that only the owner can open. It will ask for user

ID and password to enter the menu. The finance menu will contain about

selected staff monthly income and commission.

§ In customer page, there is a list of Happy Pets customer with menu to

add and edit. There’s also a menu for searching customer in the

homepage.

§ Schedule page contains list of groomer’s name and customers assigned to

them. Once the schedule is fixed, admin will assign the customer to the

groomer and then generate invoice.

§ In reservation and message page, there will be a list of message from

customer who filled the online reservation form and online form. There is

a menu to add new reservation request.

§ Report page contains list of report from each invoice. There also a menu

to view daily expense and outcome.

§ Invoice page contains list of invoice. It can be search by invoice date.

There is a menu to create report in each invoice.

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§ Product page will contains list of product sold on the website. User can

also view order product from customer, view current product description,

add new product or delete current product item.

4.2 Data Flow Diagram

4.2.1 Context Diagram

Figure 4.3 Context Diagram for Proposed System

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Assumption:

- Appointment request output from customers also take action as reservation

request for pet hotel and appointment request for pet grooming.

- Payment from customer also takes action as grooming payment, bakery payment

or hotel payment.

- Confirmed schedule to customers take action as grooming schedule and hotel

reservation schedule.

- Complaint from customer can also take action as question or compliment to

Happy Pets.

- Feedback from owner takes action as feedback for customer and feedback for

staff (admin staff, groomer, assistant, and hotel staff).

§ Customer

Customer here refers to people who want to use Happy Pets grooming

services, buy doggie bakery or use pet hotel service. In the future, customer is

also people who have interest in franchise opportunities. The output from

customer to Happy Pets system are appointment request, product request,

customer data, verified product order, signed invoice and evaluation, payment

and complaint. The input that customer receive from Happy Pets system are

confirmed schedule, order confirmation, grooming services, delivered product,

filled invoice and complaint feedback.

§ Admin Staff

Admin staffs have important responsibility in the business process. They

are the main persons that operate Happy Pets system. Their task is most likely to

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deal with customer request and make report. They will receive much input from

the other entity through Happy Pets system such as: schedule request, product

order, list of data, verified schedule, verified payment and expense, verified

invoice and evaluation, and owner’s feedback. They also give output to the

system which are: list of product order, upload product data, customer schedule

request, total payment and expense, daily invoice and evaluation.

§ Groomer and Assistant

Groomer and assistant are people who will give grooming service to

customers. They also are the one who deliver the ordered product to customers.

The outputs from groomer and assistant are: service, order product, blank

invoice, list of invoice and evaluation, groomer’s payment and expense. They

also receive many input such as: product, invoice, groomer schedule, daily

payment, daily invoice and evaluation, and owner’s feedback.

§ Owner

Owner has full access throughout Happy Pets system. She is the one who

has access to staff page in the system. She will receive daily report and hotel

report from the system. Owner also receives list of complaint from customer and

makes feedback for it as an output to the system. She also makes feedback to all

staff about their quality of work.

§ Hotel Staff

Hotel staff is person in charge of manage pet hotel. He/She is worked at

pet hotel and will be responsible for any services in pet hotel. He/She will

receive reservation schedule request, hotel payment, and owner’s feedback. As

an output, he/she will confirm available schedule and give total hotel payment.

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4.2.2 Data Flow Diagram level 0

Figure 4.4 Data Flow Diagram (DFD) level 0 for Proposed System

Above is the Data Flow Diagram (DFD) level 0 for proposed system. The

processes start when customers contact Happy Pets to make appointment request

or product request. It can be done by telephone or interne t for product and

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reservation request. After receiving appointment request and product request,

admin staff will first check and process the request. For pet hotel reservation

request, they will check to hotel staff. When the schedule is fixed, they confirm it

to customer. Later on, admin staff will create invoice and arrange groomer’s

schedule to be given to groomers. For the product request, admin staff will

process all the order and give the product to the groomer. Groomer will then

deliver the ordered product while give the grooming service. Groomer will give

invoice along with evaluation form to be signed and filled by customer. At the

end of the day, groomer will get daily invoice and evaluation and daily payment.

