database development (mis 533) mbs in management information systems and managerial accounting...

Database development(MIS 533)

MBS in Management Information Systems and Managerial Accounting Systems

(2007 / 2008)Fergal Carton

Business Information Systems

MBS (MIMAS) / MIS533 / Database development

Last week

• Introduction to MIS 533

• Tutorials, reading and assessment

• Businesses need to manage suppliers and customers

• Why do we need databases?– Error reduction, volume of data, speed of processing – Managing suppliers and customers– Purchase orders (structure, communication, …)

• Purchase Order example for retail business– Most of the information can be stored in a database– Some of the process can be automated (approval, sending)– Some suppliers still want signed hard copy

• Background to Systems Analysis and Design


Assessment dates

• A practical exam (20%) which will be the development of a database system: – Eg. system to support playlist generation– Scenario to be distributed by mid November– Deadline 7th December 2007

• An Oracle and SQL assessment (20%) will take place on Wed 12th March 2008 at 12.00 in Lab B.04


Your own examples Student name System experience

1. Horgan, Shane Christopher Dunnes Stores, Tesco?

2. Dillon, Damien

3. Creighton, Glenn

4. Kenny, Clive

5. Crowley, Micheal

6. Hourigan, Brenda Quality control, food mfg

7. Kavanagh, Fiona Marie Claire

8. Kearney, Tara

9. Holland, Tadhg

10. REYHANI, PEYMAN11 FONZI, Kenneth Christopher12 LI, Yan Purchasing for retail business


Understanding requirements ...• Analysing problems

– Functional decomposition– Process specification– Flow Charts– Use case– Activity diagrams

• Designing solutions– Data flow diagrams– Entity relationship model


Requirements discovery• Meetings with users (who, when, what outcome, …)• Checklist of questions that clarify user requirements• Describe existing processes

– Document how things are currently done – Review inputs and outputs of current process (screens, forms, reports)– Outline problems with current way of doing things (speed, risk of error, …)– What improvements are expected from system (single point of data entry,

faster reports, less manual work, …)

• How to design and communicate the proposed solution– Review requirements documentation– Walk-through solution– Get sign-off from users


Fact finding techniques

• Sampling of existing forms and files• Site visits• Observation of work environment• Research of similar systems• Surveys of users and management• Interviews of users and management• Prototyping• Joint Requirements Planning (JRP)


Requirements Definition Report

• Introduction– Purpose– Background– Scope

• General Project Description– System Objectives

• Requirements and constraints– Functional requirements– Non-functional requirements

• Conclusion– Outstanding issues

Appendix (eg. Questionnnaires & responses)


Exercise

• Pick a business idea

• Describe customer requirements

• How these requirements can be met?

• What processes will the business need?

• What information flows are required?


Building a model

• Functional decomposition

• Data Flow Diagram– Context diagram

– Processes

– Data Flow

– Data store

– External entities

F in an ce S h ipp ing P la nn ing

S a les


Example : www.RyanAir.com


Functional decomposition

T icke t is su ed

P a ym e nt

R e se rva tion

F lig h t in fo rm a tio n e nq u iry

P a ssen g er


Example : www.RyanAir.com

• Input :– Flight details (eg. SNN-BVA, 8 Oct, 10.35)– Credit card details (eg. VISA no, Expiry date)

• Process :– Confirms price (eg. EUR 79)– Makes reservation & processes payment

• Output :– Reservation reference (eg.CGHKCA)


Data Flow Diagram

Flight

details

Lists options

Confirm price

Book now

Outward

Inward

Makes Reservation& payment

Credit

card

Reservation

Stores

Flight

details


Context diagram

On-line reservation

system

Passengers Flight Operations

Flight Schedule

Flight reservation

Reservation #Accounts

Payment

€

Timetable

Seat availability

Reservations

Seat prices


Data : Suppliers

SupplierID

CompanyName ContactName ContactTitle Address

1 Exotic Liquids Charlotte Cooper Purchasing Manager 49 Gilbert St.2 New Orleans Cajun Delights Shelley Burke Order Administrator P.O. Box 789343 Grandma Kelly's Homestead Regina Murphy Sales Representative 707 Oxford Rd.4 Tokyo Traders Yoshi Nagase Marketing Manager 9-8 SekimaiMusashino-shi5 Cooperativa de Quesos 'Las Cabras' Antonio del Valle Saavedra Export Administrator Calle del Rosal 46 Mayumi's Mayumi Ohno Marketing Representative 92 SetsukoChuo-ku7 Pavlova, Ltd. Ian Devling Marketing Manager 74 Rose St.Moonie Ponds8 Specialty Biscuits, Ltd. Peter Wilson Sales Representative 29 King's Way9 PB Knäckebröd AB Lars Peterson Sales Agent Kaloadagatan 1310 Refrescos Americanas LTDA Carlos Diaz Marketing Manager Av. das Americanas 12.89011 Heli Süßwaren GmbH & Co. KG Petra Winkler Sales Manager Tiergartenstraße 512 Plutzer Lebensmittelgroßmärkte AG Martin Bein International Marketing Mgr. Bogenallee 5113 Nord-Ost-Fisch Handelsgesellschaft mbH Sven Petersen Coordinator Foreign Markets Frahmredder 112a14 Formaggi Fortini s.r.l. Elio Rossi Sales Representative Viale Dante, 7515 Norske Meierier Beate Vileid Marketing Manager Hatlevegen 516 Bigfoot Breweries Cheryl Saylor Regional Account Rep. 3400 - 8th AvenueSuite 210