The hotel staff will receive the payment for pet hotel. When the groomers come

back to the office, they have to store all their payment and expense, and also list

of invoice and evaluation to the admin staff. With those data, admin staff will

calculate daily income, make report, and give it to owner. Hotel staff also makes

report and give it to owner every week. Customer can put any complaint;

compliment or question in the website via online form or via telephone directly

to owner. Owner will gives feedback as soon as possible. For the staff, they will

also get feedback from owner.

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4.2.3 Data Flow Diagram level 1

Figure 4.5 DFD Level 1 for Process Schedule

This is Data Flow Diagram level 1 for process schedule. After received

schedule request from customer, admin staff will check schedule availability

first. When there’s an available schedule, she will assign customer schedule

request to groomer based on area where the groomer serve. For pet hotel

reservation, admin staff will check their database and check with hotel staff.

Once the schedule is fixed, admin staff will confirm it to customer and make

invoice and schedule for groomer.

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Figure 4.6 DFD Level 1 for Process Order

This is the DFD level 1 for Process Order. After receiving product

request from customer, admin staff will check the availability of the product.

When the product is available, they will contact the customer to verified order.

The product will then delivered by groomer along with give grooming service.

Groomer will give invoice and evaluation form to be signed and filled by

customer. At the end of the day, groomer will get daily invoice and evaluation

and daily payment. The hotel staff will receive the payment for pet hotel.

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Figure 4.7 DFD Level 1 for Process Report

In order to process report, all of the payment should be verified. The

amount of payment stored from each groomer should be equal with invoice’s

payment minus expense. The number of invoices stored also must be same and

as much as in groomer schedule. After that, admin staff will calculate each

groomer’s income, input the entire invoice, and input each groomer’s expense. It

will generate daily report which consist of daily income and expense and invoice

report. Hotel staff will verify the hotel payment and make report. All the report

will be given to owner.

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4.3 System Data

4.3.1 Entity Relationship Diagram

Figure 4.8 Entity Relationship Diagram

This figure illustrates the Entity Relationship Diagram for the proposed

system. We can see the logical relationship among entities in the system. Below

are the relationships between each entity:

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§ Zero or one customer can fill zero or many message. It is because not all

customers would like to fill message.

§ Zero or one customer can make zero or many reservation request.

§ Zero or one customer can request zero or many order product

§ One order product can contain one or many products. One or many

products are belongs to one order product.

§ One customer owns one or many pets.

§ One customer will request zero or many grooming schedule

§ One admin staff can arrange zero or many grooming schedule

§ One or many schedule will be assigned to one groomer. One groomer can

be assigned to one or many schedule.

§ One or many schedule will be assigned to one assistant. One assistant can

be assigned to one or many schedule.

§ One groomer has one or many assistant.

§ One schedule will create one invoice.

§ One invoice has one report. One report is created based on one invoice.

4.3.2 Data Dictionary

This is the data dictionary of all data needed in our proposed system. It is

based on the entity and attributes in Entity Relationship Diagram (ERD). It

shows the entity table, attributes, data type, length, description and type of key.

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1. Customer Table

Attributes Description Data Type Length PK/FK Cust_ID Customer ID VARCHAR 6 PK Name Customer name VARCHAR 40 Address Customer address VARCHAR 60 Region Address region INTEGER - City City INTEGER - Home phone Customer home phone VARCHAR 15 Mobile phone Customer mobile phone VARCHAR 20 Amount of dog Number of dog owned INTEGER 4 Amount of cat Number of cat owned INTEGER 4

Table 4.1 Customer table

2. Pet Table

Attributes Description Data Type Length PK/FK Pet_ID Pet ID VARCHAR 6 PK Cust_ID Customer ID VARCHAR 6 FK Name Pet name VARCHAR 40 Type Pet type / breed INTEGER 4 Colour Pet fur colour INTEGER 4 Gender Pet gender BIT - Fur Length of fur INTEGER 4

Full Service Price Price for full grooming service DECIMAL 8

Table 4.2 Pet table

3. Groomer Table

Attributes Description Data Type Length PK/FK Groomer_ID Groomer ID VARCHAR 6 PK Name Groomer name VARCHAR 40 Address Groomer address VARCHAR 60

Home phone Groomer home phone VARCHAR 15

Mobile phone Groomer mobile phone VARCHAR 20

Ability Groomer ability VARCHAR 100

Date joined Groomer date joined DATETIME -

Table 4.3 Groomer table

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4. Assistant Table

Attributes Description Data Type Length PK/FK Assistant_ID Assistant ID VARCHAR 6 PK Groomer_ID Groomer ID VARCHAR 6 FK Name Assistant name VARCHAR 40 Address Assistant address VARCHAR 60

Home phone Assistant home phone VARCHAR 15

Mobile phone Assistant mobile phone VARCHAR 20

Ability Assistant ability VARCHAR 100

Date joined Assistant date joined DATETIME -

Table 4.4 Assistant table

5. Admin staff Table

Attributes Description Data Type Length PK/FK User_ID Admin user ID VARCHAR 8 PK Password Admin password VARCHAR 12

Table 4.5 Admin staff table

6. Message Table

Attributes Description Data Type Length PK/FK Message_ID Message ID VARCHAR 6 PK Cust_ID Customer ID VARCHAR 6 FK Date Date message DATETIME 8 Subject Message subject VARCHAR 30 Message Message details VARCHAR 250 Status Status SMALL INT -

Table 4.6 Message table

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7. Reservation Table

Attributes Description Data Type Length PK/FK Reservation_ID Reservation ID VARCHAR 6 PK Cust_ID Customer ID VARCHAR 6 FK Date_in Date check-in DATETIME 8 Date_out Date check-out DATETIME 8 Message Message details VARCHAR 250 Status Status SMALL INT -

Table 4.7 Reservation table

8. Schedule Table

Attributes Description Data Type Length PK/FK Schedule_ID Schedule ID VARCHAR 6 PK Invoice_ID Invoice ID VARCHAR 6 FK Groomer_ID Groomer ID VARCHAR 6 FK Cust_ID Customer ID VARCHAR 6 FK Assistant_ID Assistant ID VARCHAR 6 FK Date Schedule date DATETIME 8 Time Time estimate VARCHAR 6

No of pets No of pets to be serve INTEGER 4

Extra treatment Extra treatment VARCHAR 50

Table 4.8 Schedule table

9. Report Table

Attributes Description Data Type Length PK/FK Report_ID Report ID VARCHAR 6 PK Invoice_ID Invoice ID VARCHAR 6 FK Date Report date DATETIME 8 Cust_ID Customer ID VARCHAR 6 FK Groomer_ID Groomer ID VARCHAR 6 FK Assistant_ID Assistant ID VARCHAR 6 FK

Next treatment Next treatment date DATETIME 8

Table 4.9 Report table

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10. Invoice Table

Attributes Description Data Type Length PK/FK Invoice_ID Invoice ID VARCHAR 6 PK Cust_ID Customer ID VARCHAR 6 FK Groomer_ID Groomer ID VARCHAR 6 FK Assistant_ID Assistant ID VARCHAR 6 FK Date Invoice date DATETIME 8 Pet_ID Pet ID VARCHAR 6 FK Service Type of service INTEGER 4 Price Price DECIMAL 8 Payment Type of payment INTEGER 4

Table 4.10 Invoice table

11. Order Product Table

Attributes Description Data Type Length PK/FK Order_ID Order ID VARCHAR 6 PK Order date Date order DATETIME 8 Cust_ID Customer ID VARCHAR 6 FK Product_ID Product ID VARCHAR 6 Payment method Type of payment INTEGER 4

Quantity Quantity of product order INTEGER 4

Total price Total order price DECIMAL 9 Status Order status SMALLINT -

Table 4.11 Order product table

12. Product Table

Attributes Description Data Type Length PK/FK Product_ID Product ID VARCHAR 6 PK Name Product name VARCHAR 20 Type Type of product BIT - Price Product price DECIMAL 8 Weight Product weight VARCHAR 10

Description Product description VARCHAR 100

Picture Product picture URL VARCHAR 100

Table 4.12 Product table

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4.4 User Interface Design

4.4.1 Website (External System)

Figure 4.9 Gateway page

This is the gateway page before entering Happy Pets website. In this

page, user is able to choose between two languages: English and Indonesia.