Data : ProductsProductID ProductName

SupplierID

CategoryID

QuantityPerUnit

UnitPrice

UnitsInStock

UnitsO

nOrder

ReorderLevel

1 Chai 1 1 10 boxes x 20 bags €18.00 39 0 102 Chang 1 1 24 - 12 oz bottles €19.00 17 40 253 Aniseed Syrup 1 2 12 - 550 ml bottles €10.00 13 70 254 Chef Anton's Cajun Seasoning 2 2 48 - 6 oz jars €22.00 53 0 05 Chef Anton's Gumbo Mix 2 2 36 boxes €21.35 0 0 06 Grandma's Boysenberry Spread 3 2 12 - 8 oz jars €25.00 120 0 257 Uncle Bob's Organic Dried Pears 3 7 12 - 1 lb pkgs. €30.00 15 0 108 Northwoods Cranberry Sauce 3 2 12 - 12 oz jars €40.00 6 0 09 Mishi Kobe Niku 4 6 18 - 500 g pkgs. €97.00 29 0 010 Ikura 4 8 12 - 200 ml jars €31.00 31 0 011 Queso Cabrales 5 4 1 kg pkg. €21.00 22 30 3012 Queso Manchego La Pastora 5 4 10 - 500 g pkgs. €38.00 86 0 013 Konbu 6 8 2 kg box €6.00 24 0 514 Tofu 6 7 40 - 100 g pkgs. €23.25 35 0 015 Genen Shouyu 6 2 24 - 250 ml bottles €15.50 39 0 516 Pavlova 7 3 32 - 500 g boxes €17.45 29 0 1017 Alice Mutton 7 6 20 - 1 kg tins €39.00 0 0 0


Data : CategoriesCategoryID

CategoryName Description

1 Beverages Soft drinks, coffees, teas, beers, and ales2 Condiments Sweet and savory sauces, relishes, spreads, and seasonings3 Confections Desserts, candies, and sweet breads4 Dairy Products Cheeses5 Grains/Cereals Breads, crackers, pasta, and cereal6 Meat/Poultry Prepared meats7 Produce Dried fruit and bean curd8 Seafood Seaweed and fish


Purchase request and payment• Departments make spending requests• Budget is checked in the allocated budget file• If budget exceeded, request is rejected• Approved requests are stored and used to create

Purhcase orders (PO’s) for suppliers• Goods received notes (GRN) are matched with

PO’s to identify any discrepancies• When supplier invoice is received, 3 way match is

made between PO, GRN and invoice prior to payment


Purchase request and payment• Draw a context level diagram for the

process

• Draw a Level 1 Data Flow Diagram

• What sort of analysis method would you use?

• What sort of output would you provide?

• Structure of User Requirements Report?


Example : Budget monitoring case• What analysis method would you use and why?

– Interviews• Management / Department interviews

– Describe the special approval process– What are the “tolerance levels” for overspending of budget– How many requests, how long to approve, backlog issues

– Documentation• Copies of current spending requests• List of departments and corresponding budgets• Print-out from allocated budget file• Copy of spending summary report• Process for order supply of parts (PO’s?)• Copy of delivery advice details

– Requirements report


Example : Budget monitoring case• What sort of output would you provide?

– Requirements report– Questionannaires– Functional Decomposition– Data Flow Diagrams– ERD– Etc.

• How would you validate requirements?– JRP– Prototype– Approving Requirements report– …


Make spending request

Budget is checked

[Request > Budget]Request rejected

Create Purchase Order

[Request < Budget]

GRN matched with PO

3 way match GRN / PO / Invoice

Invoice payment

Invoice received

[No discrepancy]

[Invoice on hold]


Budget monitoring case

Budget Monitoring

System

Department Management

Suppliers

Make Spending Request Check Budget

Respond To Special RequestSend Managements Response

Special Request Made

Provide Spending Summaries

SupplyDeliveryAdvice

Send Delivery Advice

database development (mis 533) mbs in management information systems and managerial accounting...

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