Figure 4.10 Happy Pets homepage

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Figure 4.10 is the homepage for Happy Pets Website using English

language. Homepage and grooming page will explain about Happy Pets and

grooming services. In this page, user can see links to other Happy Pets affiliate’s

website such as: www.anjingkita.com.

Figure 4.11 Bakery page

Above figure illustrate the bakery page. It displays all the homemade dog

treats sell. Each product comes with picture, name and price. The picture is

provided to give customers better information about the product.

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Figure 4.12 Product details

Figure 4.12 shows the product details page. The description of the product

is given along with the product ID, price and weight. User who wants to buy this

product can fill the quantity and click ‘Add to cart’ button. The selected product

will then be added to their shopping cart. User can select one or many product to

be added in their shopping cart.

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Figure 4.13 Check out process and order form

This is the check out page step 1. It stated the selected product in cart with

total price. Users have to fill the order form to complete the ordering process.

They can choose between two methods of payment, cash on arrival or transfer.

We don’t provide payment with credit card based on questionnaire result; and

also to ensure payment security. There’s also a notification that all the

information must be valid because the confirmation will be done via telephone.

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Figure 4.14 Pet Hotel page

Figure 4.14 show Pet hotel page. In this page, user can make online

reservation for pet hotel by fill in the form with personal information, check- in

and check-out date for their pet. Admin staff will verify the reservation with the

hotel staff and make confirmation by telephone on the next day. If admin staff

failed to contact the user because the telephone number is not valid, then admin

staff will send email as an alternative. Once user read the email, he/she needs to

re-confirm via telephone to the admin staff as a verification of the reservation

request.

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Figure 4.15 Contact us page

This is the Contact us page. In this page user can know Happy Pets address,

telephone number, contact email, and hours of operation. User can also ask

question, complaint or compliment to Happy Pets by filling in the form given. If

it’s a complaint, admin staff will report it to the owner and give feedback as soon

as possible.

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4.4.2 Admin Page (Internal Management System)

Figure 4.16 Gateway admin page

Above figure shows the gateway to the admin page. Admin staff or the

owner needs to fill their user ID and password before they can enter the internal

system.

Figure 4.17 Admin homepage

Figure 4.17 shows the homepage for the internal system. There are lists of

main menu in the top of the page. We provide a links to selected features that

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regularly used to make the admin staff easier to find and reduce time needed in

the process. There are selected menus that only appear in this homepage which

are: add database, view database, treatment reminder, and change user ID and

password. The logout button only placed in the homepage.

Figure 4.18 Search page

This is one of the features that only given in the homepage. In this page,

admin staff can search for customer’s data, invoice data, and report data. We

give selected limitation in this search feature in order to ease the search process

for customer. For example search by telephone, customer’s name may be

doubled, but telephone number is unique. Therefore it’s easier to find the right

customer.

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Figure 4.19 Add new database page

Above figure show the page for adding new data to the database. Admin

staff can see the current database from links provided in the homepage before

add new data.

Figure 4.20 Add new customer page

For new customer, admin staff has to add their data in the database. This is

the new customer page. It contains the personal information of customer. Once

they completed this step, they need to add pet’s data.

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Figure 4.21 Add pet’s data page

This is the next step of adding new customer’s data which is adding pet’s

data. The form will be repeat based on the number of dogs and cats filled before.

In this page, all the data about customer’s pet is recorded. The size and fur will

determine the full service price for the pet.

Figure 4.22 Confirmation customer data

Figure 4.22 show the confirmation of new customer data. Before

submitting the data, admin staff should ensure that all the data given is correct

and valid. We give only the list of pet’s name in order to reduce the used of long

page when customer own many pets.